The Top 5 Things to Consider for Your 2025 Copier Lease

Leasing a copier is a strategic move for many businesses, offering access to top-tier equipment without the hefty upfront costs of buying outright. However, not all leases are created equal. As we head into 2025, copier technology and leasing options are advancing rapidly, making it more important than ever to weigh your options carefully.

Whether you’re upgrading your current setup or leasing for the first time, here are the top five things to consider when navigating your 2025 copier lease.

1. Tailor the Copier to Your Business’s Unique Needs

The first step in choosing the right copier lease is understanding exactly what your business requires. This goes beyond simply knowing how many pages you’ll print. Think about the copier’s role in your overall workflow. Will it be a single device for the whole office or part of a larger, multi-printer environment?

Points to Evaluate:

• Print Volume: Estimating your monthly usage helps prevent overpaying for features you won’t use or underestimating your needs.

• Color vs. Monochrome: Decide if your business requires vibrant color prints or if black-and-white printing will suffice.

• Document Handling: Do you need capabilities like booklet making, stapling, or three-hole punching?

• Multifunctionality: Many modern copiers also serve as scanners, fax machines, and digital document processors. Ensure the device supports your full range of office tasks.

• Compatibility with Software: If your business uses specific document management or workflow software, confirm the copier integrates seamlessly.

Matching the copier’s features to your business’s actual needs sets the foundation for a lease that works for you—not the other way around.

2. Evaluate the Latest Technology and Features

Copiers in 2025 are more advanced than ever, packed with features designed to save time, enhance productivity, and improve security. While it’s tempting to go for the most cutting-edge model, the best option is the one that aligns with your operations without overcomplicating things.

Emerging Must-Have Features:

• Smart Connectivity: Devices that connect to cloud platforms like Google Drive, Microsoft OneDrive, or Dropbox streamline document sharing and storage.

• Mobile Accessibility: Remote and hybrid work trends mean mobile printing is no longer a luxury—it’s a necessity.

• Eco-Friendly Features: Look for energy-saving modes, recycled material use, and ink-saving technologies. Sustainability isn’t just good for the planet; it’s good for your bottom line.

• Advanced Security Measures: Protecting sensitive data is critical. Features like user authentication, encrypted storage, and secure print queues are essential.

• AI-Powered Insights: Predictive maintenance and usage tracking via AI help ensure the copier stays operational when you need it most.

Understanding how these features can fit into your daily operations will ensure the copier you lease is a valuable asset to your business.

3. Factor in Manufacturer Incentives and Bonuses

In 2025, copier manufacturers are increasingly offering attractive incentives to win over lessees. These bonuses can add significant value to your lease if you know what to look for.

Common Manufacturer Offers to Consider:

• Extended Warranties: Some manufacturers provide extended coverage, reducing potential repair costs during the lease.
• Technology Upgrades: Certain brands offer mid-term upgrades, letting you stay ahead of the curve without waiting for the lease to end.
• Buyout Discounts: If you love the copier at the end of the lease, some manufacturers provide attractive purchase options.
• Trade-In Programs: If you’re replacing an older model, see if the manufacturer offers credit toward your new lease.

As you compare your options, ask about these perks—they can make a huge difference in the overall value of your lease agreement.

4. Understand Lease Terms and Associated Costs

When leasing a copier, it’s easy to focus on the monthly payment. However, the fine print matters just as much, if not more. Knowing the full scope of your financial commitment will prevent unpleasant surprises later.

Costs and Terms to Clarify:

• Base Lease Payment: This is the starting point. Ensure it aligns with your budget while covering the equipment you need.
• Maintenance Agreements: Many leases include maintenance plans. Check what’s covered (e.g., parts, labor, toner) and whether there are any exclusions.
• Overage Fees: If your print volume exceeds the agreed-upon limit, what are the charges? Negotiate a plan that accommodates your average usage with a little room for growth.
• Early Termination Clauses: If your business pivots or downsizes, know your options for ending or modifying the lease.
• End-of-Lease Flexibility: Can you upgrade to a new model, extend the lease, or purchase the equipment at a reduced rate?

Transparency is key here. A reputable provider will walk you through these details, so there are no surprises.

5. Work with a Trustworthy Leasing Partner

The provider you choose to lease from is just as important as the copier itself. A reliable partner will help you select the right equipment, provide ongoing support, and keep your operations running smoothly.

What to Look for in a Leasing Partner:

• Local Expertise: In Colorado, a local provider understands the unique needs of businesses in the region. They can respond faster to service calls and offer tailored recommendations.
• Comprehensive Support: From installation and training to repairs and regular maintenance, a full-service partner adds value beyond the copier itself.
• Transparent Pricing: Choose a provider who offers clear, upfront pricing without hidden fees.
• Scalability Options: As your business grows, you’ll need a partner who can scale with you, offering new or additional equipment as needed.
• Proactive Maintenance Plans: Regular checkups and preventative care minimize downtime and maximize the copier’s lifespan.

Building a relationship with a trustworthy provider ensures you’ll have expert guidance throughout the lease term.

Take Time to Evaluate the Copier Contract

Before you finalize any lease agreement, it’s essential to thoroughly evaluate the contract terms to avoid unexpected surprises. Review every clause, paying special attention to details like termination policies, renewal options, and service coverage. Look for specifics on who handles maintenance, whether parts and labor are included, and how often the provider will service the copier.

If the contract mentions “fair market value” buyout options, clarify what that means for your business at the end of the lease. Ensure there’s a clear understanding of what happens in case of overages or if your printing needs change mid-term. Don’t hesitate to ask questions or seek professional advice—evaluating the contract carefully upfront will save you time, money, and frustration later.

Bonus Tip: Think Ahead for Scalability

Businesses evolve, and your copier lease should be able to evolve with you. Flexibility in your agreement can make all the difference as your company grows or pivots.

How to Future-Proof Your Lease:

• Adjustable Print Plans: Some leases allow you to increase or decrease your monthly volume as needed.
• Mid-Term Upgrades: Ensure your lease includes provisions for upgrading to newer technology during the term.
• Shorter Lease Terms: If your business operates in a rapidly changing environment, consider shorter lease periods or month-to-month options.

A flexible lease agreement lets you adapt to new challenges and opportunities without being locked into an outdated setup.

Wrapping It Up

Leasing a copier in 2025 is about more than choosing a device—it’s about choosing the right partner, the right features, and the right terms for your business. By focusing on your operational needs, staying informed about the latest technology, taking advantage of manufacturer bonuses, understanding the financial details, and partnering with a reputable provider, you’ll ensure your copier lease works for you—not the other way around.

At ABT, we specialize in helping Colorado businesses find the perfect copier lease solution. With trusted partnerships with top manufacturers like Canon, HP, Kyocera, Xerox, and Epson, we’re here to match you with the technology and support you need. Contact us today to learn more and take the first step toward a smarter, more productive office!