When it comes to upgrading your office copier, one of the first decisions you’ll face is whether to lease or buy. Both options come with pros and cons, and the right choice depends on your budget, volume, and long-term business needs. In this post, we’ll walk through the key considerations in leasing vs. buying: what’s best for your office copier in 2025, so you can make a decision that supports your business—not one that drains your time or budget.

Leasing vs. Buying: What’s Best for Your Office Copier in 2025?

Let’s break down the two options.

Option 1: Leasing

Leasing a copier means you pay a monthly fee for a set term—usually 3 to 5 years. It’s similar to leasing a car, with service and maintenance often included in the agreement.

Pros:

Lower upfront cost
Easy upgrades at the end of term
Service, repairs, and toner often included
Predictable monthly budgeting

Cons:

Long-term cost may be higher
You're locked into a contract
May include overage fees or auto-renewals (read the fine print)

Leasing is a great fit for businesses that want flexibility, don’t want to deal with maintenance, and plan to upgrade as their needs grow.

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Option 2: Buying

Buying your copier outright means you own the equipment immediately and are responsible for maintenance, repairs, and supplies.

Pros:

You own the machine—no monthly payments
Long-term savings if you keep the machine for many years
No contract obligations

Cons:

High upfront cost
You pay for all maintenance and repairs
No built-in upgrade path

Buying can make sense for companies with steady print volumes, in-house IT support, and a desire to minimize long-term costs.

What Most Small Businesses Choose (And Why)

At Bay Business Technologies, the majority of our clients choose to lease. Here’s why:

They don’t want a large capital expense.
They prefer not to worry about maintenance.
They want modern features without buying new equipment every few years.

For example, if you lease a $10,000 copier for $305/month, you get full service, support, and toner included. At the end of 5 years, you can swap it for a new model—no big cash outlay, no outdated tech.

Refurbished Leases: A Smart Middle Ground

We also offer refurbished copier leases, which are perfect for smaller offices with lower print volume. You get the savings of buying used equipment, but with the flexibility and support of a lease.

It’s a great fit for nonprofits, solo professionals, or any business trying to keep overhead low without sacrificing quality.

Avoiding Lease Traps

No matter which option you choose, make sure you:

Understand end-of-lease options (buyout, return, renew)
Know your monthly page limit and overage rates
Confirm service response times (ideally local!)

At BBT, we keep things simple. Clear terms. No surprises. And service that’s handled by real people here in Rhode Island—not a call center.

Still Deciding? Let’s Talk It Through.

If you're stuck between leasing vs. buying and not sure what’s best for your office copier in 2025, we can help. We’ll review your usage, walk you through both options, and recommend what actually fits your business—not what’s easiest for us to sell.

Want to explore your options? Book a no-pressure consult with BBT and we’ll help you make the right call.

Leasing a Copier vs. Buying: What’s Best for Your Office Copier in 2025?