Should You Lease or Buy a Copier? A 2026 Guide for Georgia Businesses

Short answer: Lease a copier if cash flow, predictable budgeting, and upgrading every three to five years matter most. Buy if you have the capital, your print volume is stable, and you plan to keep the machine seven years or longer. On a typical $9,000 color copier, buying with cash costs the least in equipment dollars, a fair market value (FMV) lease costs about $1,500 more over five years, and a $1 buyout lease costs about $3,600 more.

That short answer hides a few things that change the math for real businesses: which kind of lease you sign, how taxes treat each option, and what happens at year five. This guide walks through all of it, including the situations where buying is clearly the better call.

The 5-year math: lease vs. buy on a $9,000 copier

Here is how the equipment cost compares for a mid-range color multifunction copier over a five-year (60-month) term:

Illustrative figures based on published 2026 market rates, not an EDGE quote. Actual payments depend on the device, your credit, and the lease term.

Two things to notice. First, service and supplies cost the same no matter how you pay for the machine. Per-page service typically runs about $0.01–$0.03 per black-and-white page and $0.05–$0.12 per color page. Our managed print pricing guide breaks that down. Second, the $175 above is the equipment payment alone. Once service, toner, and supplies are bundled in, that is how a typical workgroup color copier lands in the $250–$600 per month range covered in our copier lease cost guide.

So the real question is not "which is cheaper?" Buying with cash almost always is. The question is whether keeping $9,000 in your business and getting a new machine at year five is worth roughly $25 a month to you.

FMV lease vs. $1 buyout lease: what is the difference?

Not all copier leases are the same, and the type you sign changes the math above.

• Fair market value (FMV) lease. Lower monthly payments because you are only paying for the portion of the machine's value you use. At the end of the term you return it, upgrade to a new device, or buy it at its remaining market value, typically around 10–15% of the original price. This works like a long-term rental and suits businesses that plan to upgrade.
• $1 buyout lease. Higher monthly payments, often about 20% more than an FMV lease on the same machine, but you own the copier for $1 when the term ends. This is essentially financing a purchase and suits businesses that plan to keep the machine for years.

Most copier leases run 36 to 63 months. Longer terms lower the monthly payment but raise the total you pay.

How taxes treat leasing vs. buying

• FMV lease payments are generally treated as an operating expense and deducted as you pay them.
• A $1 buyout lease is often treated like a purchase, meaning the equipment is depreciated rather than expensed.
• Buying outright means depreciating the equipment, and Section 179 may allow you to deduct much or all of the purchase price in the year you place it in service.

Tax rules depend on your business and change over time, so confirm the right structure with your accountant before you sign.

When buying a copier is the better call

Buying is not the wrong answer. It is the right one when:

• You have capital available that is not earning more elsewhere in the business.
• Your print volume is stable and predictable.
• You plan to keep the machine seven years or longer. After the equipment is paid for, every additional year lowers your total cost.
• You want no financing contract at all.
• The device is a small, low-cost desktop printer where financing adds more cost than it saves.

The tradeoff: you carry the aging equipment. Older machines tend to need more repairs, and manufacturer firmware and security support eventually ends. Budget for that in years six and beyond.

When leasing a copier is the better call

• Cash flow matters, and you would rather keep capital for hiring, inventory, or growth.
• You want to refresh technology every three to five years, including current security features and firmware support.
• You want one predictable monthly payment with service and supplies bundled in.
• You are equipping several locations or a whole fleet at once.

This is why most small and mid-sized businesses lease. It is usually not because leasing is cheaper. It is because predictability and a regular upgrade path are worth the difference.

What about renting a copier?

Renting is a third option for short-term needs like a temporary project office, an event, or seasonal volume. Rentals are typically month-to-month with no long-term commitment, but you pay more per month for that flexibility. For anything longer than about a year, leasing or buying almost always costs less.

Lease clauses to read before you sign

• Non-cancelable terms. Most copier leases are finance contracts that cannot be canceled early. Ending one usually means paying off the balance or rolling it into a new agreement. Our guide to getting out of a copier lease in Georgia covers the options.
• Auto-renewal (evergreen) clauses that extend the lease if you miss a notice window.
• End-of-term return requirements, including notice periods and return shipping fees.
• Escalator clauses that raise the service rate each year.

The part that matters more than the payment: service

Whether you lease or buy, a copier is only as good as the service behind it. Before you sign anything, ask who services the machine, how fast they respond, and whether parts, labor, and security updates are included.

EDGE Business Systems is an independent dealer for Canon, Xerox, and Lexmark, so we recommend the device that fits your office instead of the one we need to move. Our technicians are in-house and manufacturer-trained, with local offices in Roswell, Athens, Dalton, and Jasper serving businesses across Georgia and Chattanooga.

Frequently asked questions

Is it better to lease or buy a copier?
Leasing is better if you want low upfront cost, predictable monthly payments, and an upgrade every three to five years. Buying is better if you have the capital, stable print volume, and plan to keep the copier seven years or longer.

How much more does leasing a copier cost than buying?
On a typical $9,000 color copier over five years, an FMV lease costs about $1,500 more than buying with cash, and a $1 buyout lease costs about $3,600 more. Service and supplies cost the same either way.

What is the difference between an FMV lease and a $1 buyout lease?
An FMV lease has lower payments, and at the end you return the copier, upgrade, or buy it at market value. A $1 buyout lease has higher payments, and you own the copier for $1 at the end of the term.

Can I cancel a copier lease early?
Usually not. Most copier leases are non-cancelable finance contracts. Ending one early typically means paying off the remaining balance or rolling it into a new agreement.

Are copier lease payments tax deductible?
FMV lease payments are generally deducted as an operating expense. A $1 buyout lease is often treated like a purchase and depreciated. Confirm your situation with your accountant.

Should a small business lease or buy a copier?
Most small businesses lease because it preserves cash and bundles service into one predictable payment. Buying makes sense for a small business with available capital that plans to keep the machine for many years.

Not sure which makes sense for your office?

A 10-minute call is enough to look at your volume, your budget, and how long you keep equipment, and to tell you honestly whether leasing or buying fits. Schedule a 10-minute call.

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