Organizations need modern, reliable copiers and printers to remain efficient and productive. Buying them can be expensive, particularly for small businesses. Renting or leasing is a cost-effective alternative. This article explores the details of renting or leasing office copiers and printers.
What Are the Differences Between Copier Rental and Copier Lease?
Copier rental and copier lease differ in five aspects.
Duration
Copier rental is for shorter periods, such as a few days to a few months. It is ideal for short projects. Copier leases are for longer periods like years. This choice is good for businesses that use copiers daily and for long-term projects.
Cost
Copier rentals have higher monthly payments due to short-term agreements and flexibility. Copier leases offer lower payments because of long-term contracts, with a possibility for businesses to buy the copier at the end of the lease.
Maintenance and Support
Rental companies include maintenance and support for rented copiers. Companies may not include these services in a copier lease, and they might require an added contract.
Ownership
Businesses cannot own a copier with a rental. However, with a lease, some companies offer the option to buy the copier at the end of the term.
Flexibility
Copier rental is more flexible due to the short-term contract. Copier leasing is less flexible because of the extended-term contract.
How to Rent a Copier for Small Business?
Renting a copier for small businesses is a cost-effective way to take advantage of the latest and most efficient copiers and printers. Here are the four steps that you need to know:
Evaluate Your Business Needs
- Print Volume
How many pages do you print each month? Estimate your monthly volume.
- Functions Needed
What will you be using the copier for? Do you require copying, scanning, faxing, or duplex printing services?
- Color vs. Black & White
Do you need a color or monochrome printer? Color printers tend to be more expensive than monochrome ones.
- Paper Sizes
What paper sizes do you need to print? Printers differ in their paper size capabilities.
- Speed & Efficiency
Do you need fast printers? How fast do you want the printing process to be?
- Connectivity
What kind of connectivity do you need? Do you require integration with your network, cloud storage, or mobile devices?
- Budget
What’s your budget? How much money can you set aside for copier and printer rentals?
Search for Rental Companies
- Search for local copier rental companies or national providers.
- Compare prices, terms, and services.
- Read customer reviews to assess rental companies’ reliability and customer satisfaction.
Choose a Copier and Rental Plan
Choose a copier and a rental plan that fits your needs and budget.
Sign the Agreement and Schedule Delivery
After selecting your copier and rental plan, sign the agreement. Schedule delivery with the rental company. Once the copier is set up, you can begin using it.
Where to Rent a Copier for a Business?
If you are interested in renting or leasing a copier, there are two main options.
Copier Rental Companies
Copier rental companies are businesses that offer organizations copiers for rent or lease. Some are specialized rental companies while others are local office equipment dealers.
Copier Manufacturers
Several copier manufacturers, including Canon, Ricoh, Xerox, and HP, offer copiers for lease as part of their services.
Where to Rent a Copier for a Business in Georgia?
Businesses in Georgia looking for printers for lease or rent can choose between copier rental companies and copier manufacturers. MSA Digital is a highly trusted company offering copier rentals.
MSA Digital is a managed print services and document management solutions provider, serving Tennessee, and Georgia. It offers a range of products and services, including copiers, printers for rent, and IT management solutions.
Its goal is to help companies improve productivity, efficiency, and cost-effectiveness by customizing managed print services and document management solutions tailored to their specific needs.
Pros of Renting Office Copiers
Renting office copiers offers eight benefits to businesses, especially small to medium-sized businesses. Here are the benefits of renting office copiers:
Reduced Upfront Costs
Renting takes away the need for a large initial investment in copiers. This is beneficial to businesses on a tight operational budget.
Predictable Monthly Payments
Rental agreements have fixed monthly payments, making budgeting and financial planning easier. They also remove unexpected expenses on repairs and upgrades.
Access to Newer Technology
Rental companies can offer printers for rent with the latest technology. Access to the newest copier technology enhances productivity and efficiency.
Maintenance and Support Included
Typically, the rental agreements include maintenance and support. This is cost-effective since it frees the budget for this to be given to other expenditures.
Flexibility and Scalability
Upgrading or downgrading can be conveniently implemented depending on the business needs. This is quite possible with short-term contracts.
Avoiding Copier Depreciation
Renting avoids the problem of what to do with old copiers, like selling, storing, or disposing.
Promotes Sustainability
Renting promotes reusing copiers for lease and eliminates the problem of disposing of old copiers. Additionally, many rental companies refurbish old copiers.
Testing before Buying
Rental companies allow businesses to try different printers for lease before committing.
Cons of Renting Office Copiers
While renting copiers has five advantages, it also has its disadvantages. Here are its drawbacks:
Higher Long-Term Costs
Initially, renting may seem cheaper but in the long term, it is more expensive than buying a new copier.
Limited Control Over Equipment
Rental companies have control over the copiers. Some restrict customization, which means that the equipment cannot be tailored to your needs.
Lack of Ownership
Related to limited control is a lack of ownership. Renting means you do not have control over the equipment and can never own it.
Contractual Obligations
Rental contracts are legally binding. Early termination can result in penalties. Term changes are not possible while the contract is still active.
Dependence on the Rental Company
Repair and maintenance are dependent on the rental companies. If their technicians are busy, you must wait until their technicians are available. This can disrupt your work.
Final Thoughts
Renting a copier is a practical option for small and medium-sized businesses. Copiers for rent are available from copier rental companies and manufacturers. One company that serves Georgia is MSA Digital.
Before renting a copier, it is wise to weigh the pros and cons. You can also consult MSA Digital to help you decide whether copier rentals are for you.