The Educator's Guide To Leasing Office Equipment

Submitted by Tech Support on Mon, 04/10/2023 - 10:17
teacher at copier reviewing lesson plan

Educational institutions often have tight budgets and large student bodies, so decision-makers must be creative when choosing solutions. One potential way to get more by spending less is to lease office equipment--so here's your guide to making it happen.

A Quick Look At Leasing Office Equipment

It's easy to look at all the latest printers, copy machines, and other office equipment and feel like there's no way your school could ever afford it. Fortunately, that's where leasing comes in.

When you lease office equipment, you're essentially renting it for a set period of time. You'll make regular payments, generally including interest, and you'll get certain rights in return. Some leases just give you the machine itself; others include service and maintenance agreements, which means your provider will handle anything that may go wrong during the lifetime of your lease.

Depending on which provider you choose, you can lease all kinds of office equipment that may be helpful to your school, including:

Why Schools Should Lease Office Equipment

Leasing can be a great way to outfit your school with the most effective office equipment--but what are the other benefits? Let's find out:

#1: Reduced Upfront Costs

If you were to make a big office equipment purchase, you'd have a significant upfront investment on your hands. For many schools, that puts vital tools such as printers and copiers completely out of reach. Leasing enables you to pay less at the beginning of the agreement so you can use your new machines right away--and you still won't have to worry about breaking the bank.

#2: Budgeting Simplicity

When you lease office equipment, you get the benefit of a consistent payment schedule. You'll know exactly how much you owe and when--and, better yet, service and maintenance are often built into these costs. That means you won't have to set aside an "emergency fund" in case something goes wrong with your printer or other office equipment.

#3: Improved Compliance

Compliance is key in schools, and poorly managed printers and copiers are a significant offender. Luckily, the right leasing partner has experience working with all kinds of tightly regulated industries--which means they'll know how to help you optimize machine settings and protect sensitive data. They can also recommend the best makes and models so you get built-in security features that make things harder on hackers (but not students, staff, or faculty).

#4: Technology and Upgrades

If you choose to buy all your office equipment, you'll be stuck with a single model that may be outdated in less than a year--and that's if you can afford a brand-new machine in the first place. Lease your office equipment, however, and you'll have more affordable access to the latest devices right from the start. On top of that, you may be able to negotiate equipment upgrades as part of your lease, which means you can switch out your machines if there are new features or functions your school could benefit from.

Tips for Leasing Office Equipment

While leasing offers significant benefits over buying outright, especially for schools, there are a few things to keep in mind:

  • Choose the right leasing partner: A leasing partner can make all the difference. Choose a company with experience and expertise--one that's interested in an ongoing relationship, not just "making a sale."
  • Read the terms and conditions carefully: It's your job to read (and understand) every word of your lease agreement. If you have questions, it's vital that you ask them before signing--that way, you know what this business relationship looks like, what's included, and what you need to do.
  • Understand what you're responsible for: Who sets up your leased machines? Do you pay for maintenance, repairs, and support throughout the life of the lease? What happens at the end of the agreement? These things could be part of your responsibility or they might be handled by your provider, so be sure to double-check.

In conclusion, schools can lease office equipment to save money, access the latest features, and improve security and compliance. All you need to do is choose the right leasing partner and read your contract carefully--and then you're ready to go.

Want to lease office equipment for your school? Contact us today to get started!