Signs It’s Time to Renew Your Office Printer Lease
If your printer is showing signs of deterioration, it might be time for a change. A printer endures a continuous burden of tasks, which is why it’s normal for its functionality to decrease over time. Plus, in today’s fast-paced business world, keeping up with the latest technology while managing operational costs can be daunting.
To address these issues, a practical solution many businesses are turning to is leasing office equipment. As you learn to recognize the most common signs of printer failure and an insufficient system, explore why leasing an office printer might just be the strategic move you need.
Common Signs You Need a New Printer or Copier
Consider the needs of your office and employees. While occasional printing hiccups can be tolerated, frequent mechanical failures, poor print quality, and lagging print speeds are symptoms that a printer is aging beyond its useful life. Be proactive in assessing the total cost of ownership and looking at new printer upgrades to improve productivity and efficiency.
This starts by considering common problems like:
Frequent Malfunctions and Printing Errors
If your office printer is constantly jamming, displaying error codes, or failing to print documents completely, consider upgrading to a new model. Frequent malfunctions disrupt workflow and waste employees’ time. Some common errors that signal an aging printer include:
- Paper Jams – Pieces of paper get stuck in the printer mechanics, preventing printing. This issue tends to occur more as internal parts wear out.
- Out of Ink/Toner Error Messages – The printer is low on ink or toner but incorrectly reports being out. Faulty ink cartridge chips can cause this.
- Print Spooler Errors – Issues with the print queue cause jobs to fail. The spooler may need resetting, or the queue may be corrupted.
- Blank or Partial Pages – Pages print, but text/images are missing. This suggests laser or imaging components need replacing.
- Skewed/Warped Prints – Misaligned components cause the paper to feed incorrectly through the printer.
Diminished Print Quality
Over time, normal wear and tear can degrade print quality. Prints may appear faded, have low definition, or be streaked/smeared. Some common causes of reduced print quality include:
- Worn-out toner cartridges resulting in light print or faded images
- Low-quality aftermarket toner cartridges
- Dirty or clogged print heads on inkjet printers
- Depleted ink reservoirs causing missing colors
- Damaged or misaligned laser scanner units causing vertical white lines
- Worn-out fuser units causing smearing or toner rub-off
- Debris buildup on rollers and internal components
When an aging office printer takes too long to print jobs, it bottlenecks workflow and reduces productivity. Common causes of declining print speed include:
- An outdated processor and limited memory that struggles to keep up with print demands
- Slow spooling and processing of complex documents with graphics
- Excessive warm-up time between prints
- Older-generation print engines with lower pages per minute (PPM) rates
- Mechanical components wearing out, causing paper jams and feed issues
- Non-optimized drivers and firmware
While you can try optimizing the drivers, firmware, and hardware components, inherent physical limitations and outdated technology will cap performance improvements. If speed is a priority, evaluate the costs and benefits of purchasing a new high-speed printer.
With the help of a managed print service like Superior Office Solutions, printer issues won’t slow your operations.
Why You Should Invest in an Office Printer Lease
Printer leasing is a contractual agreement where a business rents printing equipment from a leasing company rather than purchasing it outright. The business pays a monthly fee over a fixed term, typically three to five years, and can upgrade, add, or return equipment at the end of the lease.
With a lease, the leasing company retains ownership of the equipment. The business has the full use of the printers for the duration of the lease term. Leasing provides access to equipment the business may not be able to afford upfront while preserving capital for other operations.
The Most Common Types of Office Printers and Copiers for Lease
Common types of printing equipment leased for business include:
- Laser Printers: These devices produce fast black-and-white printing.
- Inkjet Printers: Businesses use their vibrant color printing for marketing materials.
- Multifunction Printers (MFPs): Print, copy, scan, and fax with these highly efficient printers.
- Wide Format Printers: These devices are perfect for oversized printing needs, like architectural plans or posters.
- Production Printers: Perfect for large projects, these heavy-duty tools perform high-volume printing.
How Leasing Differs From Buying
With leasing, there is little or no upfront capital expenditure. Buyers must pay the total printer cost upfront. Plus, leasing provides fixed, predictable monthly payments while buyers take on more variable costs. Leasing also offers easy access to new equipment with the latest features and capabilities.
Businesses that rent copy machines also find it easier to upgrade equipment rather than going through the hassle of selling old equipment piece by piece. Since leasing transfers ownership obligations to the leasing company, the business no longer has to sacrifice precious time handling maintenance and disposal.
How to Secure the Perfect Printer Rental Lease Agreement
When considering a printer lease, evaluating your printing needs, comparing lease terms, and negotiating favorable agreements are essential. Below are key factors to weigh when selecting the optimal office printer lease.
1. Analyze Your Printing Requirements
Assess the typical monthly print volume, paper sizes/media types, color vs. black and white, and workflow needs. This will help determine the ideal printer specifications and capabilities.
2. Consider Lease Terms
Consider critical factors like term length, included services, and end-of-lease options. Shorter 12–24 month leases allow upgrading more frequently, while longer 36–60 month leases offer lower monthly costs. Many leases even bundle supplies and maintenance for simplicity. At the end of the lease, you can renew, return, or buy the printer.
3. Compare Lease Rates and Structure
Picking a lease that charges based on actual usage can minimize costs for light print volumes. On the other hand, base monthly rates are suitable for predictable heavy usage. Select the terms that best accommodate your printing habits.
Printer leasing provides flexibility and financial benefits—but read the fine print. Analyze your needs regularly and negotiate favorable exit terms. With the right lease, you can optimize printing costs and boost cash flow.
Lease a Printer From Superior Office Solutions Today
At SOS, we understand how overwhelming it can be to find the perfect printer for your business needs. That’s why we’re here to help. We offer dynamic printer leasing options for your comfort, from production printers for heavy-duty jobs to office copiers and multifunction printers for all-in-one solutions. We even provide wide format printers for the creative industry and desktop printers for small businesses.
With us, you don’t just get a printer; you get a partnership. We provide exceptional service from start to finish, ensuring you’re satisfied with your lease terms and equipment.
Experience the benefits of leasing from the top printing technicians in New York.
Share This Post
Superior Office Solutions has been adding a personal touch to the office equipment leasing industry since 1999. With four convenient locations in the tri-state area, we provide world-class equipment and unbeatable service to over 4,000 customers.