Your office needs a copier or printer, but you are not sure whether to rent one or sign a lease. It is a common question. The right answer depends on how long you need the equipment and how much support you want built in.
At Automated Business Machines, we help businesses across Georgia make this choice. This post explains the difference in plain terms so you can decide with confidence.
The Short Answer
Rent when the need has an end date. Lease when the need is ongoing.
A rental gives you a machine for a set period with little commitment. A lease gives you equipment for your everyday work, usually under a longer agreement, often with service and supplies planned in. The rest of this post builds on that one idea.
What Is a Copier Rental?
A rental is a short term arrangement. You use a copier, multifunction printer or printer for the time you need it, and then it goes back. You are not buying it, and you are not tied to it for years.
People search for copier rental, printer rental and office printer rental for many reasons, but the need almost always has a clear finish line. You can read more about how this works with us on our copier and printer rentals page.
Rental terms, equipment and what is included can vary. We talk through the details with you before anything is set up.
What Is a Copier Lease?
A lease is a longer agreement. You pay to use the equipment over the term of the contract instead of buying it outright. When the term ends, you typically have choices, such as returning the equipment or moving to a newer model. The exact options depend on your agreement.
Leasing spreads the cost of a machine over time instead of asking for a large purchase up front. It also helps you plan your budget for printing. If you want to learn more, see our copier and printer leasing page.
Rental vs Lease: Side by Side
Here is how the two options compare on the four things that matter most to most offices.
Commitment
A rental asks for very little commitment. You pick the period you need, and when the job is done, you are done.
A lease is a bigger promise. You agree to a term, so it makes sense to read the details closely. Ask about what happens at the end of the term and how page counts are handled.
Flexibility
Rentals are the more flexible choice. You can bring in extra machines for a busy stretch and send them back when things slow down.
Leases are steadier. They are less flexible in the middle of the term, but you can plan for change by asking about upgrades and adding devices before you sign.
Service and Support
With any rental, ask exactly what is covered. Find out who handles problems, how supplies work and what happens if the machine needs repair.
Leases often bundle service and supplies into one plan, which makes day to day life simpler. Our technicians keep that equipment running, with a 4 hour average response time.
Equipment Choice
We sell, lease and rent copiers and multifunction printers from Sharp, Toshiba, Xerox and Lexmark, desktop printers from Brother and HP, HP large-format printers, and Zebra label printers. With a lease, you have the most room to match a machine to your work. You can think about speed, color, scanning, finishing options and security features.
With a rental, the choice often comes down to what fits your short term need. Tell us what you need to do, and we will point you to the right type of machine.
When Renting Makes Sense
Renting is a good fit when you know the need will not last. Common examples include:
- Short projects. A large mailing, an audit, a legal case or a records cleanup can create a pile of printing and copying that disappears when the project ends.
- Events. Trade shows, training days, open houses and conferences need printing for a short stretch, and nothing after.
- Seasonal peaks. Tax season, enrollment, year end reporting and back to school can push your regular machines past their limits.
- A temporary office. If you are remodeling, moving or setting up a pop up location or job site, a rental lets you work without buying equipment for a short stay.
- Gap coverage. If a machine is being repaired or replaced, a rental can keep paper moving in the meantime.
In each case, the key point is the same. You do not want to own or commit to something you will not use for long.
When Leasing Makes Sense
Leasing fits best when printing is part of your daily work. These are the signs it may be the right path:
- Ongoing use. Your team prints, copies or scans every week, and that will not change soon.
- Newer equipment. You want current technology instead of an aging machine, and you want a path to upgrade later.
- Bundled service. You would rather have service and supplies handled in one plan than juggle separate calls and orders.
- Predictable budgeting. You want your printing costs to be easier to plan.
- Growth. You expect to add people, rooms or locations and want equipment that can keep up.
If you run several locations or a lot of devices, you may also want to look at managed print services, which help you track and control printing across your whole business.
A Warning About Rentals That Never End
Sometimes a rental starts as a short fix and quietly becomes the long term plan. If you keep extending a rental again and again, it is worth stopping to ask whether a lease would suit you better.
A lease is built for ongoing use, and a rental is built for a temporary need. Using the wrong one for too long can cost more than you expect and give you less in return. We are glad to look at your situation and tell you honestly which way makes more sense.
What Drives the Cost
We do not publish prices, because every office is different. We quote each job based on your needs. These are the main things that shape a quote for either option:
- How long you need the equipment
- The type and speed of the machine
- Color or black and white printing
- How many pages you expect to print
- Whether service and supplies are included
- Delivery and setup needs
- Extras such as finishing options or network setup
The more clearly you can describe your needs, the more accurate your quote will be.
Questions to Ask Before You Decide
A few simple questions can point you in the right direction.
- How long will we need this equipment?
- Will our printing needs stay about the same, or will they go up and down?
- Do we want service and supplies handled for us?
- Do we need a certain speed, color quality or scanning feature?
- Will we need more machines in the future?
- What happens when the rental or lease ends?
If most of your answers point to a short, one time need, a rental is likely the right fit. If they point to steady, ongoing use, a lease deserves a close look.
Rent or Lease With a Local Partner
Automated Business Machines is locally owned and has served Georgia businesses since 1991. Our headquarters is at 1730 Boxwood Place in Columbus, Georgia, and we have a branch office in Leesburg, Georgia, near Albany. We also serve businesses across Georgia, including metro Atlanta and Macon, plus Phenix City, Auburn and Opelika in east Alabama.
You do not need to have everything figured out before you reach out. Tell us what you are working on, and we will help you sort through rental, lease and equipment options.
Ready to talk it over? Call Automated Business Machines at (706) 940-6942, and we will help you decide whether to rent or lease and put together a quote for your office.
Frequently Asked Questions
Is renting or leasing a copier cheaper?
It depends on how long you need the machine. Renting usually makes sense for a short need, while leasing is built for ongoing use. Cost depends on equipment type, page volume, color, and what service is included. We do not publish prices, so we quote each situation based on your needs.
Can I rent a printer for just a short project or event?
Yes, short projects, events, seasonal peaks and temporary offices are common reasons to rent. Tell us what you need to print, how many people will use it, and how long the need will last. We will review the equipment options and quote the rental.
What happens at the end of a copier lease?
It depends on your agreement. Common choices include returning the equipment, upgrading to a newer machine, or talking about other options. Read the end of term details before you sign, and ask us any questions. We will walk through them with you so there are no surprises later.
Do you service copiers that we already own?
Call us with the make and model and we will tell you how we can help. If your machine is acting up, you can request service through our website or call us. We also help with supplies, so your equipment keeps running between visits.