Should You Buy or Lease Your Next Office Copier in Raleigh, NC?

Over the past three decades working with a number of organizations to help grow them and support their growth here in the Research Triangle, I’ve witnessed how one decision regarding office equipment can either accelerate growth or stifle a company’s ability to succeed. This applies to all businesses, whether you’re starting one in downtown Raleigh or are an established company located in Cary. 

The decision to lease or purchase office equipment is much more than just a hardware decision because it impacts cash flow, taxes and, more importantly, whether your employees are sufficiently equipped with the tools necessary to remain productive. 

Table of Contents:

• The Value of Leasing: Flexibility and Cash Flow
• The Value of Buying: Long-Term Savings and Control
• Comparing the Two: Which Is Right for You?
• Why Your Choice Matters for Office Productivity
• Frequently Asked Questions
• References

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The Value of Leasing: Flexibility and Cash Flow

Having worked with numerous businesses (hundreds) in the Raleigh area, from small to large, I know that leasing is by far, the most commonly used option for modern-day businesses wanting to remain competitive, without putting a huge strain on their finances. Many of the smaller companies that I work with choose to lease their office equipment because it allows them to treat it as a manageable monthly payment instead of having to make a large capital outlay to purchase the equipment and then tie up that capital for the future.

•  Preserve Capital: Leasing allows you to keep your cash for core business needs like hiring or marketing. Instead of a $5,000–$15,000 upfront cost, you pay a predictable monthly fee. Simple 
• Technology Updates: Technology changes quickly. A lease typically lasts between 36 and 60 months, at which point you can easily trade in your old machine for a new Xerox machine with enhanced security and improved speed. 
• Easier Maintenance: Many leases combine service, supplies (like toner), and parts/printers into a flat monthly rate. As a result, there are no unexpected costs associated with non-contract repairs, such as replacing a drum or requiring a technician to clear a paper jam. 
• Tax Benefits: Usually, the lease payments are treated as a pre-tax business expense, so they can provide a quicker tax advantage than depreciation.

The Value of Buying: Long-Term Savings and Control

I have seen scenarios where buying a copier is often the smarter play. These situations almost always involve established businesses with stable needs and healthy cash reserves. The “buy” route almost always wins out on the balance sheet when I’m looking to keep my equipment humming for more than five years (far longer than the average lifespan of the equipment), so this is considered a long-term play. There is some risk to this, but overall, buying your equipment is the cheapest option in the long run. (Note that it does add to the overall cost and hassle of requiring someone to service the copier. If you do not do your research in any way, that can be a major drawback considering the risks associated with the benefits.) 

Here are the main pros of buying an office copier: 

• Lower Total Cost of Ownership (TCO): The upfront cost may be more, but there will not be any rent, interest or lease payments to pay. After 7-10 years, to purchase is generally less expensive than leasing continuously. 
• No Contractual Limits:  Leases typically have monthly limits for copying called “click charges”. If you own your machine, you have total control over your copying without paying overage fees. You will have flexibility if your copier usage increases dramatically from month to month. 
• Asset Value: A purchased copier is an asset on your balance sheet. While it depreciates, it still holds some resale value if you decide to sell it later.

Comparing the Two: Which Is Right for You?

I have always encouraged the use of a “whole-office” strategy because I’ve found that every business needs the proper infrastructure to succeed in addition to a solid plan for growth. See below my comparison of the advantages & disadvantages of both options. I based this analysis on successes (and failures) I’ve observed over the past 30+ years. I hope this material will assist you in determining the best option/solution for your office/ business.

My Recommendations on Leasing versus Buying

• Leasing copiers offers lower upfront costs, predictable monthly expenses, and easy access to the latest Xerox technology.
• Buying provides a lower total cost of ownership over time and gives you complete control over your equipment without contractual limits.
• The Right Choice depends on your business’s current cash flow, long-term growth plans, and how often you need to refresh your technology.

I start by identifying the “root cause” of any bottlenecks at the office, then I assist in figuring which option is optimal for you and getting you there. If your existing equipment continues to be inoperative and causing significant delays to your team’s output, I would usually provide a recommendation for an immediate upgrade via leasing as this is generally the quickest method to return your office to near full capacity. 

When you have consistent and planned printing needs and want to maximize the price you pay for your printing supplies, buy your printing supplies for the long haul.

Lease if: 

• You want the latest technology every few years.
• You prefer a fixed, predictable monthly operating expense.
• You want all-inclusive maintenance and supply replenishment.

Buy if: 

• You have the capital available for an upfront investment.
• You plan to keep the machine for more than five years.
•  You want the lowest possible long-term cost without monthly interest.

Why Your Choice Matters for Office Productivity

In understanding how office health compares to physical health, I’ve discovered that both are heavily reliant on consistency (daily habits) and quality of infrastructure. A constantly down copier or a non-secure printing option are not just nuisances; they can destroy your workflow and eat into your profitability. 

Never forget to make your choice for an authorized vendor the top priority. You not only receive a piece of hardware, but also an expert in printer operations, in addition to having an entire team of people to help manage your complete print ecosystem. Whether you choose to lease or purchase your new printer(s), the mission of an authorized vendor is simply to ensure you have one less item to worry about, so you can get back to doing your job.

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Frequently Asked Questions (FAQ)

How much does it cost to lease a copier in Raleigh? 

The cost to lease a copier will depend on what you need. Average monthly lease rates for an entry-level B/W copier range from $50-$100, and high-speed color multifunction printers rent from $200 to more than $500 each month, depending on their features and page volume. 

Can I upgrade my copier prior to lease expiration?

 Yes! Many leasing companies, including Triangle Business Systems, have “”tech refresh”” options available that will allow you to take your remaining balance and apply it towards a new lease of an upgraded machine if your needs change. 

Does the purchase of a copier include routine upkeep? 

In most instances, the answer is “No.” You will assume the responsibility for performing maintenance after purchasing a copier, but we suggest purchasing a separate maintenance agreement that covers parts, labor and toner so that you will not incur any surprises in maintenance costs. 

What is a “$1 Buyout” lease? 

With a capital lease, your monthly payments will be slightly higher than those of a normal lease. The great news is, at the end of your financing term, you will own the equipment for just one dollar. This really gives you the best of both worlds, the cash flow benefits of leasing combined with the future ownership of your equipment from purchasing. 

Do licensed dealers provide support after the purchase or lease? 

Absolutely! They provide you with one-on-one assistance with a support team made up of many people who will be there for you. We will give you troubleshooting help and check on your usage to make sure your equipment is still serving your purpose.

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Resources I Trust for Technical Specs and Trends

• What Your Accountant would say: Leasing vs. Buying Office Equipment: The Financial Perspective > I always start here. If you want to understand the lifecycle of a machine, go straight to the people who count the beans.
• Keypoint Intelligence (formerly Buyers Lab): Independent Copier & Printer Lab Evaluations
  In my three decades, these guys have been the gold standard for unbiased, stress-tested data on hardware reliability.