Copier Leasing Guide for Small Businesses in Kansas City
For a small office, a modern Multifunction Printer (MFP) is a necessity. These devices do more than just copying—they handle faxing, scanning, and printing, providing a complete technological solution. If you are a small business in Kansas City looking to utilize this technology without the high upfront cost of buying new, a copier lease is an excellent consideration.
Here are essential guidelines to help you navigate the copier leasing process.
1. Evaluate Your Business Needs and Growth
Before speaking with any provider, you must clearly define your requirements. This initial evaluation is the most critical step in securing a beneficial lease agreement.
- Production Needs: Consider the number of employees using the copier and your average monthly print/copy volume (e.g., light-volume: under 2,000 pages; mid-volume: 2,000–10,000 pages).
- Business Growth: Factor in your expected growth over the next 2-4 years. A machine suitable for a 5-person office today may quickly become obsolete for a 15-person office next year.
- Research: Read brand reviews and get user recommendations to match the right machine features (color, speed, finishing options) to your daily workflow.
2. Understand the Two Main Leasing Options
When pursuing a copier lease in Kansas City, you will typically encounter two primary financial structures: the Operating Lease and the Capital Lease. The choice affects your monthly payments, tax treatment, and balance sheet.
| Lease Type | Key Characteristics | Accounting & Best For |
| Operating Lease (FMV) | * Renting: You pay to use the equipment. | * Accounting: Treated as a rental or operating expense (OpEx). |
| * End of Term: Return the copier, renew the lease, or buy it at its Fair Market Value (FMV). | * Best For: Businesses prioritizing lower monthly payments, flexibility, and frequent upgrades. | |
| Capital Lease ($1 Buyout) | * Financed Purchase: Treated like a loan with principal and interest. | * Accounting: Treated as an asset and liability on the balance sheet (CapEx). You claim depreciation. |
| * End of Term: You own the unit for a nominal fee (often $1). | * Best For: Businesses prioritizing long-term ownership and maximizing tax benefits through depreciation. |
3. Determine the Length of the Lease
The length of the lease directly impacts your monthly payment and your access to the latest technology.
- Common Terms: Copier leases most commonly last 36, 48, or 60 months (3 to 5 years).
- Longer Term (60 months): Offers the lowest monthly payment but increases the risk of technological obsolescence.
- Shorter Term (36 months): Results in higher monthly payments but provides greater flexibility to upgrade to newer models sooner.
- Flexibility: Consider the possibility of upgrading mid-term. Some agreements allow for the lease to be transferred to a larger, newer machine after a certain period.
4. Address Early Termination and Insurance
Ensure you understand the potential costs and requirements for unforeseen events before you sign the contract.
- Terminating a Lease: Early termination is possible but typically requires paying a penalty (often a percentage of the remaining lease payments) or buying out the lease. Always ask your provider if they allow early termination and clarify the exact calculation for the penalty.
- Insurance Coverage: Most lease agreements require the lessee (your business) to insure the equipment against damage or loss.
- You may purchase insurance through the leasing company (added to your monthly bill) or provide proof of coverage through your existing business property insurance.
- Ensure the coverage limit is sufficient for the copier’s value (which can range from $1,000 up to tens of thousands).
5. Finalize the Contract Details
A copier lease is a legally binding document. Before you finalize the deal, ensure you understand every clause.
- Hidden Fees: Clarify inclusion or exclusion of installation fees, delivery costs, and overage charges (per-page fees if you exceed your monthly print limit).
- Service & Renewals: Ensure you understand the damage coverage, the inclusion of routine maintenance/toner, and any automatic renewal clauses that could lock you into another term if you fail to give notice.
General Service and Quote Requests
If you plan to get copiers for your office, you can buy copiers or lease copiers. We can give you options for getting the copy machine that you want. You can contact our local copier leasing services department in your location.
For all services, call Clear Choice Technical Services:
- Phone: (913) 203-1300
- For copier leasing, request a quote today.
- For short-term rental inquiries, request a rental quote.
For dedicated Copier Repair Services in Kansas, please visit our Repair Services Website for immediate assistance. Our network is powered by Clear Choice Technical Services.
