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There are three ways to put a copier in your office: rent it month to month, lease a new one on a multi-year contract, or buy a used machine outright. Over five years, the total cost of each is dramatically different — and the option most businesses default to (a new lease) is usually the most expensive. Here's the real math.
A new-copier lease bundles the machine, financing, and often a service contract into a fixed monthly payment — commonly $150–$400+ a month for a mid-range color MFP. It's predictable and preserves cash flow, which is why it's popular. But over a 60-month term you'll typically pay far more than the machine is worth, and at the end you own nothing. Miss the return window or misread the buyout clause and it costs even more; early-termination penalties are steep.
Short-term rental makes sense for a temporary office, an event, or a project — you pay a premium for flexibility. As a long-term solution it's the priciest per page of the three, because the rental company prices in the risk and cost of taking the machine back.
A low-meter, off-lease used copier costs a fraction of a new machine up front — often 40–70% below original list — with no financing markup, no contract, and no penalty. You own the asset outright. Add toner and an optional service plan and your all-in cost over five years is typically the lowest of the three by a wide margin.
Consider a mid-range color multifunction copier:
The gap is the financing, depreciation, and profit baked into a lease. Buying used skips all of it.
Leasing isn't always wrong. If your business needs the absolute newest features, wants everything on one predictable invoice, or runs very high volumes entirely under warranty, a lease can be worth the premium. For the large majority of small and mid-size offices, though, a tested low-meter machine delivers the same daily work for a fraction of the money.
Rent for the short term, lease if you must have new-and-bundled, but buy used to spend the least and own the asset. Most offices are surprised how little a dependable, low-meter copier actually costs.
Want the numbers for your specific volume? We offer low-meter machines outright and flexible lease-to-own on our own inventory. Browse used Ricoh copiers or call 714-696-6082.
