How efficient is your office? Office efficiency is a good measure of productivity, of course, but it’s also a good sign that you’re not wasting money or other resources. When working to improve efficiency, you want to look at every area of your office, even if it doesn’t seem that important. For example, leasing copiers instead of buying them can actually have a significant impact on your office’s productivity. Let’s take a look at some of the benefits of copier leasing that can help you streamline your office.


buying copiers vs leasing copiers guide

The Advantages of Copier Leasing

By taking advantage of what copier leasing offers, you can easily boost your office efficiency. Here are three ways leasing, rather than buying, a copy machine will make you more productive:


Cost-Effectiveness and Budget-Friendly Solutions

Leasing is very budget-friendly. The most obvious reason why leasing helps with costs is that you have no large upfront cost. You’re not dropping a lot of money right away on a new copier. Instead, you’re paying a small monthly fee. That fee is predictable, too, so it’s very easy to budget for. You know exactly what you’re going to pay every month for your copier. Finally, leasing also provides some tax benefits. You can write off lease payments on your business’s federal tax return.


Access to Cutting-Edge Technology

A second great benefit to leasing rather than buying is that you can upgrade your copier as needed. If a newer model is released, your leasing agreement may allow you to upgrade for a small additional cost. This means you will always have access to the most recent technology, including the newest features. These features may make your office more productive or add necessary security to help protect your data.


Maintenance and Support

Leasing agreements typically include maintenance and support. This means you don’t have to pay extra for any repairs your color copier needs. Instead, all you have to do is contact your copier rental company and put in a support ticket. They will send someone out quickly, reducing your downtime. These experts understand how copiers work and can often get your machine up and running within a few hours. If they can’t, they can replace your copier with a new one.

You won’t get this type of support when you purchase a copier. Instead, you will have to find a copier repair expert who understands how to work on the make and model of the machine you own. Then you will have to pay for the service call and any parts that are needed. These costs can add up quickly.


Tailoring Leasing Solutions to Business Needs

One way of greatly improving your office’s efficiency is to implement solutions that are tailored to your specific needs. When you have business copiers that do exactly what you need them to do, your team is going to be able to work more quickly.

Of course, this does mean that you will need to assess your office’s requirements. How much will you print and copy every month? Do you need features such as double-sided copying, collating, and stapling? Do you need to make color copies? These and other questions are vital to determining what copier you need. Fortunately, Common Sense Business Solutions can help you make a list of what you need from a copier both today and in the long term.

Woman holding a document while standing next to a copier machine

Negotiating a Custom Lease Agreement

In addition to selecting copiers that meet your needs, you also want to negotiate a lease agreement that fits your budget. Most copier rental programs are flexible in length and other terms, such as scaling up or down as needed. You may be able to upgrade your copiers regularly, plus you can select the right service package to ensure that your office has little to no downtime due to copier malfunctions.


Enhancing Office Productivity with Copier Leasing

With the right copier, you can enhance your office’s productivity in several different ways. First, the right copier should integrate with your existing systems. You should be able to quickly make copies, of course, but you may need an all-in-one machine. These copiers also print, scan, and fax. If you need one of these devices, it should fully integrate with your system. Your team should have no problem accessing it, sending print jobs, or scanning to your computers. Leasing helps ensure that you will be able to find the right copier that works with your system.

This will also help you simplify your document sharing and collaboration. You’ll be able to quickly send faxes to your other offices and partners when needed. You’ll also be able to scan documents and email them or put them on shared drives so everyone who needs access to these documents can get to them. This makes it much easier to collaborate on projects. Even if you’re not putting documents online, being able to quickly make copies can make working on a project easier.

Many copiers include some automation, which also boosts efficiency. If you’re copying a large document, many copiers have a collating function. Copies will be grouped into packets that contain every copied page, eliminating the need to manually sort through all the duplicate pages. Another function you may find useful is stapling. Some copiers will collate and then staple the pages together automatically.

With copiers that connect online, you don’t even need all of your employees to be in the same place. Remote workers can send print jobs to the office or receive scanned documents. Cloud-based solutions help boost collaboration while also eliminating the need for every remote employee to have their own printer, scanner, and fax.


Copier Leasing vs. Buying: Making an Informed Decision

Before you decide if you’re going to lease or purchase a copier, you do need to make certain that you understand the pros and cons. We’ve outlined some of the ways that leasing a copier can make it easier to make your office more efficient, but what can buying a copier do for you?

When you purchase a copier, you have to pay for it upfront. There’s no monthly cost to account for. Of course, the downside is that you don’t get the maintenance program or other benefits from leasing, but if your copier doesn’t often break down, that may not be a concern. You can include your copier as a tax deduction, although you may have to calculate the device’s depreciation. This is one area where you will want to consult a tax specialist.

On the other hand, leasing a copier does allow you to avoid that large upfront cost and many of the maintenance and repair costs. You can upgrade as needed, which gives you unparalleled flexibility. You will want to make certain your lease provides you with everything you need, of course. Make certain you carefully read over the lease and ask any questions you may have before signing the agreement.


Let Common Sense Business Solutions Be Your Copier Leasing Partner

Leasing a copier provides many benefits that purchasing simply can’t complete with, and these benefits will help you streamline your productivity. You’ll be able to lease a copier that fully meets your needs, upgrade when necessary, have a reasonable, predictable monthly cost, and have many of your maintenance and repair costs covered. You’ll also find that it’s easier to collaborate, even with your remote workers. If you have any questions about leasing a copier or want to discuss which type of copier is right for you, contact Common Sense Business Solutions today.