Why Lease?
Why Michigan Businesses Are Leasing Printers Instead of Buying
Does your office need a new printer or copier? Before you write a check for $5,000 or more, there is a smarter path. Leasing a printer lets you spread costs into predictable monthly payments while keeping your cash available for growth.
About 8 out of 10 business printers and copiers in the U.S. are acquired through leasing programs. The number keeps climbing because leasing removes the biggest pain points of printer ownership: large upfront costs, maintenance headaches, and the risk of being stuck with outdated technology.
For businesses across Grand Rapids, Traverse City, Detroit, and West Michigan, Kraft Business Systems makes printer leasing straightforward. But before you sign any lease agreement, you need to know which models actually deliver on their promises. So let’s break down the best options for 2026.
Market Overview
Printer Leasing Costs in 2026: What to Expect
Printer lease pricing varies widely based on speed, features, and monthly print volume. Here is what businesses typically pay right now.
| Category | Monthly Volume | Lease Cost (Per Month) | Best For |
|---|---|---|---|
| Entry-Level B&W | Up to 2,000 pages | $75 – $150 | Small offices, home offices |
| Mid-Range Color MFP | 2,000 – 10,000 pages | $150 – $350 | Growing teams, mixed workloads |
| High-Volume Production | 10,000+ pages | $350 – $600+ | Print-heavy departments, large offices |
Most lease terms run 36, 48, or 60 months. Shorter terms mean higher monthly payments but more flexibility to upgrade sooner. Longer terms lower your monthly bill, yet they lock you into the same equipment for years.
Cost-per-click rates matter just as much as the lease payment itself. Black-and-white pages typically run around $0.009 each; color pages cost $0.06 to $0.10 each. Those per-page charges add up fast if you print thousands of pages monthly.
Top Models
Best Printer Models to Lease for Your Business in 2026
Not every printer fits every office. Your ideal model depends on print volume, color needs, scanning requirements, and budget. Here are the top models worth considering this year, organized by business size.
Best for Small Offices: Canon Color imageCLASS MF665Cdw
If your team prints fewer than 2,000 pages per month, this compact all-in-one color laser punches above its weight. It prints up to 26 pages per minute, handles scanning and copying, and connects over Wi-Fi or Ethernet. The automatic duplex printing cuts paper costs nearly in half. Lease payments for this class of machine start around $75 to $120 per month.
Best All-Rounder: Xerox VersaLink C405
The VersaLink C405 earns its reputation as one of the most versatile mid-range color MFPs available. It offers strong print quality, a touchscreen interface, and built-in cloud connectivity for Google Drive, Dropbox, and OneDrive. Security features include secure print release and encrypted data transmission. Expect lease rates between $150 and $250 per month.
Best for Growing Teams: Canon imageRUNNER ADVANCE DX C5850i
This machine is built for offices producing 5,000 to 15,000 pages monthly. It prints at 50 pages per minute in color, includes advanced scanning workflows, and integrates with document management systems. Canon’s imageRUNNER series consistently ranks high for enterprise uptime and fleet management. Leases typically fall in the $250 to $400 range.
Best for High Volume: Xerox AltaLink C8145
Large offices and departments that need serious throughput should look at the AltaLink C8145. It handles complex finishing tasks, supports up to 13″ x 19″ media, and includes McAfee-embedded security for enterprise-grade protection. The AltaLink line dominates the mid-to-large office space with robust workflow integrations. Monthly lease payments start around $350 and climb based on configuration.
Best for Speed: HP LaserJet Enterprise MFP M631h
With a monthly duty cycle of up to 300,000 pages, the M631h tackles high-demand environments without breaking a sweat. It prints 52 pages per minute in black and white, offers pull-printing for security, and integrates with HP’s JetAdvantage management suite. This model suits offices where speed and reliability outrank color capability.
Best for Versatility: Ricoh IM C3010
Ricoh’s IM C series brings smart operation panels, cloud-based workflow apps, and strong color output to mid-size offices. The IM C3010 prints 30 pages per minute in color and handles scanning, copying, and faxing. Its open API platform lets you customize workflows to match your specific processes. Lease rates sit in the $200 to $350 range.
Key Features
What to Look for When Leasing a Printer in 2026
Choosing the right printer involves more than picking the cheapest lease rate. Here are the features that separate a good lease from a frustrating one.
- Print Speed (PPM): Match pages-per-minute ratings to your actual daily volume. A 25 PPM machine works fine for small teams; high-volume offices need 45 PPM or faster.
- Multifunction Capability: All-in-one machines that print, scan, copy, and fax reduce the number of devices cluttering your office and cut total costs.
- Security Features: Look for encrypted data transmission, secure print release, user authentication, and hard drive encryption. Xerox AltaLink models include McAfee-embedded security as standard.
- Cloud Integration: Modern printers should connect to Google Workspace, Microsoft 365, Dropbox, and cloud-based document management platforms.
- Mobile Printing: Apple AirPrint, Google Cloud Print alternatives, and vendor-specific mobile apps let your team print from phones and tablets.
- Automatic Duplex Printing: Two-sided printing saves paper and reduces supply costs. Most business-grade models include this feature.
- Total Cost of Ownership: Factor in the lease payment, cost-per-click charges, paper, and any overage fees. The cheapest lease is not always the cheapest total cost.
- Maintenance and Support: Confirm whether the lease includes regular maintenance, toner replacement, and repair service. Our team includes full-coverage service with every lease agreement.
Comparison
Leasing vs. Buying a Printer: Which Makes More Sense?
This is the question every office manager asks eventually. And the honest answer is: it depends on your situation.
| Factor | Leasing | Buying |
|---|---|---|
| Upfront Cost | $0 to minimal | $3,000 – $15,000+ |
| Monthly Payment | $75 – $600+ | None after purchase |
| Maintenance | Usually included | Your responsibility |
| Technology Upgrades | Easy at lease end | Requires new purchase |
| Tax Treatment | Operating expense (deductible) | Section 179 deduction (year of purchase) |
| Total 5-Year Cost | Higher in some cases | Often lower for stable needs |
| Flexibility | High (upgrade every 3-5 years) | Low (stuck with equipment) |
Leasing works best when you want predictable monthly costs, need to preserve cash flow, or plan to upgrade equipment every few years. Buying makes sense if your print needs are stable, you have capital available, and you want to avoid long-term contracts.
For most small and mid-size businesses in Michigan, leasing wins. Why? Because technology changes fast, and being locked into a machine purchased five years ago means you miss out on better security, faster speeds, and cloud integration features.
Hidden Costs
Watch Out for These Printer Lease Pitfalls
Not every lease agreement is created equal. Some contracts hide costs that catch businesses off guard. Here is what to watch for before you sign.
Overage Charges
Your lease includes a set number of pages per month. Go over that limit and you pay per-page overage fees, sometimes at rates much higher than your standard cost-per-click. Ask your vendor for realistic volume estimates and negotiate a buffer.
Early Termination Fees
Need to get out of a lease early? Most contracts charge a penalty, often the remaining monthly payments in full. Read the early termination clause carefully before committing.
End-of-Lease Surprises
Some leases require you to return equipment in specific condition, pay equipment removal fees, or automatically renew if you do not provide written notice within a narrow window. We structure transparent lease agreements without hidden renewal traps.
Software and Integration Add-Ons
Cloud integrations, advanced scanning software, and security packages sometimes carry additional monthly fees beyond the base lease. Clarify what software is included and what costs extra upfront.
Industry Data
What Businesses Actually Spend on Printing
Printing costs add up faster than most people realize. And understanding these numbers helps you make a smarter leasing decision.
The average company spends 1% to 3% of its total annual revenue on printing. For a business generating $2 million annually, that translates to $20,000 to $60,000 per year on print-related expenses alone. Per employee, expect roughly $725 per year (or about $60 monthly) based on an average of 10,000 prints per person annually.
Where does all that money go? Paper and toner are the obvious culprits. But maintenance, repairs, downtime, and wasted prints account for a surprising share. A managed print strategy that includes leased equipment can reduce total print spending by 20% to 30% according to industry estimates.
Color printing drives costs especially high. A single color toner cartridge can run $300 to $450, while a black-and-white cartridge typically costs $100 to $150. If your office prints heavily in color, your cost-per-page analysis should weigh color volume carefully.
Printer Types
Which Type of Printer Should You Lease?
The right printer type depends on what your team actually does every day. Here is a quick breakdown.
Laser Printers
Best for offices that print primarily text documents in high volume. Laser printers deliver sharp text, fast output, and low cost-per-page. They handle thousands of pages per month without slowing down.
Color Laser MFPs (Multifunction Printers)
These all-in-one machines print, scan, copy, and fax. They suit offices that need color capability alongside high-volume black-and-white output. Models like the Xerox VersaLink C405 and Canon imageRUNNER DX C5850i fall into this category.
Inkjet Printers
Ink tank printers from brands like Epson have improved dramatically. They offer lower cost-per-page for color printing, making them viable for small offices with moderate volume. But for heavy-duty business use, laser still leads.
Production Printers
If your business handles marketing materials, booklets, or large print runs in-house, production-class machines like the Ricoh Pro C901 or Xerox PrimeLink series offer commercial-grade output. These carry higher lease rates ($500+/month) but eliminate outsourcing costs.
Security
Printer Security Features You Cannot Ignore
Did you know your office printer can be a cybersecurity vulnerability? Printers store sensitive documents on internal hard drives, connect to your network, and process confidential data daily. According to CISA, unsecured network devices (including printers) are a common entry point for cyberattacks.
About 79% of organizations are increasing investments in print security solutions in 2026. The trend is clear: businesses are taking printer security seriously.
When evaluating a lease, ask about these security features:
- Secure Print Release: Documents wait in a queue until the user authenticates at the machine, preventing sensitive pages from sitting in the output tray.
- Hard Drive Encryption: Encrypts data stored on the printer’s internal drive so it cannot be recovered if the machine is returned or stolen.
- User Authentication: PIN codes, badge readers, or biometric options control who can access the printer.
- Firmware Integrity: HP and Xerox models check firmware at startup to detect tampering.
- Network Segmentation Support: Place printers on a separate network segment to limit lateral movement if a breach occurs.
Our team helps Michigan businesses configure printer security as part of every managed IT engagement, ensuring your leased equipment does not become a weak link.
Smart Decisions
How to Choose the Right Lease Term
Lease term length impacts both your monthly cost and your flexibility. Here is how to think about it.
A 36-month lease gives you the most flexibility. You upgrade sooner, stay current with technology, and avoid being stuck with aging equipment. Monthly payments are higher, but you gain agility.
The 48-month lease balances cost and flexibility. It is the most common term for mid-size businesses that want reasonable payments without committing for a full five years.
A 60-month lease delivers the lowest monthly payment. But five years is a long time in printer technology. If your needs change (and they probably will), you could find yourself paying for a machine that no longer fits.
What should you pick? For most businesses, 36 or 48 months hits the sweet spot. If cash flow is tight and your print needs are very stable, 60 months can work. Just confirm the contract includes a mid-term upgrade option.
Partner Benefits
How Kraft Business Systems Helps Michigan Businesses Lease Smarter
Choosing a printer lease is only half the equation; the vendor you partner with determines your experience. Kraft Business Systems has served Michigan businesses since 2005 with transparent lease agreements, responsive service, and the right equipment for each client’s needs.
Top-Tier Equipment
We carry Canon, Xerox, HP, Ricoh, and Konica Minolta models matched to your exact print volume and workflow.
Included Maintenance
Every lease includes proactive maintenance, toner replenishment, and fast repair response throughout West Michigan.
Print Security
We configure secure print release, encryption, and network protection so your printers are not a cybersecurity gap.
Print Analytics
Usage monitoring and reporting identify waste, optimize device placement, and reduce total print spend by up to 30%.
Cloud Integration
We connect your leased printers to Microsoft 365, Google Workspace, and your document management platform.
Local Support
Based in Caledonia, MI, our technicians serve Grand Rapids, Kalamazoo, Traverse City, Detroit, and surrounding areas.
FAQs
Frequently Asked Questions About Printer Leasing
How much does it cost to lease a printer for a small business?
Small business printer leases typically range from $75 to $150 per month for entry-level black-and-white models. Mid-range color multifunction printers run $150 to $350 per month. The exact price depends on print speed, features, and your monthly page volume.
What is included in a printer lease agreement?
Most business printer leases include the equipment itself, regular maintenance, toner or ink supplies, and usage monitoring. Some vendors also include software integrations and cloud connectivity. Always confirm what is covered before signing.
Can I upgrade my printer during the lease term?
Many lease agreements allow mid-term upgrades, though the terms vary by vendor. We work with clients to accommodate technology changes during the lease period. Ask about upgrade clauses before committing.
What happens at the end of a printer lease?
At lease end, you typically have three options: return the equipment, purchase it at fair market value, or sign a new lease for upgraded equipment. Avoid contracts that auto-renew without clear written notice requirements.
Is leasing a printer tax deductible?
Yes. Printer lease payments are generally classified as an operating expense and are fully deductible in the year they are paid. Purchasing equipment may qualify for a Section 179 deduction instead. Consult your tax advisor for specifics.
What brands does Kraft Business Systems lease?
We offer printers and copiers from Canon, Xerox, HP, Ricoh, and Konica Minolta. Our team matches the right brand and model to your volume, features, and budget requirements.
How do I calculate the total cost of a printer lease?
Add your monthly lease payment, cost-per-click charges (based on estimated page volume), paper costs, and any overage fees. Compare this total against the purchase price plus maintenance and supply costs over the same period to determine which option saves more.
What is cost-per-click pricing for leased printers?
Cost-per-click (CPC) is a per-page charge built into most lease agreements. Black-and-white pages typically cost around $0.009 each; color pages range from $0.06 to $0.10 each. CPC covers toner and maintenance in many agreements.
Do leased printers come with cybersecurity features?
Business-grade leased printers from brands like Xerox and HP include security features such as encrypted storage, secure print release, user authentication, and firmware integrity checks. Our technicians configure these protections as part of every deployment.
Why should I lease a printer instead of buying one?
Leasing eliminates large upfront costs, includes maintenance and support, lets you upgrade every few years, and provides predictable monthly expenses. About 80% of business printers in the U.S. are leased rather than purchased because of these advantages.
What printer lease term length is best for my business?
A 36-month term offers the most flexibility for technology upgrades. The 48-month option balances monthly cost and flexibility well. Going with 60 months delivers the lowest payment but limits your ability to upgrade. Most Michigan businesses choose 36 or 48 months.
Does Kraft Business Systems serve businesses outside Grand Rapids?
Yes. We are headquartered in Caledonia, MI, and serve businesses throughout Michigan, including Grand Rapids, Kalamazoo, Traverse City, Lansing, Detroit, and surrounding communities.
Ready to Find the Right Printer Lease for Your Business?
Kraft Business Systems helps Michigan businesses lease the right printers at the right price, with transparent contracts and included maintenance. Let us find the best fit for your office.
Call (616) 800-7682
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