What’s the Difference Between Leasing and Renting a Copier?

In this article, you’ll learn the key differences between leasing and renting a copier — including how long each option lasts, which businesses typically choose them, and how your decision affects monthly costs, flexibility, and long-term planning.

When you need a copier for your business, you face a decision that seems straightforward but can have lasting consequences: Should you lease the copier or rent it?

While the two options may sound similar, they serve very different needs. The right choice depends on how long you’ll need the copier, how often you’ll use it, and whether flexibility or cost savings matter most.

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Renting a Copier: Maximum Flexibility, Higher Cost

Copier rentals are designed for short-term use — usually 12 months or less. You’ll pay more per month, but you can return the machine when you no longer need it, with no long-term commitment.

When renting makes sense:

• Startups still gauging growth and print volume

• Construction sites needing a copier for the duration of a project

• Legal teams working from temporary offices during a case

• Events or trade shows requiring on-demand printing

• Temporary offices during relocation or renovations

Rental agreements are often month-to-month, sometimes with delivery, setup, and basic support included. The tradeoff? Higher per-page and monthly costs compared to leasing.

If flexibility is your priority, renting is the clear short-term solution.

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Leasing a Copier: Long-Term Value, Lower Cost

Leasing is the go-to choice for businesses that expect to need a copier for three to five years. Think of it like a long-term subscription — predictable payments, lower operating costs, and often bundled service.

Leasing benefits include:

• Lower monthly payments than renting

• Reduced cost-per-page, especially for color

• Bundled supplies and service (toner, maintenance, and support)

• Access to advanced equipment without large upfront costs

Leasing is ideal for:

• Accounting firms with year-round document printing

• Medical offices managing daily patient paperwork

• Schools and nonprofits balancing reliability with budgets

• Any office with consistent, high-volume printing needs

The tradeoff: leases are harder to exit early. That makes choosing the right device upfront critical — too small, and productivity suffers; too large, and you’re overspending.

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Leasing vs. Renting: Quick Comparison

 

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How to Choose

If you’re in a transition phase or have a short-term project, renting gives you maximum flexibility and minimal commitment.

If you need a long-term, cost-efficient solution with reliable service, leasing is the better choice — just make sure the copier matches your workload now and in the future.

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Why Choose Novatech?

For over 30 years, Novatech has helped businesses make smart copier decisions. With more than 100,000 devices under contract, we’ve supported startups, law firms, construction companies, nonprofits, and enterprise offices alike.

We’ll help you:

• Estimate your print volume

• Compare rental vs. lease options

• Select the right copier for today — and tomorrow

Not sure which option is right for you?

Let’s talk. We’ll review your timeline, budget, and printing needs so you can make the best choice for your business.