Why a Copier on Rent Can Be Your Office’s Secret Advantage
A copier on rent can quickly solve the headaches of outdated printers, expensive repairs, and unpredictable supply costs that might be slowing down your office.
Here’s what you need to know quickly if you’re looking to rent a copier right now:
- Typical Monthly Cost: $69 to $197 per month, depending on required features and print volume.
- What’s Included: Copier machine, toner supplies, maintenance, and necessary repairs.
- Common Rental Periods: Typically month-to-month, but available as short as a few days or as long as several years.
- Types of Copiers Available: Light-duty desktop models, medium-duty copiers, heavy-duty multifunction printers, color and black-and-white options.
- Main Advantages: No upfront cost, predictable monthly payments, flexibility to upgrade or scale, included maintenance & repairs.
Renting a copier makes sense for offices that need reliable equipment without big upfront costs or sudden repair bills. Plus, it lets you stay up-to-date with technology that improves productivity and workflow in your office.
Reason 1: Flexibility with Copier on Rent Options
When running a business, having the right equipment at the right time makes all the difference. This is where a copier on rent truly shines. Unlike buying a copier that ties you to one machine for years, renting gives you the freedom to adapt as your business needs change.
Think about it – your printing needs in January might look completely different from those in July. With rental options, you’re never stuck with a machine that’s either too much or too little for your current situation.
“Most of our clients love the peace of mind that comes with knowing they can adjust their equipment as needed,” says our rental specialist at Advanced Business Solutions. “Whether they need a copier for a week-long conference or for an entire quarter during their busy season, we make it happen.”
Our rental terms can be as short as a single day or extend up to two years – whatever makes sense for your specific situation. This flexibility has been a game-changer for many Florida businesses we work with.
Take the small marketing agency in Jacksonville that recently came to us. They needed three additional high-volume copiers for a three-month campaign they were running. Buying those machines would have been financial madness for such a short-term need. Our rental solution saved them thousands while keeping their project on track.
Adapting to Seasonal Demands with Copier on Rent
Seasonal businesses understand the frustration of investing in equipment that sits unused for months. A copier on rent solves this problem neatly.
Tax preparation firms across Tampa and Orlando rent additional copiers from us just for the January-April rush. Once tax season ends, they return the equipment rather than having it gather dust.
Retail businesses face similar challenges during holiday seasons when paperwork multiplies. Schools and universities experience document surges during enrollment periods. Construction companies need reliable printing solutions at temporary job sites.
One of our clients, a beachfront resort in St. Augustine, doubles their office equipment during their summer peak season. “Having the ability to scale up exactly when we need it and scale down when things quiet down has been a financial lifesaver,” their office manager told us recently.
This kind of flexibility isn’t just convenient—it’s smart business. Why pay for capacity you only need occasionally? With a copier on rent, you pay for what you use, when you use it.
Easy Equipment Upgrades with Copier on Rent
Technology moves quickly in the digital world. Today’s impressive copier features might seem basic in just a few years. When you own your equipment outright, you’re stuck with yesterday’s technology until you can justify another major purchase.
Renting changes this equation completely. As newer models with better features become available, you can easily upgrade without the financial sting of replacing equipment you’ve purchased.
This flexibility proves especially valuable for growing businesses. As your company expands, your document needs typically grow more complex. With a copier on rent arrangement, you can:
Adjust to higher volumes as your printing needs increase without being limited by your original equipment’s capacity. A medical practice in Gainesville started with a basic copier but needed to upgrade as their patient load doubled.
Try before you commit to newer technologies like advanced scanning features or cloud integration. Several law firms we work with in Miami test new document management features this way.
Scale up or down based on current projects and team size. A consulting firm in Fort Lauderdale adjusts their equipment mix quarterly based on their current client projects.
The beauty of renting is that it keeps your options open. Your business isn’t static—why should your office equipment be?
Reason 2: Reduced Upfront Costs
Let’s face it: buying a copier outright is expensive. A new copier that prints up to 55 pages per minute (ppm) can set you back an average of $13,000. And if your office handles heavier workloads, costs can climb as high as $35,100. Even purchasing a used copier isn’t exactly pocket change, with most costing between $4,000 to $5,800.
For small and medium-sized businesses, this large upfront expense can really pinch your budget. But here’s some good news—choosing a copier on rent can ease that financial strain dramatically.
With Advanced Business Solutions, you can get started with a high-quality copier without draining your cash reserves. Typical copier rental packages start at just $79 per month, with most offices paying between $69 and $197 monthly, depending on features and print volume. Sounds a lot gentler on your wallet, right?
This approach frees up capital for other important areas of your business. In fact, one of our Jacksonville clients—a construction company—recently chose our copier on rent solution when they were setting up temporary site offices. They saved more than $60,000 in upfront equipment costs and had the flexibility to upgrade or relocate their copiers as their projects evolved.
Improved Cash Flow Management
Aside from the immediate financial relief, using a copier on rent helps you manage your cash flow more effectively.
Instead of dealing with unpredictable expenses like sudden repairs or large upfront purchases, copier rental provides predictable monthly expenses. Each month, you know exactly what your printing equipment will cost—no surprises.
You also benefit from preserving your credit lines. Since you’re not tying up precious credit in expensive equipment purchases, your business has greater flexibility to invest in growth opportunities or handle unexpected expenses.
Plus, maintenance is typically included in your rental agreement, meaning you won’t have to worry about setting aside extra funds in case your copier decides to take an unplanned day off. With regular maintenance covered, you can confidently skip budgeting for emergency copier repairs.
Renting rather than buying allows your business to better allocate your capital. Instead of investing money in a depreciating copier, you can redirect it towards revenue-generating ventures. Just ask one of our Orlando clients, where the financial director shared that adopting a rental model freed up significant resources. They used that extra capital to expand their service offerings, resulting in more revenue overall than the savings on equipment alone.
Choosing a copier on rent not only removes the financial sting of upfront costs—it empowers your business to make smarter financial decisions and grow with confidence.
Reason 3: Predictable Monthly Expenses
Budget surprises might be fun when they’re birthday presents, but they’re definitely not welcome when managing your office expenses. Choosing a copier on rent from Advanced Business Solutions gives your business something invaluable: consistency and predictability in your monthly budget.
When you buy and own a copier, unexpected costs can quickly pile up. Repairs can suddenly cost hundreds or even thousands of dollars, toner prices fluctuate based on market conditions, and older copiers often need more frequent maintenance and costly software updates.
With a copier rental arrangement, those unpredictable costs are replaced by one simple monthly fee. Our customers across Florida appreciate knowing exactly what they’ll pay each month without any nasty surprises popping up. As one satisfied client from a healthcare provider in St. Augustine shared, “Moving to a copier rental completely eliminated the stress of unexpected copier expenses from our budget.”
The predictable monthly rate covers everything—from the copier itself and its toner supplies to any necessary repairs and regular maintenance visits. This means your office budget is protected from sudden spikes in expenses, and you can comfortably plan for other important investments.
“Rental stretches your available budget so you can acquire more equipment and the latest technology on the market,” explains a copier industry expert. Instead of worrying about unexpected breakdowns or fluctuating toner prices, your business can rely on a stable, manageable monthly copier cost.
Including Maintenance and Support
Believe it or not, office copiers don’t fix themselves (that would be amazing, wouldn’t it?). Thankfully, with a copier on rent from Advanced Business Solutions, you won’t need to worry about repairs or troubleshooting at all. Maintenance and tech support come as part of the package, saving you valuable time and eliminating surprise costs.
Our rental agreements include regular preventive maintenance visits to keep your copier running smoothly. And when something does happen, an experienced technician will quickly handle repairs—at no extra charge to you. You’ll also get ongoing technical support whenever you have questions or need assistance.
You won’t need to panic about running out of toner either. Our rental agreements include automatic supply replenishment, ensuring your copier is always ready to go. Plus, software updates and essential security patches are included too, providing peace of mind that your equipment stays secure and efficient.
Contrast this with owning a copier outright: you’d be stuck paying for costly service visits (often $80-150 per hour), pricey replacement parts, software upgrades, and the constant headache of managing repairs and downtime. One of our Jacksonville clients summed it up nicely: “Knowing any copier issue will be resolved quickly—and at no extra cost—is worth the rental fee alone.”
Here’s what another happy customer named Michael said after one of our recent tech visits: “Your tech came in, fixed the problem in minutes, and I was SO HAPPY!! How refreshing it is to find a company that truly understands—and delivers—great customer service!”
A copier on rent from Advanced Business Solutions ensures you’ll get predictable costs, reliable equipment, and fantastic support—all bundled neatly into one simple monthly payment.
Reason 4: Access to the Latest Copier Technology
Keeping your office up-to-date with the newest copier tech can feel like a never-ending race against time. Every year, machines get faster, smarter, and packed with features that can boost productivity and streamline your workflow. But when you buy a copier outright, it gets outdated fast—leaving you stuck with yesterday’s technology.
Here’s the good news: choosing a copier on rent from Advanced Business Solutions lets your office experience the latest and greatest features without the hefty price tag or long-term commitments. Modern copiers aren’t just fancy printers; they’re essential business tools that simplify daily tasks and make your team happier (because who really enjoys struggling with outdated office equipment?).
With today’s copiers, you’re looking at powerful features like wireless connectivity—allowing everyone to print from their laptops, tablets, and even smartphones. Cloud integration makes document sharing and storage easy, letting you quickly access and collaborate on files from anywhere. There’s also improved security built-in to protect your sensitive business information from unauthorized access or cyber threats.
The latest copier technology even includes artificial intelligence (AI) to automatically improve print quality and efficiency, advanced scanning capabilities with text recognition, and mobile printing for remote or hybrid teams. When you rent your copier, these hi-tech improvements are instantly within your reach—no waiting years to justify upgrading to a better machine.
Stay Competitive with Cutting-Edge Copiers
Businesses in Florida know how important it is to stay competitive. One easy way to get ahead is by using cutting-edge office equipment that boosts productivity, lowers costs, and impresses clients.
Choosing a copier on rent gives your business immediate access to features that directly improve your workflow. Imagine your office equipped with ultra-fast print speeds of up to 90 pages per minute (ppm)—some high-end models even reach speeds above 100 ppm! Crisp print resolution up to 1200 x 1200 dpi means everything from client proposals to internal reports looks sharp and professional every single time.
Newer copiers also handle a variety of paper sizes (up to 13×19 inches) and weights, perfect for everything from marketing materials to detailed reports. Automatic duplex printing helps save paper and creates professional, double-sided documents in no time. Plus, finishing options like collating, stapling, hole-punching, and even booklet creation allow your office to produce polished materials without outsourcing.
And let’s not forget energy efficiency. Newer copier models are designed to use significantly less power, lowering operating costs and helping your business become greener. It’s a small change that adds up month after month.
We recently helped a Jacksonville marketing agency upgrade their copier rental to a high-speed color model with advanced finishing capabilities. This allowed them to print marketing materials in-house—saving more money each month than it cost them to rent the copier. They basically got the upgraded technology for free, from a cash flow perspective!
With Advanced Business Solutions, your copier rental can evolve right alongside your growing business. You’ll always have easy access to the latest technology—without the headache or high upfront expense of purchasing equipment outright.
Reason 5: Tax Benefits of Operating Leases
One of the hidden perks that many businesses overlook when considering a copier on rent are the attractive tax advantages. Choosing to rent rather than buy a copier can lead to some helpful tax savings, making your office’s finances just a little bit brighter. After all, who doesn’t love keeping more of their hard-earned money?
When you buy a copier outright, it’s usually treated as a capital asset. This means the purchase cost is spread out—or depreciated—over several years on your taxes. While this approach does provide deductions over time, it can complicate your accounting and reduce the immediate financial benefit, especially when you need cash flow right now.
Here’s the good news: rental payments for your copier typically count as operating expenses. Because of this, your monthly copier rental costs can often be fully deducted within the current tax year, rather than stretched out slowly over multiple years. Being able to deduct these rental payments right away simplifies your accounting process and lets you enjoy immediate tax advantages.
One financial expert sums it up nicely: “Lease payments for rented office equipment are often fully deductible as operating expenses.” That means more money stays in your pocket—something every business can appreciate.
Of course, every company’s tax situation is unique, and tax laws can occasionally change. Here at Advanced Business Solutions, we recommend chatting directly with your tax professional to confirm how these benefits apply specifically to your business.
Still, the savings can really add up. A healthcare provider we work with in Orlando recently crunched their numbers and found that choosing a copier on rent option was about 27% more cost-effective compared to purchasing the equipment outright. Between reduced upfront costs, flexible monthly payments, and the tax deductions, the savings quickly became substantial.
So, while the idea of tax benefits might initially seem less exciting than shiny new copier features (we get it—duplex printing really is amazing!), the financial advantages of renting your copier are hard to ignore. By enjoying immediate tax deductions, you free up valuable resources to invest back into other areas of your business.
If you’d like to explore more about how copier leasing can benefit your budget and workflow, take a look at our detailed resource: More about our copier leasing benefits.
Reason 6: Easy Upgrade and Scalability Options
Your business is always changing—sometimes quickly, sometimes slowly. Maybe you’re growing fast (congrats!). Perhaps you’re scaling back or simply shifting your focus. No matter what’s happening, a copier on rent arrangement ensures your office equipment can effortlessly keep up with your business, without breaking the bank.
At Advanced Business Solutions, we understand flexibility is key for Florida businesses. Our copier rental agreements let you scale up or down as your needs evolve. For instance, if your print volumes increase, you can easily switch to higher-capacity equipment without losing money on your original investment. Need more copiers during busy periods? Simply add additional machines whenever you need them.
On the flip side, if your print needs decrease, you won’t be stuck paying for equipment you no longer use. Just downsize or adjust your copier mix to fit your current workflow. And when technology advances, upgrading to the latest copier models is hassle-free. You’ll always have access to the right-sized equipment for your specific needs.
Recently, one of our Jacksonville clients—a rapidly growing law firm—went from 5 attorneys to 15 in just half a year (talk about success!). Their existing copier quickly became overwhelmed. With a quick phone call, our team helped them smoothly upgrade from their mid-volume copier to a powerful multifunction system, avoiding disruptions and eliminating the stress and cost of purchasing new equipment outright.
Compare this approach to buying copiers outright. Businesses that purchase typically face serious headaches. They often end up with excess copier capacity when times slow down, leaving valuable capital tied up in unused equipment. Or worse, they may experience frustrating bottlenecks during growth because their copier can’t handle increased workloads. Outdated technology also becomes a burden, forcing businesses to spend valuable time and resources selling or disposing of old equipment.
As one Gainesville customer told us, “The ability to right-size our equipment as our business evolves has been invaluable to maintaining operational efficiency.” With Advanced Business Solutions’ copier rentals, you’ll never have to worry about mismatched equipment and business requirements again.
Frequently Asked Questions about Copier on Rent
What are the benefits of renting a copier instead of buying one?
Renting a copier offers some truly valuable advantages, especially when you’re looking for flexibility and cost-effectiveness. First off, it completely removes those hefty upfront costs—buying a new copier can set you back anywhere from $13,000 up to $35,100, and even a used machine typically costs between $4,000 and $5,800. With a copier on rent, you can enjoy top-notch equipment starting at just $69 to $197 per month.
Another big plus is that your rental covers maintenance and support. That means no surprise repair bills or unexpected downtime. All the maintenance, repairs, technical support, and even toner supplies are included in your monthly rental fee, providing total peace of mind.
Renting also brings a great deal of flexibility with technology upgrades. As technology evolves, you’re not stuck with outdated equipment—you can easily upgrade whenever newer, smarter copiers come along. Plus, because rental payments are predictable month-to-month, it makes budgeting and cash flow management simpler and stress-free.
Let’s not forget the tax advantages, either. Unlike purchased equipment, which needs to be depreciated over several years, rental payments can typically be fully deducted as business operating expenses this tax year. (Of course, we always suggest consulting your tax advisor to confirm your specific situation.)
Lastly, renting lets your business easily scale up or down as needed. If you’re growing quickly—or if things slow a bit—you can adjust your copier setup without hassle or financial penalties.
One of our Orlando clients summed it up perfectly: “Renting our copiers freed up capital for important investments, and we never have to worry about outdated or unreliable equipment again!”
How do copier rental agreements typically work?
The great news is, copier rental agreements are usually straightforward and stress-free. At Advanced Business Solutions, we start by chatting about your specific business needs—how many pages you print monthly, special features you might want, and your budget. From there, we recommend the best copier models to match your needs perfectly.
Once you’ve picked your equipment, we clearly outline the rental terms, including exactly what’s included and your monthly cost. After you’ve approved the agreement, we’ll promptly deliver your copier, set it up, and make sure everything is working smoothly with your network.
But we don’t just leave you there! Our friendly technicians will train your staff, making sure everyone knows how to use all those fancy features to boost productivity.
Throughout your rental period, we handle everything for you—maintenance, repairs, automatic toner supplies, and ongoing technical support. Rental agreements can range from as short as a day (perfect for special events) to several years. Most of the businesses we work with around Jacksonville, Orlando, Gainesville, and throughout Florida love our flexible, month-to-month rental options—they’re easy, practical, and hassle-free.
As one happy St. Augustine customer told us, “From consultation to installation and training, Advanced Business Solutions made the entire process stress-free. Highly recommend!”
How can businesses ensure they get the best deal on a copier rental?
Getting the right deal on a copier on rent doesn’t have to be complicated. In fact, there are some simple ways to make sure you’re getting the most value for your money.
First, take a good look at your actual business needs. How many pages do you print each month? What features are must-haves, and what would just be nice extras? Knowing exactly what you need helps avoid paying for unnecessary frills.
Next, look at the total picture—not just the monthly rental fee. Ask what’s included in your rental package. Are maintenance, repairs, toner refills, and technical support all covered? (With Advanced Business Solutions, the answer is always “yes!”)
It’s also smart to check out the details of your rental contract. Look closely at minimum rental periods, cancellation terms, and any potential extra charges so you know what’s ahead.
Think about your business’s future, too. Look for providers—like Advanced Business Solutions—that allow you to easily adjust your equipment, upgrade your technology, or even downsize when needed.
One key thing many businesses overlook is service response times. Make sure your provider guarantees quick and reliable support to keep downtime minimal.
Finally, ask if they offer regular technology refresh options. After all, renting is about staying flexible and keeping technology fresh and productive.
Our Gainesville client Alex recently shared: “Advanced Business Solutions took the time to understand exactly what we needed, helping us avoid overspending on unnecessary features. We got the perfect copier for our business, without breaking our budget.”
If you’d like to learn more about how copier rentals can boost your business productivity and save your budget, check out our page on copier leasing benefits.
Conclusion
The advantages of choosing a copier on rent solution are clear and compelling. From the financial benefits of reduced upfront costs and predictable monthly expenses to the operational advantages of flexibility, scalability, and access to cutting-edge technology, rental arrangements offer a superior approach for many businesses.
Throughout Florida—from Jacksonville to Orlando, St. Augustine to Gainesville—Advanced Business Solutions has helped businesses of all sizes implement cost-effective document management solutions through our flexible rental programs. Our clients consistently report improved operational efficiency, reduced administrative burden, and improved financial performance after switching to our copier on rent arrangements.
As business environments continue to evolve at an accelerating pace, the agility provided by rental agreements becomes increasingly valuable. Rather than locking capital into rapidly depreciating assets, forward-thinking organizations are embracing the flexibility and efficiency of rental solutions.
Ready to explore how a copier on rent solution can benefit your business? The process is simple:
- Contact our team for a no-obligation consultation
- Receive a customized recommendation based on your specific needs
- Select your preferred equipment and rental terms
- Schedule delivery and installation at your convenience
- Begin enjoying the benefits of modern, reliable equipment without the burdens of ownership
With Advanced Business Solutions, you gain more than just equipment—you gain a partner committed to enhancing your productivity and supporting your business goals. Our comprehensive approach ensures you receive the right technology, properly implemented and fully supported, allowing you to focus on what matters most: growing your business.
