Copier Leasing Questions? We Have Answers
Everything you need to know about equipment, service, costs, and support.
Leasing a copier shouldn't be complicated. Whether you're wondering about pricing, what's included, or how we support multiple locations, we've got straightforward answers. Read on, or get your personalized plan to see exactly how much you could save.
Here's What You Need to Know About Office Copier Leasing
When you lease with Pulse Technology, you get everything under one agreement: equipment, maintenance, supplies, support, and transparent pricing. No call centers. No hidden fees. No confusion.
We've answered the questions we hear most from Illinois businesses. If you don't find what you're looking for, contact us or request a free consultation.
Q: What is the typical lease term for a high-volume copier, and how does that compare to our expected usage lifecycle?
A: Lease terms vary based on your equipment and business needs. We recommend discussing your expected usage cycle with one of our specialists, who can match a lease term to your workflow and growth plans. Most businesses find that leasing allows them to upgrade to newer equipment every few years, staying current with technology and avoiding the costs of ownership over time.
Q: What options do we have at the end of the lease—return, buyout, renewal, or upgrade?
A: You have full flexibility at lease end. You can return the equipment, renew your lease with new machines, upgrade to newer equipment that better fits your current needs, or purchase the copier outright. We'll discuss all options with you 90 days before your lease ends so you can decide what works best for your business.
Q: Are our monthly payments fixed or could they go up over time?
A: Your monthly payments are fixed for the entire lease term. No surprise increases. You know exactly what you're paying each month, and that pricing includes equipment, maintenance, supplies, repairs, and 4-hour support.
Q: Does the lease include service, installation and training, or are those separate line items?
A: Everything is included in one monthly payment: equipment, installation, training, maintenance, repairs, toner, supplies, and 4-hour service response. There are no separate line items. When you sign with Pulse, you're done figuring out costs.
Q: What hidden fees should we be aware of (e.g., over-usage, early termination, auto-renewal)?
A: There are no hidden fees. Our pricing is transparent from day one. We provide a clear cost analysis before you sign anything. Specifics on over-usage allowances, early termination penalties, and auto-renewal terms should be confirmed in your lease agreement. Ask us about these details when you request your personalized plan so we can be completely clear.
Q: Can we upgrade or scale the machine mid-term if our business grows or changes?
A: Yes, we can work with you if your print needs change. Whether you need to upgrade to a faster machine, add another copier, or scale down, discuss your situation with our team. We're flexible and focused on matching your equipment to your actual usage.
Q: If we exit the lease early, what are the penalties or buy-out costs?
A: Early termination costs depend on your lease agreement and how much time remains. However, if you're locked in a bad lease with another company, we'll buy out your old copier lease up to 18 months so you can switch to Pulse without penalty. Talk to us about your situation.
Q: Is leasing more cost-effective than buying a copier outright for our volume and workflow?
A: For most small to mid-sized businesses, leasing is more cost-effective. You avoid large upfront capital expenses, get newer equipment every few years, and include all maintenance and support in your monthly payment. Plus, lease payments are tax-deductible. One client saved 39% by switching from an older lease to Pulse. Get a free cost comparison to see the numbers for your business.
Q: Are the lease payments tax-deductible or how do they show on our financials?
A: Yes. Copier lease payments are typically 100% tax-deductible as a business expense. Consult your accountant about how they'll appear on your specific financial statements, but from a tax standpoint, leasing is treated favorably.
Q: If we have multiple office locations (or may in future), can we coordinate leases so payments and terms align?
A: Absolutely. We manage 400+ copiers across multiple states and specialize in coordinating leases for businesses with multiple locations. We can align renewal dates, consolidate your agreements, standardize pricing across locations, and give you a single point of contact for all service. One invoice, one relationship, full transparency.
A: Monthly duty cycle (the number of copies a machine is rated to handle) varies by model. We match equipment to your actual usage by analyzing your printing volume, peak months, and workflow. During your consultation, we'll review your print environment and recommend machines that handle your volume comfortably without wear or downtime.
Q: What is the print speed (ppm), finishing features (e.g., stapling, folding), and do they meet our firm's needs?
A: Sharp, Canon, Kyocera, and Epson offer a range of print speeds and finishing capabilities. Speed typically ranges from 30 ppm to 100+ ppm depending on the model. Finishing features like stapling, hole-punching, and folding vary by equipment. We'll discuss your specific needs (are you printing high-volume documents, law firm pleadings, marketing materials?) and recommend equipment with the right speed and features for your workflow.
Q: Does the machine support secure printing, user authentication, and other security features required for legal/real-estate/accounting workflows?
A: Yes. All our copiers include user authentication, data encryption, automatic hard drive overwrite, and secure printing. These features are essential for law firms, accounting offices, real estate firms, and any business handling sensitive client documents. Your data is protected by industry-standard security controls.
Q: Is the copier network-ready for our current IT setup (wired, wireless, scanning
to email/folder)?
A: Yes. Our copiers integrate seamlessly with wired and wireless networks. Scanning capabilities integrate directly with Microsoft 365, major CRMs, email, and cloud storage. During installation, your IT team can walk through integration with your existing systems so scanning flows directly into your workflows.
Q: What are the ongoing consumable costs (toner, drums, staples) and are they included or separate?
A: All consumables are included in your lease: toner, drums, staples, and paper. We handle automated toner fulfillment as part of your managed print service, so you never run out. No separate invoices. No supply chain headaches. Everything comes under your monthly agreement.
Q: What happens when we exceed a page volume allowance (if applicable)?
A: Our leases are designed to match your actual usage, so overages shouldn't be an issue. However, if your print volume increases significantly, talk to us about adjusting your lease or adding equipment. We focus on keeping costs predictable and aligned with your real needs.
Q: Are color prints more costly? How much difference will high-volume color usage make in cost vs black & white?
A: Color capability is built into our machines, but color consumables do cost more than black & white. If you're planning high-volume color printing, we'll factor that into your lease pricing during the cost analysis. We can show you exactly how color volume affects your monthly costs so there are no surprises.
Q: How easy is the machine for staff to use (intuitive interface, training required)?
A: Modern copiers have intuitive touchscreen interfaces. We include training as part of your installation, so your team learns how to use all the features relevant to your workflow. We also provide ongoing support if staff have questions, and our technicians can walk through any processes during routine maintenance visits.
Q: What is the expected lifespan of the machine given our use (how often will major parts need replacement)?
A: Expected lifespan depends on your usage, the machine model, and how well it's maintained. Most business copiers are designed for 5-8 years of regular use. Because we handle all preventive maintenance and repairs, we extend the life of your equipment and catch wear before it becomes a problem. Discuss specific durability expectations for the models we recommend.
Q: If our business grows or shifts, can the machine handle increased load or changed workflow without loss of service?
A: That depends on how much your volume increases and how your workflow changes. If you need more capacity or different features, we can upgrade your equipment mid-lease or add a second machine. Our goal is to make sure your print environment grows with your business, not the other way around.
A: Maintenance is included in your lease. Everything is under one agreement: equipment, maintenance, repairs, parts, supplies, and support. One contract. One invoice. No separate maintenance agreement to manage.
Q: What exactly is covered under the maintenance plan (labor, parts, consumables, regular preventive maintenance)?
A: Our managed print service covers everything: preventive maintenance visits, all parts and labor for repairs, toner and supplies, and 24/7 fleet monitoring. We predict problems before they happen and address them proactively so your copiers stay running. If a breakdown does occur, we're on-site within 4 hours and resolve 90% of issues the first visit.
Q: What is the response time for service when the copier breaks down?
A: We guarantee a 4-hour onsite response. Our factory-trained technicians arrive ready to fix the problem. We resolve 90% of issues on the first visit, so you're back to printing quickly. No days of downtime waiting for manufacturer support.
Q: Will a loaner or temporary unit be provided if our copier is down for extended repair?
A: Yes. If we can't complete repairs the same day, we provide a loaner copier at no charge so your office stays productive. Your team never misses a deadline because of equipment downtime.
Q: Who handles service—the leasing company, the manufacturer, or local vendor? How many points of contact?
A: Pulse handles everything. We're the authorized manufacturer dealer, and our factory-certified technicians do all service and repairs locally. You have one point of contact, one phone number, and you work with the same technicians who know your office. No call centers. No transfers between companies.
Q: Are there exclusions in the service contract (for example damage due to misuse, non-original supplies)?
A: Our service agreement covers normal business use and includes repairs for standard wear and tear. Exclusions typically apply to damage from misuse, accidents, or use of non-approved supplies. Get your specific service agreement details when we provide your lease terms so you understand exactly what's covered.
Q: How often will routine maintenance or inspection occur? Is it scheduled or reactive only?
A: Maintenance is proactive, not reactive. We schedule preventive maintenance visits based on your usage patterns and the machine's needs, not just when problems occur. Regular inspections keep your equipment running at peak performance and catch issues before they disrupt your work.
Q: What are our responsibilities (e.g., cleaning, staff training, driver updates) vs what the vendor handles?
A: We handle maintenance, repairs, parts, supplies, and support. Your team handles basic cleaning and day-to-day user training for staff. We provide training during installation and are available if you have questions. For technical driver updates or network integration, we coordinate with your IT team.
Q: If we add features/applications (e.g., scanning to cloud, advanced finishing) after installation, will service costs increase or change?
A: Adding features after installation may affect your service costs depending on what you add and whether it requires hardware changes. Let us know what features you're considering, and we'll explain how (or if) they impact your lease. Our goal is to keep costs predictable and aligned with your needs.
Q: If we renew or upgrade at lease end, what happens to the existing machine—do we have removal, data-wipe, disposal included?
A: Yes. When your lease ends, we handle everything: data-wipe (automatic hard drive overwrite for security), machine removal, and disposal. You have nothing to worry about. The transition to new equipment is seamless.
A: Going direct costs more and takes longer for service. Manufacturer support means call centers, ticket queues, and days of waiting for service. With Pulse, you get local technicians, 4-hour response, 90% first-visit fixes, and transparent pricing. One client saved 39% by switching from direct manufacturer service to Pulse.
Q: What happens if I need help during business hours or after hours?
A: Describe your support hours and after-hours emergency procedures here. Do you have a phone line for emergencies? How does after-hours support work?
Q: How do you monitor copier performance and predict problems?
A: We use fleet monitoring technology to track machine performance, page volume, and usage patterns. This gives us early warning of potential issues so we can prevent breakdowns before they happen. You also get monthly usage reports showing your print volume, costs, and where you can cut waste.
Q: Can you service copiers from other manufacturers?
A: We primarily support equipment we supply and manage under our leases. If you have older equipment or machines from other vendors, ask us about your situation.
Q: Do you offer volume discounts for businesses with multiple machines?
A: Clarify your volume discount structure. Do you offer tiered pricing for multiple copiers or multi-location clients?
Q: How quickly can you get a new copier installed and running?
A: Provide typical installation timelines. Is it same-day, next-day, or does it depend on equipment and location?
Q: What certifications and qualifications do your technicians have?
A: All Pulse technicians are factory-certified through Sharp's Platinum training program and certified by our other manufacturer partners. They're experienced, trained on current equipment, and equipped to handle any issue you throw at them.
Ready to See How Much You Could Save?
Have more questions? Get a personalized analysis of your current printing setup and see exactly what a Pulse lease would cost compared to what you're paying now.
Still Have Questions?
Call us at (888) 357-4277 or contact us online.
We're here to answer questions and help you find the right copier
solution for your business.