Although the two terms seem interchangeable, copier leasing and copier rental are two different services suitable for different projects, budgets, and timescales. It can be difficult to know which service is best for your business – we have explained the two terms below to help you decide whether you should opt for copier leasing or copier rental.
What is Photocopier Rental?
Photocopier rental contracts involve paying a fixed fee to borrow copier equipment for short-term use, with contracts lasting from one single day up to several months. It is an ideal choice for businesses that require copier equipment for a temporary period, enabling them to pay a smaller fixed charge for the duration of the rental period instead of having to pay for the devices in full.
Copier rental is best suited for any organisation that wants to maximise its productivity using brand new, high-spec copier equipment while remaining budget-friendly and free of a lengthy or expensive commitment.
What is Photocopier Leasing?
Photocopier leasing contracts involve paying fixed monthly or quarterly payments to borrow copier equipment for longer-term use, with leasing contracts typically lasting between 12 and 60 months or more. Copier leasing is best suited for organisations that expect to have a demand for the equipment over a longer period, allowing them to spread out the full cost of the devices as opposed to paying it all upfront.
Copier leasing allows organisations to have all the benefits of brand new copier equipment, without the responsibility of maintenance, repairs, and upgrades when the devices eventually become obsolete.
Should You Choose Copier Leasing or Copier Rental For Your Business?
We have compared the different aspects of copier rental and copier leasing contracts below to help you decide which is best suited for your business.
Copier rental contracts are for a short-term duration, typically lasting from one single day up to several months.
Copier leasing contracts are for a longer-term duration, spanning from 12 months up to 60 months or more.
With both copier rental and copier leasing contracts, you will never become the full owner of the equipment. While this means you aren’t responsible for maintenance, repairs, and replacement of the equipment when it becomes obsolete, you never become the full owner of it and will have to return it at the end of the agreed lease or rental period.
Copier rental is suitable for companies that have temporary printing or copying needs, or those that lack a fixed working environment. There are a number of industries that rent copier equipment, including:
- Film production, television studios & on-location filming
- Convenience stores & petrol stations
- Post offices
- Event and exhibitions
- Temporary offices
- New startups
- Construction companies including building & electrical contractors.
Copier leasing is best suited for companies that have long-term printing or copying needs that don’t wish to pay for the equipment in full. The industries that benefit from copier leasing include:
- Legal firms and solicitors
- Estate agents & letting agents
- Recruitment agencies
- Primary schools, secondary schools & private schools & colleges
- Manufacturing companies
- Construction companies including building & electrical contractors
Copier rental contracts involve paying for the equipment in small instalments over a rolling, month-to-month basis. With rental contracts, there is no fixed term, meaning you can opt-out of your agreement at any time without facing a penalty charge.
Copier leasing contracts involve spreading the full cost of the equipment out over monthly or quarterly payments. Leasing contracts are made on a fixed-term basis, meaning that your payments are fixed for the duration of the leasing period. These payments remain the same regardless of fluctuations in interest rates.
Both copier rental and copier leasing contracts are completely tax allowable against your corporation tax payments. This means that you can write off your lease or rental payments as a business expense, as opposed to the reducing balance basis that comes from purchasing the same equipment.
Models & Upgrades
With both copier rental and copier leasing contracts, you will receive brand new copier equipment with the latest, most up-to-date technology and highest specs. Also, with both renting and leasing, you have the option to upgrade your equipment to the latest models mid-term. This allows your organisation to benefit from the best copier equipment available, without the expense of purchasing the equipment in full as it comes out or writing off the equipment when it becomes obsolete.
Repairs & Maintenance
With both copier rental and copier leasing contracts, you can arrange regular maintenance services as part of your agreement. Your provider will also be able to deliver full training to your staff on how to use the equipment, as well as emergency support and call-out services in the case that the equipment isn’t performing at its optimum level. This includes regular service contracts, the provision of toners and replacement parts, remote assistance with device issues, and emergency call-outs for repairs.