Copier Leasing Considerations

Are you getting ready to lease a multi-function copier for your office?

Accessibility to new technology with the benefits of flexible payments and tax deductions makes leasing a smart fit for many businesses. Make sure to consider the following points before signing a lease.

Cost per copy (CPC) plan and scanning charges

Most vendors use some sort of cost per copy calculation. It is important to know how charges are determined for tabloid or larger prints. Most charge 2 “clicks”, but some may only charge 1 “click.” If your businesses creates a large amount of larger prints, it is beneficial to seek out a 1 “click” copier leasing company. Copiers do so much more than copy. Multifunction devices are also used for document archiving and email transmission. It is important to know if you will be charged for each of those scans. Also, since service technicians often run several hundred copies/prints during service visits, who is responsible for those copies/prints?

Additional Fees

There are a number of additional fees that may not be covered in your monthly payment, such as lease administration fees, UCC filing fees, delivery and setup, network connectivity, fuel surcharges, color calibration and system overhauls. Be sure to go over each of these fees with your vendor to see how each is factored into the final cost and ensure that they are properly budgeted for. Are supplies such as toner, drums, and imaging units included in your contract, or are those fees additional? What about the shipping/delivery charges of those supplies?

Insurance and Property Tax

Some vendors require that customers take the insurance plan offered by the leasing company while others will allow you to use your business’ insurance plan to cover the industry average of 1/4% per month for the entire asset value. Your monthly leasing rate could increase if property tax has not already been included in the initial lease configuration.

The end of the lease

Be aware of vendor policies regarding what occurs at the end of a lease agreement. Does your lease automatically renew for another year, or does it go month to month? Some vendors require the return of your copier at the end of your lease or else they automatically renew the lease. Which brings up the point of return responsibilities. It is standard procedure for the customer to be responsible for crating, packaging, and shipping the equipment back to the company at the end of a lease, with normal shipping costs ranging between $500 – $2,000 per machine.

Your hard drive

In order to protect your business’ sensitive or private data from being accessed by others, it is important to know what will happen to your machine’s hard drive if you return your equipment at the end of a lease. Ask your vendor what procedures are conducted after you return your copier. There may be additional costs associated with removal or destruction of the hard drive.


If you encounter problems with your copier during your lease, most vendors will perform any necessary repairs or services for your equipment. Make sure that your lease provides assurance that your copier will be properly replaced by the vendor for a new, more functional model if it still does not perform as it should.

It is vital that consider all aspects of leasing a copier before making a final decision. At Superior Document Solutions we are here to answer your questions, provide assistance, and respond quickly to your needs.

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