When it’s time for a new office copier, you’ll face a familiar question: should you lease it or buy it outright?
Both options have legitimate advantages, and the right answer depends on your business size, cash flow, and how you think about equipment. Let’s break it down honestly.
The Case for Leasing
Leasing is the most common choice for businesses that rely on copiers daily, and there are good reasons why.
Lower upfront cost. A multifunction copier can run anywhere from $5,000 to $25,000+ depending on the model and features. A lease spreads that across 36 to 63 monthly payments, keeping your capital free for other investments.
Predictable monthly expense. Lease payments are fixed, making budgeting straightforward. Many leases also bundle maintenance and supplies, so you’re looking at one predictable monthly cost instead of surprise repair bills.
Technology refresh. Copier technology evolves. Leasing lets you upgrade to a newer, faster, more efficient model at the end of your term instead of being stuck with aging equipment.
Tax advantages. Lease payments are typically a deductible business expense. Consult your accountant, but this is often more favorable than depreciating a purchased asset over several years.
Two lease types to know:
- FMV (Fair Market Value): Lower monthly payments. At the end of the term, you return the equipment, buy it at fair market value, or upgrade. Most popular option.
- $1 Buyout: Slightly higher monthly payments, but you own the copier at the end for $1. Best if you plan to keep equipment long-term.
The Case for Buying
Buying makes sense in certain situations:
- Long-term use. If you plan to use a copier for 7+ years and don’t need the latest features, owning eliminates ongoing payments.
- Simple, low-volume needs. If you’re printing a few hundred pages a month on a basic machine, buying outright might be most economical.
- No ongoing obligation. Ownership means no lease terms, no end-of-lease negotiations, and no return conditions.
The catch: You’re responsible for all maintenance and repairs after any warranty period ends. And when the machine reaches end of life, you’re back to square one with a new capital expense.
What Most Businesses Get Wrong
The biggest mistake we see is comparing the purchase price to the total lease payments and concluding that buying is cheaper. That math ignores maintenance costs, toner and supplies, downtime costs, and opportunity cost of tying up capital in a depreciating asset.
When you factor in a Managed Print Services agreement — which bundles maintenance, toner, and support into one monthly fee alongside the lease — the total cost of leasing is often comparable to or lower than owning, with significantly less hassle.
Our Recommendation
For most businesses printing more than a few thousand pages per month, leasing with a managed print agreement is the smarter play. You get current technology, predictable costs, included maintenance, and the flexibility to upgrade.
Not sure which option fits your situation? Use our online quote builder to configure a copier and see estimated lease rates, or talk to a Mavericks rep for a personalized recommendation. We carry Xerox, Epson, Lexmark, and certified pre-leased options to fit every budget.