If you ask five different copier dealers whether you should lease or buy your next multifunction printer (MFP), you will likely get five sales pitches disguised as advice.
At Doceo, our culture is built on being “Proven People” with a servant mindset. That means giving you the unvarnished truth about the numbers so you can make the decision that protects your P&L—not our commission check.
Whether you are running a non-profit in Cumberland, MD, or a corporate HQ in King of Prussia, PA, the decision to lease or buy a copier isn’t just about preference. It comes down to Cash Flow vs. Technology Lifecycle.
Here is the strategic breakdown you likely haven’t heard from other vendors.
The Strategic Case for FMV Leasing (Why It’s the Most Popular Choice)
About 80% of our clients in the Mid-Atlantic region choose a Fair Market Value (FMV) lease. While some financial gurus preach “ownership,” in the world of technology, ownership is often overrated.
FMV leasing is designed for businesses that value uptime and modern security over owning a depreciating asset.
1. Lowest Monthly Cost
An FMV lease offers the lowest possible monthly payment because you are only paying for the use of the machine during its prime years—not the entire cost of the equipment. This keeps your working capital free for other investments.
2. The “Technology Refresh” Advantage
Copiers are computers. A 5-year-old copier is vulnerable to new cyber threats and likely slower than modern standards.
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The FMV Benefit: At the end of the term (usually 36–60 months), you have the flexibility to easily upgrade to a brand-new machine with the latest security features, often for a similar monthly payment. You aren’t stuck trying to sell an old, broken machine on Craigslist.
3. Tax Simplicity
In many cases, FMV lease payments can be fully deducted as a monthly operating expense, simplifying your tax filing compared to managing depreciation schedules.
When Does “Buying” Make Sense?
If your company is cash-rich, writing a check for $5,000 to $15,000 for a new Print Technology device sounds appealing to eliminate debt. But buying is not always the “cheaper” route long-term.
The “Hidden” Cost of Ownership: Even if you own the machine, you still need a Service & Supply Agreement. If you plan to keep a machine for 7–10 years (the “run it until it dies” strategy), buying makes sense. But be aware: as machines age, parts become scarcer, and downtime increases.
The Section 179 Factor: For many businesses, the decision to buy is driven by the Section 179 tax deduction, which often allows you to write off the full purchase price of qualifying equipment in the year it was bought, rather than depreciating it over time.
3 Critical Contract Details to Review (The Real Value Section)
While FMV leasing is a smart strategy, not all lease contracts are created equal. This is where the “Proven People” at Doceo make the difference. We see many competitors include complex terms in their fine print. Here is what you need to check immediately:
1. The “Evergreen” Auto-Renewal
This is a common frustration we hear from new clients regarding their previous vendors. Many leases state that if you do not notify the vendor exactly 90 days before your lease ends (via certified mail), the lease automatically renews for another 12 months. You could end up paying for a 5-year-old machine for a 6th year.
2. Mandatory Insurance Fees
Leasing companies require equipment insurance. If you do not send them proof of your own business insurance within 30 days, they may apply their own “forced place insurance” to your invoice. This is often significantly more expensive than adding the equipment to your existing business policy.
3. Escalation Clauses
Look at the fine print on the service agreement. Many vendors include an automatic annual price hike (often 10-15%) regardless of inflation or service performance. Doceo believes in transparency; we don’t bury aggressive escalators in our fine print.
Summary: Which Path is Right for You?
Choose an FMV Lease IF:
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Cash Flow is a Priority: You want the lowest monthly operating expense.
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You Want Modern Tech: You prefer to upgrade your equipment every 3-5 years to stay secure and efficient.
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Standardization: You manage a fleet across multiple locations (e.g., York, Baltimore, and DC) and want a predictable, uniform budget.
Buy (or $1 Buyout) IF:
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You Hate Payments: You have the capital and refuse to pay finance charges.
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Section 179 is a Priority: You want to write off the entire purchase price on this year’s taxes.
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Low Volume: The machine is for a back office that rarely prints, and you don’t care if the technology becomes outdated.
Frequently Asked Questions
Is it better to lease or buy a copier for a small business? There is no single “better” option. If cash flow is tight or you need the absolute latest technology, leasing is usually preferred. If you have capital available and want the lowest total cost of ownership over 7-10 years, buying is often the smarter financial move.
What is the difference between an FMV lease and a $1 Buyout lease? An FMV (Fair Market Value) lease has lower monthly payments, but you do not own the machine at the end. A $1 Buyout lease has higher monthly payments, but you own the machine for exactly $1 when the contract ends.
Can Doceo help me exit a lease with another vendor? Yes. Our Advisors specialize in reviewing existing contracts. In many cases, we can help you navigate complex terms or roll remaining payments into a new, more transparent agreement.
The Next Step
You don’t need a salesperson; you need an advisor. At Doceo, our Sales Advisors are trained to look for these details in your current contracts and help you navigate them.
Whether you are looking to upgrade a single printer or overhaul a fleet across the Mid-Atlantic, let’s look at the numbers together.
Stop guessing and start strategizing. Schedule a FREE copier strategy consultation with a Doceo Advisor today. Click here to get started.
