Are There Any Hidden Fees With Copier Leases?

By the End of This Article, You Will Learn:

• What common “hidden” costs to look for in copier lease agreements.
• Why copier leases include fees beyond just the monthly payment.
• How to avoid unexpected charges and choose a lease that fits your business needs.

Are There Hidden Fees in Copier Leases?

Many businesses enter into copier leases expecting to pay only a fixed monthly fee, but there are often additional costs that can come up throughout the lease term. These costs aren’t necessarily “hidden” in the sense of being deceptive, but they are important to understand upfront so there are no surprises.

Here are some of the most common additional costs that can arise during a copier lease:

1. End-of-Lease Return Costs

At the conclusion of a lease, you are responsible for returning the copier to the leasing company. This typically involves:

• Shipping costs, which can range from $200 to $500 depending on the size of the machine.
• Packaging fees if the copier needs to be properly prepared for transport.

Since many businesses don’t realize this in advance, the return fee can be an unexpected expense at the end of the lease.

2. Service Contract Price Escalation (Typically 7% Per Year)

Copiers require more maintenance as they age. Because of this, most service contracts include an annual escalation clause, typically around 7% per year. This increase accounts for:

• The higher likelihood of breakdowns and part replacements.
• Rising labor costs for service technicians.
• General inflation affecting copier maintenance.

Understanding this escalation factor helps businesses plan their long-term costs more accurately.

3. 24/7 Phone Support Fees

Most standard copier leases include business-hours support, but 24/7 phone support is typically an extra cost. If your business needs after-hours or weekend support, expect an additional fee to cover extended service availability.

4. Expedited Shipping for Supplies

With modern copier leasing software, toner and other supplies are automatically shipped well before they run out. However, if you unexpectedly need toner or parts overnight, expedited shipping is not covered under most lease agreements.

• Standard delivery is included in most service plans.
• Overnight or rush orders will incur additional shipping charges that can range from $50 to $150.

To avoid these costs, businesses should monitor supply levels and ensure auto-delivery settings are correctly configured.

5. Lease Origination Fees (But Not With Us!)

Most leasing companies charge a one-time lease origination fee, typically between $50 and $200. This fee covers:

• Administrative costs for processing the lease.
• Underwriting and credit approval expenses.
• Initial setup and documentation fees.

At Pahoda Copiers & Printers, we include this as part of the lease, meaning you won’t be charged separately for this fee. However, other leasing companies may charge this as an upfront cost.

6. Abuse or Accidental Damage Charges

Service contracts cover normal wear and tear, but damage due to misuse or accidents may result in additional costs. This includes:

• Spilling liquids into the copier, damaging internal components.
• Running the wrong type of paper or materials that jam or harm the machine.
• Attempting DIY repairs that void the service agreement.

To avoid these costs, businesses should train employees on proper copier usage and ensure machines are used as intended.

7. Network Reinstallation Costs

If your business redesigns or upgrades its network, the copier may need to be reconfigured or reinstalled to work with the new system.

• If your IT team handles the reinstall, there’s no additional cost.
• If the copier provider needs to send a technician to set up the machine again, there may be a service charge depending on the complexity of the reinstallation.

This is something to plan for when making major network or IT infrastructure upgrades.

How to Avoid Unexpected Costs in a Copier Lease

While some of these costs are unavoidable, businesses can reduce surprises by:

✔ Asking upfront about end-of-lease return fees.

✔ Understanding service contract escalations and budgeting accordingly.

✔ Confirming whether 24/7 support is necessary or if business-hours support is enough.

✔ Ensuring auto-supply replenishment is set up correctly to avoid expedited shipping costs.

✔ Verifying if the lease origination fee is included or extra.

✔ Training employees on proper copier use to prevent damage-related charges.

Final Thoughts: Transparency Matters

Copier leases are designed to be cost-effective, but it’s important to understand the full scope of costs beyond the monthly payment. At Pahoda Copiers & Printers, we believe in full transparency and help businesses understand all potential fees before signing a lease.

If you have questions about copier leases, pricing, or service plans, our team is happy to guide you through the process.

📞 Contact us today to get clear answers and find the best copier lease for your business!