What Happens at the End of a Copier Lease? Your Options

In this article, you’ll learn what to expect when your copier lease ends, including how returns work, your options for buyout or renewal, and how to avoid common last-minute surprises.

A copier lease may seem like a distant concern when you first sign the agreement—but a few years later, the end of the lease often brings new questions:

• What happens to the device?

• Do I keep it, return it, or upgrade?

• Can I switch vendors?

• What if I need more time?

If your lease is ending soon—or you’re planning ahead—here’s a simple breakdown of what happens next.

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1. Most Companies Choose to Return and Upgrade

The most common option at the end of a copier lease is to return the current device and start a new lease with upgraded equipment. In most cases, your copier provider will:

• Deliver and install your new copier

• Schedule removal of the old one

• Handle return shipping logistics (including crating, insurance, and freight)

Because shipping a copier back yourself can be complex and costly, many businesses prefer working with providers who coordinate the full exchange. These costs are usually built into the lease structure, so there are no surprise invoices.

If you’re staying with the same provider, the swap is often seamless. The new machine is installed first to avoid downtime, and the old device is picked up after your team has transitioned.

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2. Switching Providers? Expect a Bit More Effort

If you’re planning to change copier vendors, the process can look a little different.

Your current provider may reach out with extra incentives to keep your business—such as discounted rates, free accessories, or upgraded service packages. That’s normal, and it simply means you’re a valued client.

When switching, make sure your new provider can coordinate with the old one to ensure:

• Timely removal of the leased device

• Proper written notice to avoid auto-renewal (more on that below)

• A smooth transition with no service gaps

At Novatech, we manage this process from start to finish for clients, so the changeover is stress-free.

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3. Renewal Isn’t Usually the Best Option

Some leases offer a renewal or extension option after the original term. While convenient, it’s not always your best choice.

Why?

• Lease costs are structured to recover the copier’s full value during the original term.

• Extending often means you’re paying premium rates for older equipment.

• Renewals rarely come with technology upgrades or improved service.

Still, a short-term extension can make sense—such as if you’re moving offices in a few months and don’t want to start a new lease yet. In that case, a month-to-month extension can bridge the gap.

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4. Buyouts Are Rarely the Best Deal

Many leases include a buyout option, letting you pay to keep the copier. While this can sound appealing, it’s often not the best value.

Here’s why:

• Older devices usually cost more to maintain.

• You’ll be responsible for all service, parts, and toner.

• Outdated technology can slow workflows and reduce productivity.

That said, a buyout can make sense if the device is highly customized or if your business is downsizing and doesn’t need a replacement. In those cases, a provider can walk you through the pros and cons before committing.

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5. Avoid Auto-Renewal with Proper Notice

One of the most overlooked issues with copier leases is automatic renewal. Many agreements require written notice—often 30 to 90 days before the term ends—if you plan to return the device.

Miss that window, and your lease may roll into a costly month-to-month or yearly renewal.

Pro tip:
Check your contract’s “End of Term” or “Notice” section now. Then start planning 3 to 6 months before your lease ends to review options, submit notice, and schedule the changeover.

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Ready for What’s Next?

Whether you’re renewing, upgrading, or switching providers, the end of your copier lease doesn’t have to be complicated. With the right planning and a knowledgeable partner, you can avoid surprises, reduce downtime, and make the next step a smart one.

At Novatech, we’ve helped thousands of businesses navigate copier transitions smoothly. With over 30 years of experience and more than 100,000 devices under contract, we’ll make sure the end of your lease feels like a beginning—not a headache.

Lease ending soon? Let’s talk—we’ll help you review your lease, explore your options, and set up a copier plan that fits your future.