Indeed, many photocopiers these days have greater functionality too, with facilities enabling documents to be sent via e mail, important security features where sensitive files can be stored along with sophisticated finishing tools that automatically produce brochures offering speeds of up to 100 pages pm.

Yet depending on its size, some businesses may not need this level of sophistication and have more modest needs.  The frequency of use will undoubtedly vary, from large conglomerates whose use of the photocopier is constant, to the smaller businesses, who make use of them only for specific projects. Nevertheless options for both these categories are available, giving even the most infrequent photocopier user access, without the need to make an outright purchase.  Affordable solutions are available and if you make your selection wisely, with the features that you deem to be important, then you’ll be able to have the convenience of the latest greatest machine without the burden of a large initial payment to buy outright.

Leasing Versus Renting

There is undoubtedly a clear distinction between the two.

• Renting: Renting is essentially hiring a piece of equipment. Businesses won’t be making payments towards the ultimate purchase of their appliance and will never own the device. For firms whose intention is to use a photocopier quite rarely, the rental option could be the most beneficial option. Overall if you want to ultimately own the photocopier, then leasing is the way forward. If you don’t require a long term copying solution, then renting is the better alternative.
• Leasing: Generally, leasing is a method of spreading out the overall cost of buying appliances using instalments. It gives those businesses, unable to afford an outright purchase due to limited spare capital, the facility to buy the product over several months.

Benefits of leasing a photocopier or renting a printer over outright purchase

• Frees up your capital: Buying a photocopier outright is a huge investment and requires a large initial outlay. This can be avoided if you lease or rent, leaving your capital free to invest in other areas of your business, such as additional staff.
• Flexibility: When you purchase you won’t get as much flexibility as you would from leasing or renting a copier. Rental agreements generally don’t have a ‘fixed end’ date, meaning you aren’t restricted in any way. You can therefore rent the photocopier indefinitely to suit your needs. Leases are usually arranged on a longer term basis so the agreement you undertake will be for a longer period.
• Freedom to Upgrade: Although outright purchase means the appliance is obviously yours, when it’s time to upgrade you’ll not only have the enormous expense of buying an updated model, but will also need to dispose of/sell the old one. Leasing/renting negates the need to do this and ensures you’ll always have the finest, most up to date equipment available at your disposal without needing to sell and rebuy repeatedly. When your leasing contract expires you’ll get the opportunity to take out a new lease or upgrade the model you have to a more modern alternative.
• Reduces the Hassle: When leasing or renting, your supplier will install your copier quickly and efficiently with the minimum of hassle, often without charge. Leasing contracts will often include the maintenance and regular servicing of your photocopier too, saving you significant amounts of money. Some may provide toners and cartridge refills within the terms. Yet when buying your copier, although you’ll get a year’s warranty, the cost of maintaining and servicing will ultimately fall to you. The benefits of both regular servicing and maintenance are obvious and can’t be underestimated, especially if you want to ensure that your machine works as effectively as possible. However they are expensive for those buying their equipment. To avoid these costs it makes sense to rent or lease, as they are covered in your payments. Should there be a fault with the appliance, it will be speedily repaired or replaced.