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Did you know that up to 90% of businesses unknowingly overspend on copier rentals, hidden fees, printers, and purchasing equipment each year? Making the right choice can save businesses valuable resources, such as savings. When selecting a copier rental agreement, consider factors like monthly usage, contract terms, lease period, and additional fees. Understanding these key aspects will help you make an informed decision that aligns with your business needs and budget. Stay ahead in negotiations by following expert advice on negotiating favorable terms with leasing companies and avoiding common pitfalls in copier rental agreements.

Assessing Your Business’s Printing Needs And Volume

Determining Copy Requirements

To choose the right copier rental agreement, start by understanding your print volume. Calculate how many copies your business needs daily, weekly, and monthly. This step is crucial in selecting equipment, a copier that can handle your workload effectively.

When assessing your printing requirements, think about the types of documents you frequently print. For example, if your business mainly prints text documents or high-resolution images, this will impact the type of copier equipment you need. Understanding these specific needs ensures you select a copier that aligns with your document types.

Evaluating Size And Capacity

Evaluate the size and capacity requirements based on your business’s printing volume. If you have a high print volume but opt for a small-capacity copier, it may lead to frequent refills and delays in printing tasks. Conversely, choosing an oversized machine for low-volume printing can result in unnecessary costs.


  • Help avoid overpaying for excessive features.
  • Ensures efficient workflow by matching capacity to demand.


  • Selecting an undersized copier may lead to bottlenecks.
  • Overestimating needs can result in unnecessary expenses.

Consider scenarios where different departments within your company might have varying printing needs. For instance, while one department may require color prints with high resolution for marketing materials, another department might only need basic black-and-white copies for internal use.

Understanding Different Types Of Copier Leases

Operating Vs. Capital Leases

Operating leases and capital leases are the two main types of copier lease agreements. Operating leases typically last for a shorter term, usually around 12 to 36 months, and allow you to rent the copier without owning it at the end of the lease. On the other hand, capital leases are longer-term commitments that often lead to ownership at the end of the agreement.

When considering an operating lease, remember that you won’t own the copier outright after your payments end. However, this type of lease can be beneficial if you prefer upgrading to newer models frequently or if your business relies on cutting-edge technology.

Short-Term Vs. Long-Term Leases

Short-term copier leases generally span one to three years while long-term ones can extend up to five years or more. Short-term leases offer flexibility in case your printing needs change rapidly or if you want to test out a specific model before committing long-term.

Conversely, opting for a long-term lease might provide cost savings over time due to potentially lower monthly payments compared to short-term agreements. Consider choosing a long-term option if your business requires consistent printing volume with minimal changes anticipated shortly.

Fair Market Value (FMV) VS $1 Buyout Leases

In an FMV lease, you have various options at its conclusion: return the copier, renew your agreement for another term, or purchase it at its fair market value determined by current market conditions. This type is ideal when technology upgrades are crucial for staying competitive in your industry.

On the other hand, $1 buyout leases involve paying fixed monthly amounts until ownership transfers after completing all payments—usually just $1—to acquire full ownership rights of the copier equipment outright. This option is suitable when longevity and stability matter most as it guarantees eventual ownership regardless of market fluctuations.

Factors To Consider When Choosing A Copier Lease

Lease Term Length

When selecting a copier rental agreement, consider the lease term length that aligns with your business’s requirements. Short-term leases are suitable for temporary projects or events, while long-term leases provide stability and cost-effectiveness for ongoing operations. For instance, if you have a small project lasting a few months, opting for a short-term lease can be more economical than committing to a longer one.

A short lease term allows you to adjust your copier fleet according to evolving needs without being tied down by an extended contract. However, long-term agreements often offer discounted rates and ensure equipment availability when required consistently. Therefore, it is essential to weigh the benefits of each option based on your business’s demands before making a decision.

Equipment Flexibility

Another crucial aspect to consider when choosing a copier rental agreement is the flexibility it offers in terms of upgrading or downgrading equipment during the lease period. Some agreements allow businesses to upgrade their copiers as technology advances or downgrade if their needs change over time. This flexibility ensures that you always have access to cutting-edge technology without being stuck with outdated equipment.

Having the option to upgrade or downgrade also enables businesses to scale their printing capabilities according to fluctuations in workload or changes in operational requirements. For example, during peak seasons when there is increased demand for printing services, having the ability to upgrade your copiers temporarily can enhance productivity and meet deadlines effectively.

Payment Structure

Evaluate whether a fixed or variable payment structure suits your budget better when considering different copier rental agreements. Fixed payments provide predictability and ease of budgeting since you know exactly how much you will pay each month throughout the lease term. On the other hand, variable payment structures may fluctuate depending on usage but could potentially offer cost savings if your printing volume varies significantly month-to-month.

Opting for fixed payments can help avoid unexpected expenses related to leasing agreements and ensure financial stability within your organization’s budget constraints. Conversely, variable payment structures might be advantageous if your business experiences seasonal fluctuations in print volumes since you only pay for what you use during peak periods.

Evaluating Equipment Brands And Models

Researching Brands

When choosing a copier rental agreement, it’s crucial to research reputable copier brands. Look for companies known for their reliability and performance in the industry. For instance, Canon and Xerox are well-regarded brands with a track record of producing high-quality machines.

It’s essential to ensure that the brand you select offers reliable products. By opting for established brands like Canon or Xerox, you can have peace of mind knowing that you are investing in quality equipment. These companies often provide excellent customer service and reliable machines.

Comparing Models

To find the right copier model for your needs, compare different options available in the market. Consider factors such as speed, paper handling capabilities, and advanced features when evaluating various models. For example, if your office requires high-speed printing capabilities, look for models that offer faster printing speeds.

When comparing different copier models, think about your specific requirements as well. If your business frequently handles large volumes of documents, prioritize models with efficient paper-handling capabilities to enhance productivity. Consider whether advanced features like duplex printing or scanning are necessary for your operations.

Choosing The Perfect Copier Leasing Company

Proven Track Record

When selecting a copier leasing company, prioritize those with a proven track record of providing top-notch service and support. Companies that have been in the industry for years and have a history of delivering quality products are more likely to meet your needs effectively. 

It’s crucial to choose a company known for its customer satisfaction and responsiveness. A quick way to gauge this is by looking at online reviews or testimonials from previous clients. Positive feedback regarding customer service, timely responses to issues, and overall satisfaction can indicate that you’re dealing with a reputable company that values its customers’ needs.

Additional Services Offered

Evaluate the additional services provided by each leasing company before making your decision. Beyond just renting out copiers, some companies offer maintenance packages or supplies as part of their agreements. These extra services can save you time and money in the long run by ensuring that your new copier remains in optimal condition throughout the lease period.

Tips For Choosing The Right Copier Service Contracts

Assess Usage Needs

To select the right copier rental agreement, start by evaluating your business’s expected usage. Think about how frequently you’ll be using the copier and what tasks it will handle. This assessment helps determine whether you need a basic service contract or one with more comprehensive coverage.

Consider factors like the number of employees who will use the copier, the volume of copies made daily, and whether your business relies heavily on printing documents. For example, if you work in a busy office where multiple departments constantly print materials, opting for a service contract with faster response times and more extensive coverage might be beneficial.

Compare Contract Options

When choosing a copier service contract, compare different options based on key criteria such as response time, coverage areas, and services included. Some contracts offer quicker response times for technical issues or provide onsite support within a specified timeframe. Others may have limitations on which parts or services are covered under the agreement.

Create a list comparing various aspects of each contract to see which one aligns best with your business needs. For instance, if your company operates during non-traditional hours or requires immediate assistance when technical problems arise, selecting a service contract that offers 24/7 support could be advantageous.

Comprehensive Vs Pay-As-You-Go

Decide between opting for a comprehensive service contract or choosing a pay-as-you-go option based on your business requirements. A comprehensive plan typically covers maintenance, repairs, parts replacement, and sometimes even toner replacements under a fixed monthly fee.

On the other hand, pay-as-you-go contracts involve paying only when services are utilized without any fixed monthly costs. This option can be suitable if your copier sees minimal usage or if you prefer flexibility in managing maintenance expenses according to actual needs.

Evaluating The Cost Structure Of Copier Leases

Compare Lease Rates

When selecting a copier rental agreement, it is crucial to compare lease rates from various providers. This comparison ensures you are securing a competitive price for the service. By evaluating different offers, you can find the most cost-effective option that aligns with your budget and requirements.

It is essential to consider not only the base lease rate but also any additional costs associated with the copier rental agreement. These extra charges may include installation fees, maintenance charges, and supplies expenses. By factoring in these costs upfront, you can avoid unexpected financial surprises down the line and make an informed decision based on a comprehensive understanding of all expenses involved.

Evaluate Total Cost Of Ownership

In addition to comparing lease rates and considering additional costs, it is imperative to evaluate the total cost of ownership over the entire lease term. The total cost of ownership encompasses all expenses associated with leasing a copier, including monthly payments, maintenance fees, supplies replenishment costs, and any other relevant expenditures.


  • Helps in making an informed decision.
  • Prevents unexpected financial surprises.


  • Requires thorough research and analysis.

Service And Maintenance Support For Copier Leases

Research Reputation

When selecting a copier rental agreement, research the leasing company’s reputation. Look for prompt and reliable service support. A reputable provider will ensure quick responses to maintenance requests.

It is crucial to choose a company known for its efficient customer service regarding copier repairs. By checking reviews or asking for references, you can gauge their level of support. Opting for a provider with positive feedback ensures smooth operations without prolonged downtime.

Response Time Consideration

Inquire about the company’s response time. Understanding how quickly they address issues can impact your business productivity significantly. A swift response time minimizes disruptions in your workflow.

Whether facing technical glitches or routine maintenance requirements, knowing that help is readily available gives peace of mind. Choose a provider that offers timely solutions to keep your operations running smoothly without any unnecessary delays.

On-Site VS Remote Support

Consider whether on-site or remote support aligns better with your business requirements when choosing a copier lease agreement. Evaluate if having technicians physically present at your location is essential or if remote assistance suffices based on the complexity of issues you encounter.

The choice between on-site and remote support impacts how quickly problems get resolved and the convenience factor involved in receiving assistance when needed most.

Negotiating A Favorable Lease Agreement

Researching Market Rates

Before negotiating a lease agreement, it is crucial to research current pricing and typical lease terms in the market. By understanding these aspects, you can enter negotiations better prepared. Knowing the average prices and lease durations will empower you during discussions with leasing companies.

When researching, look into different leasing companies’ offers to compare their prices and terms. This information allows you to identify competitive rates and favorable conditions that suit your business needs. For instance, if a company offers lower pricing or more flexible lease periods than others, it could be an advantageous option for your copier rental.

Always remember that thorough research is key to making informed decisions when selecting a copier rental agreement.

Highlighting Business Value

During negotiations with a leasing company, emphasize your business’s value as a long-term customer. Communicate how your continued partnership can benefit both parties by ensuring consistent revenue for the lease company while receiving quality service in return. By showcasing this mutual advantage, you may be able to negotiate better terms, such as reduced pricing or additional services included in the agreement.

Another way to highlight your business’s value is by discussing potential future growth opportunities that align with the lease company’s objectives. Illustrating how your expansion plans coincide with their interests can strengthen your position at the negotiation table.

In essence, demonstrating the long-term benefits of partnering with your business can lead to more favorable copier rental agreements tailored to meet both parties’ needs.


Now that you’ve delved into assessing your printing needs, understanding copier leases, evaluating equipment options, selecting the right leasing company, considering service contracts, analyzing costs, and negotiating agreements, you’re armed with the knowledge to make an informed decision. Remember, finding the perfect copier rental agreement is like finding a good pair of shoes; it needs to fit just right to support you without causing discomfort. So, take your time, consider all aspects carefully, and don’t hesitate to ask questions or seek clarification when needed. Your business’s productivity and efficiency are worth the effort.

Are You Looking For A Photocopier Near Concord, California?

Office Machine Specialists has been servicing and selling office equipment since 1995. A family-run business that has dedicated our efforts to providing the best equipment options and after-sales service to our clients. Our goal is to ask the right questions and guide our customers to make smart decisions about new machine leases and purchases.  We were servicing copiers long before the internet was a viable resource, and have transitioned to the digital workflow environment of color printing, scanning, account control, and fleet management. With over 20 years in the industry, we have extensive experience with all the major brands and consider OMS to be a valuable resource to any organization. Contact us for all of your copiers needs here!