4 Tips to Lease an Office Copy Machine

Author : Visual Edge Technology | Published On : 22 Mar 2021

When it comes to purchasing or leasing an office copy machine, you have to follow some important tips and tricks to make sure you are making the best choice. In this article, we will discuss four important tips that will help you in leasing the best copy machine for your company. 

  1. User-Friendliness

The usability of a copier machine depends upon the overall output volume. Another thing to consider is how easy it is to use so that employees can easily be trained and operate it themselves in the office. Some models may come with sophisticated designs with multiple buttons, but the main thing you need to consider can the employees easily use them. 

Use the instruction manual and online training videos to teach the employees how to properly use the machine. Invest in a copier that comes with a tech support plan. This will help you in the long run, especially if you need in-house maintenance.  

  1. Modern Technology

When looking to invest in a new photocopier, it is better to invest in the latest model to keep up with the trend and get the latest features. Look at all the features available on different models and choose the when that offers all the features you will need to run your business smoothly. 

Another key feature is network connectivity that offers the feature of the scan to the cloud. This helps store important documents on the cloud without making a physical clutter around the office and taking up storage on the computers. You are also able to send multiple copies of documents to several recipients at the same time. 

Some newer models also come with voice recognition, more cutting-edge technology that allows the employees to operate the copy machine from a distance and without pressing any buttons. The voice command option helps the employees save time, energy, and also the trouble to memorize all the buttons and their functions. Multiple tasks can be handled in a much easier way because of the voice command feature. 

Looking at the internal storage available on the copy machine you are thinking of purchasing is also crucial. The internal drive available on most models stores the scans and documents. Different models have their own specifications. 

Most commonly, the RAM starts at 256MB. Some commercial copiers also have RAM as high as 2GB. The storage space on most models ranges from 1GB to 1TB. If you are running a large business that has a high volume of printing jobs, it is recommended to purchase or lease a copier that has high storage capacity. 

  1. Reviews

Before deciding on which brand and model you are going to go with, it is good to do thorough research. Read customers' reviews to get a better idea of how people are finding a particular model, are there any issues that they have encountered, etc., look at the spec sheets and compare them with the reviews from testing agencies. Look at their customer service reviews and how they respond to customer inquiries. Such reviews will help you in leasing a suitable copier machine for your business.  

  1. Budget

Last and the most important thing is to set up a budget. Assess the demands of your business, look for a model that has all the features you require. From there, you can choose to buy a new machine or get a used, pre-owned copy machine if a new purchase is difficult with your available budget. The budgeting process can be started by looking at current printing expenses. 

You can also choose to lease a copy machine if you do not have the budget to spend a large sum of money at the same time. This is the best option for start-ups and small businesses. Since leasing does not require any up-front payments, it helps business owners save credit. Another advantage is that you do need to worry about reselling or disposal once the machine is worn out. 

Purchasing or leasing a copy machine, on the other hand, has its own set of advantages. You can save expenses in the long run and also get your investment back if you wish to by selling the equipment or leasing it after a couple of years of usage. Therefore, leasing is a very reliable way of getting access to the modern copier machine. 


Copier machines are now essential for most businesses.  By following this guide, you can easily come to the right decision and lease the best commercial copy machine available in the market that can handle the demands of your business.