Leasing vs. Buying an Office Copier: What’s Best for Your Vancouver Business?
It is the most common question we hear from business owners in Vancouver and Surrey: “Should I buy my new photocopier outright, or is it better to lease it?”
The answer isn’t always black and white. While purchasing equipment offers total ownership, leasing provides flexibility that is crucial for many companies facing the high operational costs of the Lower Mainland. As authorized dealers for Canon, Kyocera, and HP, we have helped thousands of BC businesses navigate this decision. Here is our honest breakdown to help you decide.
1. The Case for Leasing (Cash Flow & Technology)
For roughly 80% of our clients, leasing is the preferred option. The primary reason is cash flow management. A high-end multifunction printer (MFP) like the Canon imageRUNNER ADVANCE can be a significant upfront capital expenditure. Leasing allows you to spread that cost over 3 to 5 years.
Top Benefits of Leasing:
- Predictable Monthly Budgeting: Instead of a large spike in expenses, you have a fixed monthly line item.
- Tax Efficiency: In many cases, lease payments are considered a pre-tax business expense (Operating Expense), whereas buying is a capital expenditure (depreciating asset). *Always consult your accountant regarding BC tax specifics.
- Staying Current: Technology moves fast. A lease allows you to upgrade to the latest security features and print speeds every few years without being stuck with obsolete hardware.
2. The Case for Buying (Long-Term Savings)
Buying isn’t without its merits. If your business is flush with capital and you plan to use the machine for 7-10 years, purchasing outright can be cheaper in the long run because you avoid interest rates.
Buying might be right for you if:
- You have simple printing needs and don’t require the latest features.
- You prefer not to be locked into a contract.
- Your print volume is low, meaning the machine won’t wear out quickly.
3. The “Hidden” Factor: Service & Maintenance
Whether you lease or buy, the machine will need service. Paper jams, toner replacement, and firmware updates are inevitable.
Most leasing agreements from Columbia Business Systems can be bundled with our Service & Maintenance Packages. This creates a simple “one-bill” solution that covers the hardware, parts, labour, and toner. If you buy outright, you must be careful not to “save money” on the hardware only to spend a fortune on ad-hoc repairs and retail-priced toner later.
The Verdict: Which Should You Choose?
Lease if: You want to preserve working capital, require high-performance equipment (like a Kyocera TASKalfa or HP LaserJet), and value the ability to upgrade easily.
Buy if: You are a smaller operation with low print volumes and want to eliminate monthly payments entirely.
Still unsure? Let us run the numbers for you.
Get a free cost comparison for your office. Call us at 604.591.3488
