Photocopiers: Leasing Versus Buying

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Deciding between leasing versus buying a photocopier isn’t just a choice; it’s a significant business decision impacting your finances and operations. Both options have their merits and pitfalls, shaped by factors like upfront costs, maintenance concerns, technological advancements, and more. 


Let’s consider these implications to help you navigate this financial decision wisely.


Consider the Upfront Costs


When you buy a photocopier outright, you’re looking at a hefty initial outlay. This can be a hurdle for many, especially small businesses or startups working with tight budgets.


Leasing, on the other hand, requires a much smaller upfront investment, usually in the form of manageable monthly payments. This approach can alleviate financial pressure and preserve cash flow for other essential investments.


Budgeting and Cash Flow


Leasing shines when it comes to budgeting. It offers predictable monthly expenses, which can be a boon for financial planning.


On the flip side, owning a photocopier means dealing with the unpredictable costs of maintenance and repairs, which can throw a wrench in the smoothest of budgets. 


The Long-term Perspective: Total Cost of Ownership


Initially, leasing may seem the more affordable route, but the total cost of ownership (TCO) over time can tell a different story. Owning your equipment outright often results in a lower TCO, provided you hold onto the photocopier for a good stretch.


The key here is to balance the immediate financial relief leasing offers against the potential long-term savings of buying.


Navigating Technological Changes


Technology evolves at a breakneck pace, and photocopiers are no exception. Owning a machine locks you into that specific model and its capabilities, risking obsolescence.


Leasing, however, offers a pathway to regularly upgrade your equipment, ensuring you always have access to the latest features and efficiencies.


Maintenance and Repairs: The Operational Angle


Lease agreements typically include maintenance and repair services. This not only saves money but also reduces operational headaches, allowing you to focus on your business rather than on fixing a photocopier. If you own the machine, these responsibilities (and costs) fall squarely on your shoulders.


Flexibility and Adaptability


Business needs change, sometimes unpredictably. Leasing offers the flexibility to adapt your equipment to your current needs without the financial pain of selling and buying new machines.


This adaptability can be crucial for businesses in growth phases or those undergoing shifts in operational demands.


The Space and Technical Expertise Equation


Owning a photocopier requires dedicated space in your office, not to mention the technical know-how for maintenance and troubleshooting. Leasing can alleviate these concerns, especially if you opt for agreements that include technical support and flexible arrangements for the physical footprint of your equipment.


Making the Right Choice for Your Business


There’s no one-size-fits-all answer here. Your decision should hinge on several factors:


Financial readiness: Assess your capability to make a large initial investment versus preferring a spread-out expense.

Equipment lifespan: Consider how long you plan to use the photocopier and whether you’re likely to require upgrades.

Operational capacity: Evaluate your in-house technical expertise and your ability to handle maintenance.

Business flexibility: Think about how rapidly your business needs might change and the level of adaptability you require.

Summing Up: Here’s our Evolve ‘Leasing versus Buying’ Checklist


  • Consider the upfront costs:
    • Buying a photocopier requires a hefty initial outlay.
    • Leasing requires a much smaller upfront investment.
  • Budgeting and Cash Flow:
    • Leasing offers predictable monthly expenses.
    • Owning a photocopier means dealing with unpredictable maintenance and repair costs.
  • Total Cost of Ownership (TCO):
    • Leasing may seem more affordable initially, but TCO over time can favour owning.
    • Balance immediate financial relief against potential long-term savings.
  • Navigating Technological Changes:
    • Owning locks you into a specific model, potentially risking obsolescence.
    • Leasing offers a pathway to regular upgrades and access to latest features.
  • Maintenance and Repairs:
    • Lease agreements typically include maintenance and repair services.
    • Owning means these responsibilities and costs fall on the business.
  • Flexibility and Adaptability:
    • Leasing offers flexibility to adapt equipment to changing needs.
    • This can be crucial for businesses in growth phases or undergoing shifts in operational demands.
  • Space and Technical Expertise:
    • Owning requires dedicated office space and technical know-how.
    • Leasing can alleviate these concerns, especially with technical support and flexible arrangements.


The choice between leasing and buying a photocopier depends on your business’s unique financial and operational landscape. Reflect on these aspects carefully to make an informed decision that aligns with your goals and resources.