Photocopiers are an essential tool for almost any office; from the smallest company to the largest, it is likely that this piece of equipment will be required.
However, the frequency of use may well vary considerably; some business may not need to use a photocopier except for at specific times of the year, and some may only require access during specific projects. When this is the case, there are options available that will provide access to a photocopier, without having to purchase one outright.
Furthermore, there are options available for businesses that would like to buy a photocopier but cannot do so in one outright purchase. Leasing is a viable option for businesses in that position.
If you would like to find out more about the various options available to businesses in temporary need of a photocopier, simply continue reading this page. Otherwise, if you would like to compare quotes and options today, just fill in the form above.
Comparing quotes with Approved Index is free, quick and easy, and it could save you as much as 40% on your rental or photocopier costs.
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Photocopier Leasing or Photocopier Rental?
Although it has been hinted at above already, it is important to note the difference between renting and leasing. More detail will be provided later on in the page, but the detail below should help to define the distinction between the two.
- Lease - Generally, leasing allows a company to spread out the overall cost of purchasing a piece of equipment. A lease allows a business that cannot afford to buy a photocopier outright to purchase one over a number of months.
- Rental - Hiring a photocopier differs from leasing in that a business will not own the equipment, and will not be paying toward the purchase cost. This option will be most useful for businesses that only intend to use a photocopier very rarely.
For more information on either leasing or rental, simply read the content below.
A number of photocopier companies offer short-term photocopier rental and, for businesses that do not require a long term copying solution, this can be an excellent option.
There a range of considerations that may influence a business’s decision to hire a photocopier rather than purchase one. Firstly, photocopier hire removes the need for a large capital outlay, meaning that even smaller, less resourceful businesses will be able to gain access.
Secondly, hiring rather than purchasing can have tax benefits due to paying for a deductible service. Finally, renting allows a company to use the best-quality equipment available, even if they would not be able to purchase it for themselves.
Photocopier Rental Considerations
The best way to find rental options is to fill in the form at the top of this page; once you have the quotes though, it is also important to bear these things in mind.
- Use - How often do you need a photocopier? It is worth working out how much renting will cost over a longer period of time. If it turns out that purchasing may be cheaper in the long run, then that may be a better option.
- Access & Installation - Installing a photocopier can take a little time. If you are going to need to use one once a week for several months then are you going to be spending a lot of time and energy installing it?
- Equipment - Although purchasing may be a better option sometimes, renting does allow you access to the best equipment every time you need it. If you buy a photocopier outright, then you may find yourself needing to replace it at some point.
Photocopier Rental Costs
A number of photocopy rental schemes in the UK consider the volume of copying required, rather than the length of time the equipment is needed for. This can make it a lot easier for businesses to decide whether renting, purchasing or leasing is the correct choice.
Rental photocopiers are usually arranged into three main categories, with low, medium or high volume hires available. To understand which of these options will be best for your business, you should try to determine what functionality and volume of copy you will require. The table below includes a range of prices - do bear in mind that some options include colour, and some do not; likewise, some of the higher-end photocopiers will also provide advanced features like automatic stapling and binding.
|Volume||Copies per Month||Cost per Month|
|Low Volume (Black & White)||700-5000||£20-£30/month|
|Low Volume (Colour)||700-5000||£30-£40/month|
|Mid Volume (Black & White)||10,000-40,000||£40-£70/month|
|Mid Volume (Colour)||10,000-40,000||£60-£100/month|
|High Volume (Black & White)||40,000+||£100-£200/month|
|High Volume (Colour)||40,000+||£150-£300/month|
The table above includes a range of prices - for the best insights and quotes, simply complete the form at the top of this page.
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Usually available over a minimum term of several years, leasing a photocopier involves paying a fixed monthly fee to hire a machine from a supplier. Because your business does not own the machine, the price you pay for leasing the copier could be as much as 100% tax deductable. You also avoid a hefty lump sum payment - money which could be better employed elsewhere in your business.
The financing options are normally provided by the photocopier supplier themselves or their usual third party finance company. Leasing agreements are therefore usually much easier and faster to obtain than a bank loan.
During the lease agreement you’ll normally also pay for a service contract which covers regular servicing, call out repair and toner replacement. Make sure any repair and maintenance includes parts and labour. Service contracts can either be fixed monthly fee, based on your monthly usage, or involve elements of both (maximum number of copies with additional charges for going over). Careful comparison of different suppliers is therefore highly recommended.
At the end of the lease agreement you’ll usually have the option of purchasing the machine, returning it to the supplier, signing a new lease for the same copier or upgrading to a newer machine.
Photocopier upgrades can also be made during the term of your lease agreement if you’ve outgrown the initial copier, though this may involve an additional charge.
Why Lease a Photocopier?
Leasing does away with the need for a large lump sum with which to purchase your copier outright. Paying for a photocopier in this way therefore frees up capital for investing in other, business critical things like stock or staff.
Other benefits of leasing include:
- Photocopier maintenance is often included in the contract.
- Toner refills can be rolled into the contract.
- At the end of the contract you can either sign a new lease or upgrade to a new copier without having to sell or dispose of an old one first.
Types of Photocopier Lease
Broadly speaking there are two main types of photocopier lease. But within these categories, every lease contract is different. When you’re leasing a photocopier it’s absolutely crucial that you check the terms and conditions of the contract.
This involves paying for your photocopier over a period of time specified in the contract (usually a year or more). Almost all of these stipulate a minimum term for the lease, so if you want to back out early and get rid of the photocopier you will have to pay the remaining instalments up front.
The important thing about this type of payment is that the leasing company retains ownership of the photocopier even after the lease expires. Be aware of this when you’re signing the contract under the misapprehension that you will own the photocopier at the end. This is not always the case.
The positive aspects of this sort of agreement are you don’t have to pay any large one-off payment, and that it usually entails a maintenance service and the option of upgrading to a newer model free of charge.
A lease purchase agreement follows the same idea as lease rental – lower monthly or quarterly payments over a fixed period of time – but when the lease comes to an end you are given ownership of the photocopier. As with lease rental, you must pay a settlement figure up front if you wish to end the lease and get ownership before the minimum term is up.
With all leases you should thoroughly check the terms of the contract, including the interest rates on the total amount payable. Also be careful regarding what happens at the end of the agreement – sometimes your lease will run on beyond the minimum term unless you expressly say you wish the contract to end.
Photocopier leasing also means, in most cases where the equipment is well taken care of, that there will be no surprise repair costs. If you own the equipment, generally there is an agreement when you make the purchase or you get service at a discounted rate for certain period of time. And of course the equipment is under warranty so many repairs would be completely covered.
The photocopiers that are used heavily tend to develop problems fairly quickly. If you're leasing the copier, all the way through your lease agreement the repairs will be completely covered or cost much less than if you owned the copier and it broke down three years and your ownership.
Compare Photocopier Lease & Hire Quotes
Photocopiers are an important tool for a number of businesses; indeed, in some cases it is impossible to operate without access to one. The information on this page should have provided some idea as to which option would be more suitable for your business, but for the best quotes you should speak to top UK suppliers - Approved Index can help here.
Comparing photocopier lease and rental quotes with Approved Index is free, quick and easy, and it could save you as much as 40%.
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