Pros and Cons of Buying vs Leasing a Copier: What’s Right for You?

Originally posted Sept 2021; updated Dec 2025

Should you buy or lease a copier for your business?

This is a common question we hear, and the short answer is…it depends! 

In a world of hybrid work, rising print costs, and higher expectations around data security, the lease-vs-buy question is an important one to answer for your business. After all, the way you pay for this equipment affects your cash flow, tax strategy, and how easily you can keep up with changing technology.

But the reality is, you could easily make a case for either buying or leasing—in the end, it’s less about which is the “best” choice and more about which option is the right choice for you. 

In this blog, we lay out the pros and cons of buying vs leasing a copier so you can choose the approach that suits your business, your budget, and your long-term plans.

Leasing Pros

Leasing is the most common contract type in the copier world. In fact, the vast majority of businesses choose to lease their copiers. The reasons for making this choice vary, but some of the pros of leasing include:

• Flexibility: It’s easy to swap an older copier out for new technology
• Budget: As a predictable operating cost, it’s easy to budget for
• Lower up-front costs: No initial investment is required
• Fewer capital expenses: Spend your capital dollars on things that will make you money!
• Up-to-date technology: With a lease, it’s easier to keep up with the latest technology for higher productivity and improved security.

Leasing Cons

While a popular option, leasing does have some downsides to consider. The cons of leasing a copier include:

• Upgrading too early or too often and running up your monthly payments
• Increased operating expense vs just paying for a service agreement when you buy
• Another vendor to manage (typically)
• Accounting and tax considerations: Proper accounting and taxes for a leased machine can be complex.

Buying Pros

While most businesses choose to lease, buying a copier can still make sense in certain scenarios. For example, if you have a fast-growing team, you’ll likely opt to lease; but if your team is more stable and your print needs predictable, buying might be a more attractive option for the long term.

Some of the pros to owning your copier include:

• Lower monthly expenses: You only pay for a service agreement
• Asset: When you own your copier, you add to your assets
• Tax benefits*: Many businesses can deduct some or all of the cost of qualifying equipment in the year it’s placed in service, and deduction limits remain relatively high (the max Section 179 deduction for 2025 is $1,250,000, subject to phase-outs)

*Disclaimer: Always confirm tax and accounting impacts with your CPA or controller before you make your decision.

Buying Cons

As with leasing, there are pitfalls to consider before you choose to buy a copier. These include:

• Lump sum investment: Buying comes with a big up-front cost
• Monthly payment: While you won’t have a lease payment, you’ll still have a monthly service payment
• Depreciation: Nothing loses value faster than a copier!
• Cost of maintenance: As a copier ages, it costs more to maintain it. If you hang onto a copier too long, your cost of operation can increase exponentially. 
• Outdated technology: Not having the right technology at the right time can harm your business with slower performance, higher service costs, and outdated security features.

Buying vs Leasing a Copier: Which Is Right for You?

Consider this example: 

The most common lease term is 60 months, and the average length a leased copier lives in the field before it is upgraded is 44 months. When you lease, you actually pay less out of pocket, and you don’t end up keeping a copier past its useful life simply because you own it.

To give you an idea of what the difference can look like financially, let's take a $10,000 piece of equipment. If you buy it, it costs you $10,000. If you lease it, it will cost somewhere in the neighborhood of $200 per month for 60 months. At face value, you’ll pay $12,000 for a $10,000 piece of equipment…and you still won’t own it.

On the other hand, if the average holds true and you only keep your leased copier for 44 months, and the manufacturer (or their competitor) provides incentives to exchange that equipment for a newer one, you’ll only pay $8,800…and won’t have to pay to dispose of the old machine.

The bottom line: There is no “right” answer. You need to make the decision that’s best for your company’s unique needs and circumstances.

Whether you choose to lease or buy your copier, the Coordinated team is here for you: 

• If you opt to buy, we’ll help you find the right machine
• If leasing is the right choice for you, we’ll help you plan for the right refresh cycle that balances your budgetary needs with maintaining up-to-date technology.
• And if you’re still on the fence, we’ll walk you through the details to help you determine the best choice for your business.

Contact us today to discuss your needs or to move forward with buying or leasing your next copier.