Most office environments need copiers, but the costs can tax even the biggest companies. When you consider what most businesses need in a copier, you can understand why:

  • Networked to provide printing and copying functions
  • Options to copy in color
  • Collating
  • Double-sided copying

Some offices need even more functionality, including high-speeds, high-capacity and volume, e-mail and scanning, fast warm-ups and security features.

A high-end copier can cost in excess of $40,000, and even one that meets an organization’s most basic needs can run into the thousands of dollars. Because of the need for the best technology at an affordable cost, many businesses consider renting a copier over buying one.

Benefits of Renting a Copier for Your Business

The most tangible benefit or renting a copier is cost. Renting allows you to avoid large capital expenditures, which frees up cash for more pressing needs.

With IT assets, you are really buying the use of the machine. Ownership of the machine itself is secondary in importance, especially when you consider how quickly IT equipment depreciates. In the case of a copier or copier/printer combination, the return on investment comes from its output, not the hardware itself. When you look at it that way, renting often makes more sense than buying.

As with any rented IT asset, there may be significant tax savings available. Speak to an accountant to learn more about the possibility of writing off copier rentals as a business expense.

Renting a copier typically includes a maintenance plan to keep your machine running the way it should. For those who have experienced the frustration of a copier meltdown, you know how important a maintenance contract is.

Costs for both the rental and the maintenance contract are generally fixed, meaning you know your monthly budget well in advance. Also, when you rent, upgrading to the next model is easy. When the lease expires, you get a whole new machine with the latest specs and functions.

What You Need to Know About Copier Rentals

Many copier rentals charge on a volume basis. Be sure you have an accurate idea of the volumes you produce each month to know for certain whether renting is the most cost-effective option for you. You may want to ask your vendor about a minimum copy requirement too. If they are charging according to volume, they may require a base number of copies each month.

Although maintenance is often included in the rental, toner typically is not. Toner cartridges are expensive so be sure to include an estimated cost for replacements in your budget. Again, a clear idea of the number of copies you generate per month will help with forecasting.

Parts may not always be included in the maintenance agreement. You need to know what is and isn’t covered. Also, ask the rental company about emergency repairs, that is, are they provided, at what cost, and when? If you need someone at 7:00 at night, will someone be available?

Lastly, ensure you can get a replacement copier if yours goes down. You don’t want to be left without a copier for any length of time.

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