What Are Copier Rentals?
Copier Rental vs. Copier Lease: Which Option is Best for Your Business?
The common misconception about getting a new piece of equipment like a copier rental or a copier lease is that it is prohibitively expensive. Many business owners don’t realize that aside from buying one, they have the essential options of renting or leasing professional-grade equipment. Understanding the core difference between renting and leasing a copier is crucial for conserving capital and ensuring your office technology is always a good fit.
1. What is a Copier Rental and Why Choose an MFP Rental?
Copier rentals are similar to leases, but they offer significantly more flexibility. The main difference is the time frame involved.
Rentals are typically on a month-to-month basis. This is ideal because, with the rapid advancements in technology, a leading multifunction printer (MFP) rental model today may be considered obsolete next year. A copier rental agreement gives you freedom that ownership does not:
- Upgrade/Downgrade: You can easily upgrade or even downgrade your equipment when needed.
- Cancellation: You can cancel your agreement as long as you give notice beforehand, which is usually 30 days.
- Technology Edge: You can order the latest and best MFP without being locked into a long-term commitment. A company that owns its machines can only upgrade by disposing of or reinvesting in its existing assets.
Renting copiers is also a major benefit for new businesses or those with limited capital. It allows you to use your cash to invest in more important areas while still having the necessary, sophisticated equipment to handle everyday tasks.
What is Covered in a Copier Rental Agreement?
Your copier rental agreement is designed to provide comprehensive support and minimize unexpected costs:
- It will cover the service and the parts and supplies. This means no unexpected repair costs.
- The contract sometimes covers toner replacement.
- You will cover the paper and the staple expense.
- Repairs and maintenance are not an issue. When you call your supplier for help, an engineer will typically come within a few hours, and a next-day guarantee is often provided.
2. Should You Rent or Lease a Copier? (The Deciding Factors)
This is the tricky question. Both options allow you to use a better and more sophisticated copier than you might be able to afford to purchase outright. The right choice depends entirely on your business certainty and time horizon.
| Feature | Copier Rental | Copier Lease |
| Duration | Short-term (Month-to-month, Project-based) | Long-term (Fixed duration for the whole agreement) |
| Flexibility | High (Easy to cancel or upgrade) | Low (Contract is difficult to break) |
| Ideal For | New businesses, project-based work, rapid growth/scaling, short-term needs. | Established businesses, confident long-term capital planning, stable copy volumes. |
| Cost Structure | Monthly rental fee (includes labor, parts, toner, service, and a predetermined copy volume). | Monthly lease fee (must be paid on time for the duration of the agreement). |
- Leasing a copier makes sense if you are confident you can pay the monthly fee on time every month for the whole duration of your agreement. It’s also a great option if you are trying to conserve your capital for the long run.
- Renting a copier is good if you are certain you only need a copier for a short time or if your needs are project-based. Note that you may be charged for delivery and pick-up fees.
Consult your accountant to determine the most cost-effective form of payment and tax treatment for your business.
3. Critical Steps Before Signing Your Contract
Before deciding to get out of a contract, you must thoroughly review it before you even sign it. Breaking a contract can be very difficult if you are unable to pay the fees.
- Watch out for automatic renewals. Most copier leasing companies auto-renew contracts. You should know your opportunity to get out of the rental or lease contract. This is vital so you do not renew your agreement before you actually need to.
- Separate Maintenance Agreements. It is important that you bill your IT services and maintenance contract separately from the copier itself. If your maintenance agreement lasts a long time, you can get tied to the machine. This can be an issue if your unit has become obsolete or is no longer working properly.
Copier Solutions in Austin: Leasing and Rental Options Near You
If you plan to get copiers for your Austin office, you can buy copiers or lease copiers in Austin. We can give you options for getting the copy machine that you want. You can contact our local copier leasing services department in your location.
For all services in Austin, call Clear Choice Technical Services:
- Phone: (512) 253-7000
- Our personnel for copier leasing in Austin will assist you. If you are ready to start the process, request a quote today.
For dedicated Copier Repair Services in Austin, please visit our Repair Services Website for immediate assistance. Our network is powered by Clear Choice Technical Services.
