5 Signs It's Time to Switch to Leasing Your Copier/Printer

Remember when you first bought your office printer? It probably felt like the easiest, most cost-effective choice. Buy it once, set it up, and get to work. But as your business has grown, you might have noticed that same machine causing more headaches than it solves. Whether it’s running out of toner at the worst time, breaking down when you need it most, or simply struggling to keep up with demand.

As a print vendor, we work with businesses and organizations every day who hit this exact crossroads. Many started out with a retail-bought printer from a place like Staples or Amazon, but soon realized their needs had outpaced their machine. We’ve helped hundreds of businesses make the switch to leasing, giving them access to better equipment, ongoing support, and predictable costs.

In this article, we’ll walk you through the five clearest signs it’s time to switch to leasing your copier or printer, and why ignoring them can cost your business more in the long run. We’ll also cover who doesn’t need to lease, so you can make the right decision for your team with confidence.

1. Your Business Has Outgrown Your Printer

Buying a small multifunction printer (MFP) outright often makes sense when you’re just starting out. A desktop model gets the job done when your print volumes are low and you don’t need advanced features.

But as your business expands, so do your printing needs. Growth can show up in different ways:

• Higher print volumes that overwhelm smaller machines.
• New technology needs like mobile printing, scanning to digitize documents, secure document workflows, or finishing options.
• More users sharing the same device, creating bottlenecks.

When you outgrow your printer but keep using it anyway, the result is often downtime, frustrated employees, and mounting hidden costs. Leasing gives you access to more advanced machines without the steep upfront investment. Making monthly payments helps with budgeting, and since upgrades are part of the process, your printer can easily grow right along with your business.

Related reading: How Trading In Your Current Copier/Printer Could Benefit Your Organization

2. Your Machine Is Costing Too Much in Repairs

If you’ve ever had to call in a technician for a breakdown, you know the sting. Many techs charge $100 or more per hour, not counting travel fees or the cost of replacement parts. And if you bought your printer from a retail store, you’re usually on the hook for the full bill.

The reality is that retail-grade printers aren’t built to last. Instead, they’re built to be replaced. That means even after sinking money into repairs, you may still end up buying a new machine sooner than you expected.

That’s where leasing can make a real difference. Most agreements include a maintenance plan, giving you access to skilled, local technicians without surprise repair bills. Instead of losing hours (or days) choosing the right repair process and waiting for fixes, you’ll have peace of mind knowing your machine is covered.

Related reading: Benefits of Investing in a Maintenance Plan for Your Multifunction Printer

3. You’re Tired of Toner Headaches

How many times have you found yourself scrambling for toner? You order online, hoping it’s the right model, only to find out you bought the wrong one yet again. Not to mention, having to explain that mistake to accounting.

When you lease with a print vendor, they usually also provide Managed Print Services (MPS) to take care of everything for you. Your toner shipments are automatically scheduled and matched to your specific device, so you don’t have to waste time hunting for supplies. Plus, many commercial-grade multifunction printers (MFPs) use high-yield toner cartridges, which means fewer replacements, less downtime, and a significantly lower cost per page compared to retail printers. Learn more about toner yield here.

To put it in perspective:

• Retail printer color copies often cost around $0.17 per page.
• Commercial copiers typically bring that cost down to about $0.09 per page.

Over the course of hundreds or even thousands of pages each month, those savings can really start to add up quickly.

Check out: 5 Reasons Why You Need Managed Print Services

4. You are a medium-large sized business

This sign is about scale, not just growth. Even if your business isn’t “rapidly expanding,” a certain level of operations can simply overwhelm a retail-grade printer.

Think about these examples:

• Schools and universities: Daily high-volume printing, plus finishing options like stapling or booklet-making for course materials.
• Law firms: Large documents that need to be printed quickly, with advanced scanning and secure document handling.
• Healthcare providers: Constant printing and scanning of patient records with compliance requirements for security and reliability.

Retail printers aren’t built for this workload. They break down faster, slow down productivity, and end up costing more in the long run. Leased MFPs, on the other hand, are designed to handle these higher demands. They’re sturdier, faster, more energy-efficient, and offer advanced features that support day-to-day operations.

If your organization is mid-sized or larger, leasing isn’t just a nice option, it’s usually a necessity.

5. You’re Missing Out on New Technology

Technology in the print world has advanced dramatically in just the past few years. If you’re using an older machine, you’re likely missing out on features that could save time and money:

• User-friendly interfaces that make printing, scanning, and copying simple for everyone.
• Cloud and internet integration for seamless workflows.
• Printer apps and automation tools that reduce repetitive tasks.
• AI-driven workflows to boost productivity.
• Compatibility with third-party software like PaperCut or Y Soft SAFEQ for tracking, security, and cost control.

Sticking with outdated technology can really hold you back, not just in terms of productivity but also when it comes to security and compliance. Leasing, on the other hand, helps you stay current because it naturally includes upgrades every few years as part of the agreement.

Who Shouldn’t Switch to Leasing?

While leasing has clear advantages, it’s not for everyone. If you’re only printing occasionally, you may not need a leased machine.

• Personal or home use: If you’re well under the recommended print volume of your machine, leasing isn’t necessary. A durable purchased printer from a local vendor (not a retail giant) might be a better fit.
• Very small businesses: If your team is only a few people with light printing needs, a purchased machine may still serve you well, at least for now.

That said, it’s worth keeping an eye on your usage. As your needs grow, leasing may eventually save you money and hassle.

Is Leasing The Right Choice?

If you see your business in one (or several) of these five signs, it’s a good indication that your current machine isn’t working as hard as you are. Continuing to patch up or “make do” with an underperforming printer can quietly drain your budget, productivity, and peace of mind.

Leasing gives you more than just a printer. It gives you:

• Access to high-quality technology that fits your current needs.
• Predictable costs that make budgeting easier.
• Maintenance and support from people who know how to keep your machines running.

If you think leasing might be right for your business, don’t keep sinking money into a printer that’s holding you back. Request a quote or contact our team today. We’ll help you find the right solution to keep your business moving forward.

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