How to choose the best option for your budget, needs, and productivity.

Copier Contracts: Less Fun Than Coffee, But Way More Important

If you’ve ever shopped for a copier, you’ve likely faced the question: Should I rent or lease?
On the surface, these options sound similar. But the truth is—they’re very different. Choosing the wrong one could mean overspending, locking into the wrong term, or missing out on better technology.

Stone’s Office Equipment has been helping Virginia businesses make this choice for more than 50 years. Here’s what you need to know before signing on the dotted line.

What Is Copier Rental?

“It’s like when you need a pickup truck to do a yard project, but you don’t own one. You can go to Home Depot® and rent a truck. “ – Sam Stone

Think of copier rental as the “short-term commitment” option. You get the machine, you pay monthly, and you return it when you’re done.

Best for:

• Short-term projects
• Seasonal or temporary offices
• Event-based printing needs
• Testing equipment before making a long-term commitment

Pros of Renting a Copier:

• Flexible month-to-month or short-term agreements
• Easy upgrades or swaps
• No long-term obligation

Cons of Renting a Copier:

• Higher monthly cost compared to leasing
• No equity or ownership
• May have fewer model choices

What Is Copier Leasing?

Leasing is similar to a car lease (without the mileage restrictions): you agree to a fixed term (often 36–60 months), make a predictable monthly payment, and have options at the end. You can continue to lease on a month-to-month basis, purchase the copier, turn it in for a new model, or return it to the lease company.

Best for:

• Businesses with steady, long-term needs
• Offices that want the latest technology without a lot of upfront cost
• Companies looking for predictable budgeting

Pros of Leasing a Copier:

• Lower monthly payments than renting
• Access to newer models and features
• Often bundled with service and supply agreements
• Payments may qualify for Section 179 tax deductions

Cons of Leasing a Copier:

• Longer commitment (3–5 years)
• Early termination fees if you end the lease early
• You don’t own the copier unless you buy it at the end

Copier Lease vs. Rental: Side-by-Side Comparison

Feature	Renting a Copier	Leasing a Copier
Term Length	Short-term (monthly or seasonal)	Long-term (3–5 years)
Monthly Cost	Higher	Lower
Flexibility	High	Medium
Ownership Option	No	Possible buyout
Best For	Temporary needs	Long-term stability

How to Decide: Renting or Leasing?

• Choose rental if your needs are short-term, seasonal, or unpredictable.
• Choose leasing if you need a long-term solution with lower monthly costs and access to the latest technology.

Pro Tip: No matter which you choose, pair it with a strong service agreement for maximum uptime and predictable costs.

Virginia’s Copier Experts Since 1970

At Stone’s Office Equipment, we’ve been helping businesses in Richmond, Fredericksburg, and beyond choose the right copier agreements for over 50 years. We cut through the jargon, explain your options, and make sure you get a solution that fits your budget and workflow.

Call us today at 804-288-9000 to discuss your copier rental or lease options.
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