If your business needs a new photocopier, one of the first decisions you’ll need to make is whether to buy the machine outright or lease it.
There isn’t one answer that suits every business. Buying gives you ownership of the equipment, while leasing can reduce the upfront cost and make it easier to access a modern photocopier that suits your current requirements.
For many Tauranga and Bay of Plenty businesses, the decision comes down to cash flow, expected print volumes, servicing requirements, technology and how long the equipment is likely to meet their needs.
Here are the key things to consider before deciding.
Is It Better to Lease or Buy a Photocopier?
Leasing a photocopier can be a good option for businesses that want to avoid a significant upfront equipment purchase and prefer predictable payments over an agreed period.
Buying may suit a business that has the capital available, wants to own its equipment and expects to use the same machine for a long time.
However, the purchase price shouldn’t be the only consideration. A business photocopier is likely to be used for thousands of documents and may also be responsible for printing, scanning and sharing information across your organisation.
The better question is therefore: which option provides the best overall solution for the way your business operates?
What Are the Benefits of Leasing a Photocopier?
Lower Upfront Cost
A commercial multifunction photocopier can represent a substantial capital purchase.
Leasing spreads the cost rather than requiring your business to pay for the equipment upfront. This can allow you to retain capital for other areas of the business while still accessing a commercial-quality machine.
Predictable Business Costs
Regular lease payments can make budgeting for office technology more straightforward.
When comparing options, however, make sure you understand the complete cost rather than simply comparing the advertised monthly payment. Ask what is included, how printing is charged and what servicing and support arrangements apply.
Access to Current Technology
Office photocopiers have evolved considerably.
Today’s multifunction devices can combine printing, copying and high-speed scanning with features such as user authentication, secure printing and integration with digital document workflows.
Leasing can make it easier for businesses to access technology appropriate to their current requirements rather than continuing to operate an ageing machine simply because they own it.
Equipment Matched to Your Business
The cheapest photocopier isn’t necessarily the most economical machine to operate.
A small device that is constantly processing large print jobs may create delays and require more attention than a machine designed for the workload.
Before choosing a photocopier, consider your average monthly print volume, number of users, colour requirements, paper sizes, scanning volume and any additional finishing or document-management requirements.
What Are the Advantages of Buying a Photocopier?
The obvious advantage is ownership.
Once you’ve purchased the photocopier, there are no equipment lease payments. For a business with sufficient capital and relatively stable requirements, purchasing can therefore be worth considering.
Ownership may also appeal to businesses that prefer to retain equipment for a long period.
However, it’s important to consider what happens as the machine ages. Your printing requirements may change, newer technology may become available, and maintenance can become increasingly important.
When comparing buying with leasing, consider the expected cost across the entire period you intend to use the photocopier rather than looking only at the initial purchase price.
How Much Does It Cost to Lease a Business Photocopier?
There isn’t a single price for leasing a photocopier because businesses have very different requirements.
The cost can be influenced by factors including:
• the type and specification of the machine
• colour versus black-and-white requirements
• print and copy speed
• expected monthly print volume
• A4 or A3 capability
• scanning requirements
• paper capacity and finishing features
• additional software or workflow requirements
• the length and structure of the agreement.
This is why a business with five staff shouldn’t necessarily be quoted the same solution as an organisation with 50 people regularly using the same device.
The starting point should be understanding how the photocopier will actually be used.
What Should You Look for When Leasing a Photocopier?
Don’t choose a photocopier based purely on pages per minute or monthly price.
Ask the supplier to look at how your team currently works.
For example, how many pages are you producing each month? How much is colour? Do you regularly scan large documents? Do staff need to scan directly to email or digital systems? Do you print confidential information? Do you require A3? Are staff regularly waiting for large jobs to finish?
You should also understand the agreement itself.
Ask about the term, servicing arrangements, ongoing print charges, what happens if your requirements change and the options available at the end of the agreement.
A good solution should fit your business rather than forcing your business to fit the photocopier.
Do Modern Photocopiers Still Just Make Copies?
Not at all.
In fact, the term “photocopier” doesn’t accurately describe everything many modern office machines can do.
A multifunction printer or MFP can bring together copying, printing and scanning within one device.
Depending on the equipment and configuration, businesses may also be able to introduce secure print release, user authentication, digital scanning workflows and connections with other business systems.
For businesses trying to reduce manual administration, the scanning and document-workflow capabilities can be just as important as the printing itself.
What Size Photocopier Does My Business Need?
Start with usage rather than physical dimensions.
A small office with relatively low print volumes may only require a compact multifunction device. A larger workplace with many users and substantial monthly printing may need a faster machine with greater paper capacity.
Consider:
• the number of people using the device
• approximate pages printed each month
• peak periods of use
• A3 versus A4 printing
• colour requirements
• scanning volumes
• paper tray requirements
• finishing requirements
• expected business growth.
Choosing a machine significantly larger than you need can mean paying for unused capacity. Choosing one that is too small can create bottlenecks and frustration.
What About Photocopier Servicing and Support?
This can be one of the most overlooked parts of choosing a photocopier.
When a heavily used office machine stops working, the real cost isn’t necessarily the repair itself. It can be the disruption caused to staff who rely on it throughout the day.
For Bay of Plenty businesses, having access to local support can therefore be an important consideration when comparing suppliers.
Find out who looks after the machine after it has been installed, how servicing is arranged and what happens when you need technical assistance.
Should a Small Business Lease a Photocopier?
Potentially, yes.
Leasing isn’t only for large corporate offices. A smaller business may benefit from leasing when it needs reliable printing, scanning and copying but doesn’t want to make a significant upfront equipment purchase.
The important point is to avoid leasing more machine than the business actually requires.
A copier should be selected around genuine usage and anticipated growth.
Photocopier Leasing in Tauranga and the Bay of Plenty
Innovative Digital Solutions helps businesses find printing and photocopying solutions suited to the way they work.
Based in Tauranga, we work with businesses throughout the Bay of Plenty, from smaller organisations through to larger workplaces requiring more comprehensive printing and document solutions.
Rather than simply selecting a photocopier from a specification sheet, we can look at factors such as your print volumes, number of users, scanning requirements and workflows to help identify an appropriate solution.
IDS also provides local servicing and ongoing support, so your relationship with us doesn’t end when your photocopier arrives.
If you’re considering renting or leasing a photocopier in Tauranga or elsewhere in the Bay of Plenty, talk to the IDS team about your requirements.
Frequently Asked Questions About Business Photocopiers
Is it cheaper to lease or buy a photocopier?
It depends on the machine, how long you use it, your print volumes, servicing costs and the terms of the lease. Buying requires more capital upfront, while leasing spreads the equipment cost over an agreed period. Compare the total cost over the expected life of the solution rather than the initial payment alone.
How long do businesses lease photocopiers for?
Lease terms vary between suppliers and agreements. Before signing, check the length of the agreement, what happens at the end of the term and whether your options change if your business requirements increase or decrease.
What is included when you lease a photocopier?
This depends on the agreement. Equipment leasing and servicing may be structured separately, so ask exactly what the quoted payment includes. Check servicing, consumables, print charges and other potential costs before comparing offers.
What is the difference between a photocopier and a multifunction printer?
Traditional photocopiers were primarily designed to reproduce documents. Modern multifunction printers combine functions such as printing, copying and scanning in one machine and may offer additional connectivity, security and document-workflow features.
How do I choose the right photocopier for my office?
Consider the number of users, monthly print volume, colour requirements, A3 requirements, scanning volume, print speed, paper capacity, security and any digital workflow features you need. Your supplier should assess these requirements before recommending a machine.
Can a photocopier scan documents to email?
Many modern multifunction photocopiers can scan documents directly to email and other digital destinations when correctly configured. Available features depend on the machine and your organisation’s IT environment.
Do I need an A3 photocopier?
Not necessarily. If virtually everything your business produces is A4, an A4 device may be sufficient. If you regularly print or copy plans, spreadsheets, marketing material or other larger documents, A3 capability may be worthwhile.
Can small businesses lease photocopiers?
Yes. Copier leasing can suit businesses of different sizes. The important consideration is choosing equipment that matches the organisation’s actual printing and scanning requirements rather than paying for unnecessary capacity.
Why use a local Tauranga photocopier supplier?
A local supplier can provide advice, installation and ongoing support close to your workplace. For businesses that depend on their copier every day, access to responsive local servicing can be an important part of the overall solution.
Where can I lease a photocopier in Tauranga?
Innovative Digital Solutions is based in Tauranga and provides photocopier and printer leasing solutions to businesses throughout Tauranga and the wider Bay of Plenty. IDS can assess your requirements and recommend equipment based on your business size, print volumes and document workflows.
