Take a look at your current print fleet. Are the printers and copiers more than a few years old? Are users frustrated by printer downtime or long waits for their documents? Do you have many single-function machines, when multifunction printers could consolidate workplace needs much more easily?
When the time comes to bring your office machines up to speed, you’re faced with that most basic business question: buy or lease?
Your decision should take into account three considerations:
Pricing
Cash flow definitely factors into the decision to buy or lease. Unless your company already has an ample budget, you are likely looking at financing when buying one or more printers, and that could tie up funds for other purchases down the road. However, the monthly terms of leasing are typically larger than the financed rate, so if your goal is to spend less in the long run, a direct buy could be the answer.
Technology
With the rise of multifunction printers and cloud technology, office machines are continually evolving. If you wish to stay on the leading edge of hardware and software, particularly to accommodate remote users, leasing is the most likely option. You may create a contract that upgrades your printers regularly and includes service packages that keep your print fleet operating with minimal risk of downtime. If your printing requirements are not likely to change year over year, a direct purchase can deliver the functions you need without having to upgrade as often.
Taxes
Leasing a printer allows you to write off the lease payments as a business expense without the added questions about capitalization or depreciation. And since a leased machine isn’t owned by your company, you have no liability issues to deal with. A purchased printer will require depreciation year over year – but there may be an option to depreciate completely in just one year. A tax specialist can assist you in this information.
Talk to a Managed Print Services (MPS) representative about the best option for your workplace – you could realize better productivity and cost savings.
