Leasing a copier can be a smart move for businesses of all sizes. It offers flexibility, preserves capital, and keeps your technology up to date. But copier lease agreements can also be filled with industry jargon and fine print that might trip you up if you’re not prepared. In this guide provided by the CDS team, we break down the most important copier lease terms and their meanings so you can lease with confidence.
When leasing a copier, you’ll likely encounter two main lease types: Fair Market Value (FMV) and $1 Buyout.
With an FMV lease, you pay lower monthly payments and have the option to purchase the copier at its fair market value at the end of the lease term. This is an ideal solution for businesses that want to refresh their equipment every few years and stay current with technology advancements.
The $1 Buyout lease, on the other hand, allows you to own the copier outright at the end of the lease for just one dollar. While monthly payments are typically higher with this option, it’s a good choice if your business prefers long-term equipment ownership and wants to avoid negotiating purchase terms later.
At CDS, we help clients assess their long-term needs and budget to determine which lease type best suits their business.
Copier lease terms usually range from 12 to 60 months. Choosing the correct term can significantly impact your monthly costs and flexibility.
Short-term leases, such as those lasting 12 to 24 months, offer greater agility and quicker access to newer technology but come with higher monthly payments. Medium-term leases (36 to 48 months) strike a balance between cost and commitment, making them a popular choice for most businesses. Long-term leases of 60 months offer the lowest monthly costs, but they may limit your ability to upgrade as your needs evolve.
At CDS, we guide clients through selecting a lease duration that aligns with their current and future business goals, ensuring you have the best team lengths that serve your needs and expectations.
Understanding what’s included in your monthly copier lease payment is essential to avoid budget surprises.
Some leases are “bundled,” including the copier, maintenance, toner, and service. Others are “unbundled,” with separate charges for each component. Be sure to request a breakdown of your payment to see what services and supplies are included.
CDS Customers enjoy clear, transparent pricing, ensuring they understand exactly what they’re paying for, which helps them avoid hidden costs and better manage their office expenses.
A copier is only as reliable as the service backing it. Most leases include a service and maintenance agreement, but coverage can vary widely.
Typical services include preventive maintenance, repairs, parts replacement, and supply delivery, such as toner. Quick technician response times and automatic toner replenishment are essential for minimizing downtime.
CDS includes robust support in every lease, ensuring that clients receive consistent, fast, and efficient service with every machine. Our team proactively manages consumables and maintenance, allowing you to stay focused on your business.
Leases often come with a defined monthly print volume known as a base allowance. If you exceed this amount, overage charges apply, typically on a per-page basis.
It’s important to understand your average print usage before signing a lease. You can also negotiate overage rates or ask if unused prints roll over to the next month.
CDS offers customized print assessments to help clients right-size their equipment and allowances, reducing the chance of overage fees and ensuring cost-effective leasing.
Life is unpredictable, and sometimes, a business must exit a lease early. Early termination clauses vary but may include flat fees, paying the remaining lease balance, or covering the costs of returning equipment.
Some vendors, including CDS, offer flexible options like lease transfers or buyouts to ease transitions. We work with our clients to avoid punitive charges and provide pathways to upgrade or shift their leases as needed.
At the end of a copier lease, businesses typically have three options: return the equipment, renew the lease, or purchase the copier outright.
Returning the copier may involve shipping or restocking fees. Renewing a lease typically occurs automatically unless you provide notice, and purchasing can involve either a predetermined price or a market-based value.
CDS ensures that all lease-end options are clearly outlined upfront and reminds clients in advance of lease expirations so there are no last-minute surprises.
Copier leases may include additional charges, such as insurance requirements, setup fees, restocking fees, or costs for moving and reinstalling the machine.
Always ask for a complete list of potential fees and take the time to review the contract’s fine print. Transparency is key.
CDS believes in full disclosure, and our team walks you through every detail of the agreement before you sign so you know exactly what you’re committing to.
Beyond copiers and printers, CDS offers a full suite of technology solutions ranging from Managed Print Services, to Managed IT Services, and Project-Based IT Services, providing our customers a Single Source for all their business technology needs.
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