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How to Choose a Photocopier Rental Contract

Updated: Oct 22, 2018

Canon Photocopiers, Konica Minolta Photocopiers.

Office photocopiers

Photocopier renting is a good choice, especially if you are running a small or medium business. This agreement gives you the opportunity to acquire the best photocopier for your needs without the large capital outlay. This will free up more money for advertising and marketing budgets in your business by also have a photocopy machine. You will also have the option to upgrade as you go along keeping up with the latest copier technology.

If you are deciding to rent a multifunction photocopy machine it can be overwhelming knowing which photocopier to choose as there are thousands on the market as well as the jargon included on the rental agreement. That’s where Qbox can help you. We have been in the industry for 25 years and give you unbiased assistance for your requirements. This guide will help you through the process.

Duration of the Rental Contract

Copier rental companies offer different types of rental contracts. The average rental contracts are usually between 3 and 5 years. This is normally dependent on your budget.

Keep in mind, a photocopier rental contract is a legal document and your company must adhere to the conditions set out in the contract to avoid and negative financial implications on your business credit ratings. That being said, most photocopier rental companies will assist by refinancing your photocopy machine on the refurbished copier market if you cannot afford the copier anymore.

If you are concerned about the longevity of your business, it is advisable to go with a shorter-term rental contract. If your business is doing well, you can always renew the contract at the end of the term. Keep in mind that the shorter the rental contract term on your photocopier the higher the rental installments will be.

Payment Terms

Besides the number of months in your copier rental contract, there is also an option to pay for your office photocopy machine quarterly, however that is conditionally on the finance house approving that payment term, but must companies choose the monthly option.

A lot of photocopier dealers are usually flexible with their rental agreements, but it is usually best to check with your account to see what best suites your business financially.


This is the single most important part of your photocopier machines rental contract. Photocopiers can be high maintenance, drums, toner and other parts have to replaced periodically as well as paper jam problems and firmware upgrades have to be completed in order to keep your office running. You need to make sure this included and there are no surprises. Qbox can consult on these contractual inclusions.

Upgrade Option

It is important to know what your upgrade conditions are. Companies quite often need to upgrade their photocopiers as they grow and expand. Many copier rental companies will upgrade your photocopy machines within the lease period, but it is good to make sure this is in writing contractually.

Early Termination

Sometimes, unforeseeable circumstances arise which may force you to terminate your rental contract prematurely. It is important that you know what the copier company’s policy is on early termination. What are the cancellation policies and how much will it cost your business to cancel the photocopier rental contract?

Want to know how to choose the best photocopier rental contract? Our friendly and experienced staff can help you. Contact today.

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