Comprehensive Guide to Renting and Leasing Copiers





Whether you are a smaller, developing business or an already established one, multifunction copiers play an important role in many businesses.  So should you buy a copier, or rent or lease one?  Which option will save you the most money while best meeting your business needs?  And what about the fine print?  The more you learn about how renting and leasing of copiers works, the more you will be able to make an educated and intelligent decision about which option is best for you.


How does renting a copier work?

Renting a copier can be a huge money saver for a small business, as the cost of a good copier will be a big capital expense. By renting a copier, you allow the rental company to take the hit on their bottom line, while you benefit from a high speed multifunction copier.

How does leasing a copier work?  How is it different than renting?

Copier leases ( or “copy hire” as it is referred to outside the U.S.) are longer term than rentals: usually one, two or three year lease agreements.   Before leasing you should be sure you have the monthly cash flow to support payments, as lease agreements are very difficult to break.  If you do have the necessary cash flow, leasing can be a significant cost savings as the fees are lower than renting. Leases are also less expensive than buying and the payments are spread out over time making it easier on your bottom line. Make sure that when you are comparing costs, you multiply the monthly lease fee times the number of months the fee will be charged.  This will give you the total cost for your copier lease.

What are the advantages to leasing or renting a copier rather than buying one?

Among other advantages already listed here, keep in mind the tax advantages to leasing a copier.  Talk to your tax advisor about your business tax costs.  Copier leasing companies often make sure to price their leases below the interest cost of a loan for the same copier.  This can be advantageous to you, allowing you to get a better copier for the same amount of money.

Another tax advantage is that leases are set up to be immediately deductible expenses, while a purchase of a copier requires you to make a big capital outlay and then slowly depreciate your asset. Leasing or renting also allows you to enjoy the best part of the life cycle of your copier without worrying about selling it or repairing it when it becomes broken or outdated.

What should I watch out for when renting or leasing a copier?

Always read the fine print of the rental or lease contract to make sure the maintenance agreement and the rent/lease agreement are for the same length of time. Otherwise you may be stuck paying for maintenance after your rental or leasing agreement has expired.

Also, be aware that many multifunction copiers now use digital technology that allows them to store memory of your documents in a hard drive.  This can be a very useful function but may be an issue in terms of client confidentiality depending on your business type.  If you return a rented or leased copier with confidential documents still stored on it, it may be a liability for your business.

How do I find a copier for lease or rent in my area?  How do I know what model to look for?

If you have decided you are ready to rent or lease a copier, look for a reputable rental/lease business for copiers, in your area.  Some sites will allow you to type a location (such as Miami, Florida) into their search engine and will then help you to compare rental and lease prices by company.  Once you have found one or more businesses you want to work with, ask them to show you a variety of models that may work for you.

As you look at copiers, remember to keep in mind what functions you might need for your particular business.  Most copiers are multifunction allowing you to print, scan and copy.   Most are also digital rather than analog, meaning that the copier saves it’s own copy of all images  into it’s memory.  This useful function can allow you to keep copies of contracts or other important papers just by copying them. You should also be sure the print function that your copier uses is a laser printer rather than an inkjet.  Laser printers have significantly lower life-cycle cost because they are higher capacity (meaning that you do not have to add paper or ink as often).  Also laser toner is significantly cheaper than ink, about fourteen cents lower per page.

Find a great copier businesses in your area, compare models and monthly costs, talk to your tax advisor if needed, and pick out a high speed multifunction copier that works for you and your business.  A copier can be a serious investment but it is one that is well worth the cost if you choose wisely.



Wifi Printer : Wireless All in One Printers

Finding the right wifi printer can be a daunting task especially when most new copiers come with standard wireless all in one printing features. In order to decide which wifi  printer is right for you there are certain determining factors you must pay attention to. Printing technology, cost, print resolution, and wireless features are just a few factors to keep in mind when looking for your next printer.

Things to consider when choosing a wifi printer:

  • Wireless all in one printing technology: Since most new desktop and stand alone printers now come with wifi printing as a standard feature it can become difficult to determine which features are truly important and which are not. The first thing you should look at when buying a wifi printer is which wireless technology it uses. Some technologies include Bluetooth or a wireless internet connection that connects your devices to your printer.  Traditionally you will find that manufacturers like Ricoh offer great desktop as well as stand alone wifi al in one printers including scanner, fax, and multiple paper format trays.
  • Printing speed: the speed of your wifi printer is important and can be measured in ppm (pages per minute.) Knowing a wifi printers speed is key especially if you have a high printing volume. Speeds usually vary between black/white and color prints and when choosing the right wireless all in one printer a printing speed of over 20 ppm for color should be sufficient.
  • Print Resolution: another important factor to consider when purchasing a wifi printer is print resolution. Whether your printing photos or office documents your wifi printer needs to have great resolution and this can be measured in dpi’s (dots per inches.) High quality images usually have a minimal dpi of 1200×2400. If the majority of your printing will be high resolution graphics then its important to find a  wifi printer with a higher resolution.

Important wifi all in one printer features:

  • Touchscreen display
  • Extra ink cartridges or drums
  • Large paper loading docs
  • USB cable for initial setup


Finding a Photocopier in Miami, FL

Tips for purchasing the right photocopier in Miami, FL.

A photocopier is an important part of every business and can signify a large part of your monthly overheard expense, so choosing the right machine and vendor is key. Once who have chosen the right photocopier that fits your office needs then its time to find a vendor who can provide you with the photocopier you want at a price you can afford.

Here are some tips to remember when finding a vendor in Miami, FL.
  • Important Copier Features:

Every office has its own specific needs and when choosing the right photocopier it is important to know which features are most often used in your office setting. Nowadays most photocopiers come with fax, scanner, and various page formats as standard features. Page software’s and documents sorters and paper feeders are additional features you might need and are not usually standard options. Always express to your salesperson all functions and features you expect to have with your new photocopier.

  • Overestimate Your Print Volume:

If you already lease or own a photocopier you pretty much have a good idea of your print volume.  Knowing how many prints you make per month is very important. The best way to figure out your monthly print volume is be seeing how many boxes or reams of paper you go through in a month. Knowing your print volume will help you figure out what print speed you’ll be needing as well as your main print format; black/white or color.  By knowing how much you print and you main print format you’ll be able to incur additional savings by purchasing a photocopier that specifically fits your needs. Overestimating the number of prints you think you’ll be doing will also leave you some room for print errors that will occur when learning to operate your new photocopier.

  • Know Copier Language and Ask Many Questions:

Like most industries, the photocopier industry has its own terms and language. It’s advisable to become familiar with some of the industry’s lingo and acronyms so you do not get caught off guard when a salesperson starts speaking to you in abbreviations.  You’ll most likely be able to get exactly what you want and at the right price if your familiar with photocopier terms and have done your research in advance.

Its important to get quotes from different vendors t not only compare pricing but to educate yourself on what might be the best photocopier for you. Different companies and vendors will be trying to gain your business so its important to ask the right questions and find out what makes one company better or different from the others. Most businesses nowadays have different offers and specials so make sure to ask them about any promotions they might be having on maintenance or lease terms. Remember a photocopier is a large investment so  feel free to negotiate.

  • Get Everything in Writing:

The first thing a vendor will send you is a quote with a breakdown of all the specs and features included in your photocopier purchase price. Make sure any estimates are written down in  an itemized quote.  Most companies will offer you a service contract with your printer which is always great to invest in. When reviewing a service contract make sure it itemizes everything that is included in your monthly maintenance. Some things to consider are: parts, labor, and technician response time.

best multifunction printer

Finding the Best Multifunction Printer: A Buyer’s Guide

Finding the best  multifunction printer is a great solution for  anyone looking to have the convenience of copying, scanning, and printing at  their fingertips or looking to turn a small home work space into a functional  home office. Printer manufacturers are constantly  adding new features to their models. When choosing the best multifunction printer it is important to compare their capabilities and functions.

Here are some things to consider when buying the best multifunction printer:


Printers Work Load

It is important to first think about the number of pages you plan on printing or copying in a week.  If you plan on  printing more than 400 pages a month or are sharing the printer with  more than 3 people, and are looking for clean crisp laser quality copies, you may want  to consider purchasing a laser multifunction printer.

What’s My Cost of Ownership

The cost of an inkjet multifunction printer tends to be low compared to its consumables. It is important to consider how many black/white vs color prints you will be making because it will make a big difference in cost. Black cartridges cost around $25 and color cartridges tend to cost around $30 depending on the make and model. One of the main ways to save money on cartridges is to look at the cartridge’s capacity. In the long run, purchasing higher capacity cartridges or buying them in  bulk may help save you money.

Printers Speed

When finding the best multifunction printer it is important to consider its speed. A typical multifunction printers speed ranges up to 22 ppm color and 28 ppm black and white. If you are looking for a printer with a higher speed capability  then you may want to consider purchasing a laser multifunction printer instead.

Media Support Features

All inkjet multifunction printers hold the three basic types of  paper formats: letter, legal, and standard envelope sizes. If you are planning  on printing on a specific paper format you may want to check with the  manufacturer’s information to see if the printer is able  to work with that specific size media. In addition to a flatbed scanner, most  printers also have a paper feeder to facilitate in making copies.

Print and Scan Resolution

A printers print resolution refers to the quality of the print or dots  per inch (dpi). The higher the dpi the crisper or higher print quality the printed image will have. The same is true for scan resolution.  A multifunction printer’s scan resolution is important for anyone making many high quality copies or scanned pictures. You will find that some printers will have a “Resolution Enhanced  Scan” option. This feature will allow you to measure how the standard resolution can be enhanced through the printers software. This won’t necessarily  increase the images quality but will allow you to change its size and format.


best printer

Top Printer Choices for Small Businesses: Expert Recommendations

When choosing the best printer for your office needs you must remember that the technology in printers especially multifunction printers does not change as often as the technology in computers. There are many advanced features and capabilities that will allow you to stay with your printer for five to seven years. Due to the fact that there are many different printer manufacturers and models at times it may be difficult to choose the best printer for your business. There are several features and factors to keep in mind when choosing the right option that best fits your needs.

Factors to consider when choosing the best printer for your small business:

1. Why do I need a printer?

Each manufacturer builds their copiers with different targets and factors in mind. So knowing what will be the main usage of your printer will allow you to get the most value out of your purchase. For example, If the main bulk of your printing is office documents and you have a moderate to low print volume, then look for printer that is meant for small business usage with a speed and volume capability that will match your needs. .

2. What is my running cost for a printer?

When speaking of running cost it is important to keep in mind how many black and white vs color prints your business does. It is important to think about the running cost of a copier when choosing the best printer for your office space. The majority of your copier expense will be spent on ink cartridge because they tend to be more expensive than monochrome laser which are generally not recommended if you require high volume printing and copying. Laser printers tend to initially cost more to purchase but in the long run will end up saving you money. Also, make sure to ask for the cost per page information in order to compare your end cost per print among different manufacturers and printer models.

3. Does is Create Duplex Printing

Although finding printers with a duplex printing option can be more costly it is an important feature to have because it will allow you to print on both sides of a sheet which in the long run will help save you money on paper cost. The duplex printing feature is usually found on higher end printer models so if possible choose a printer with auto duplex instead of manual duplex. Printers with manual duplex requires you to manually reinsert paper to print on the other side and it’s cost vs the cost of an auto duplex option is about the same.

4. What’s the Fax Speed

When choosing a multifunction printer with a fax feature, always choose a fax speed of 33.6kbps or higher to help save on transmission cost. A higher speed fax will reduce the duration of sending a fax which in turn will reduce the call cost. If your business send a lot of interstate or overseas faxes, you will see a significant cost reduction.

5. Networking Features

When purchasing the best printer you might want to buy one with built-in ethernet networking to connect to your office network. Printers with build-in networking typically cost more but are very convenient when sharing a printer with other computers. If your office computers are already on a network then you can share the printer over that network.

6. Does it Support Mac?

If your currently using Mac computers it is important to check if the printer supports Mac OS X. For multifunction printers (MFP), check that you can make use of all the functions on your Mac. For example for some MFP you might be able to print from Mac but you need Windows in order to use its fax from computer feature.