End-of-Lease Playbook: Avoid Fees and Plan the Next Device Mix

For many businesses, leasing office equipment like printers and copiers is the most practical choice. Leasing spreads out costs, provides access to newer technology, and avoids large upfront investments. However, what often gets overlooked is how important it is to plan for the end of a lease. Many organizations wait until the last minute, which leads to fees, rushed decisions, and missed opportunities.

 

The truth is that lease-end is the perfect time to step back and look at whether your current devices are meeting the needs of your business. It also allows you to consider how your next lease could deliver more value. By approaching lease-end with a plan, you can avoid unnecessary costs while upgrading to a device mix that is smarter, more secure, and better aligned with the way your team works today. 

 

This blog will walk through what to watch for at the end of a lease, how to avoid unnecessary fees, and how to use the transition to set your business up with the right technology for the years ahead.

The Hidden Pitfalls of Lease-End

Lease agreements often contain fine print that can cause costly surprises if not managed carefully. One of the most common issues is automatic renewal. Many leases require written notice well before the expiration date—sometimes 90 to 120 days in advance. Miss that deadline, and you could find yourself locked into another term with equipment that no longer fits your needs.

Another concern is the condition of devices at return. Leasing companies typically allow for “normal wear and tear,” but anything beyond that may result in unexpected charges. Without planning ahead for inspections and maintenance, businesses are often caught off guard by damage fees that could have been avoided.

There is also the less visible cost of holding on to outdated devices. Older printers and copiers tend to be less efficient, break down more frequently, and lack the advanced security features found in newer models. The longer these devices remain in place, the higher the costs in downtime, service calls, and lost productivity.

Finally, data security should not be overlooked. Modern multifunction devices store information on internal hard drives, including copies of scanned or printed documents. If these drives are not properly erased or destroyed before return, sensitive business data could be exposed.

Step One: Pull Out Your Contract Early

Start by locating your lease agreement and reviewing it thoroughly. This shouldn’t wait until the final month—ideally, you should begin six to twelve months before the lease expires.

Pay close attention to three areas: the notice period, the return process, and any upgrade or trade-in clauses. Knowing the exact notice requirements helps you avoid automatic renewals. Understanding the return conditions gives you time to prepare devices and minimize disputes over wear and tear. Reviewing upgrade clauses may reveal opportunities to refresh equipment earlier without penalties, which can save money in the long run.

Even a simple step, like setting calendar reminders well in advance, can prevent missed deadlines and give you the breathing room to explore your options.

Step Two: Audit Your Current Devices

The way your team uses technology has likely shifted since the start of your current lease. Many businesses are printing less overall due to hybrid and remote work, but device placement has become more important. Scanning and digital workflows often matter more than raw print capacity.

Compliance requirements may also be stricter than they were a few years ago. If your devices lack features like secure pull printing, encryption, or user authentication, they may fall short of current security standards.

This is the point to reconsider your mix of devices. Instead of replacing devices one for one, assess whether consolidation or redistribution makes more sense. For some businesses, fewer multifunction devices that combine printing and scanning could be the right fit. For others, strategically placed smaller printers may better support hybrid teams. The goal is to align your fleet with the way your business operates today, not how it looked when you signed the last lease.

Step Three: Rethink Your Mix Based on Today’s Workflows

The way your team uses technology has likely changed since your current lease began. Hybrid and remote work have reduced overall print volumes in many businesses, but they have increased the need for smarter placement of devices. Scanning is often more important now than raw print capacity because teams rely on digital document workflows.

Compliance requirements may also have shifted. Security standards today are much higher than they were even a few years ago. If your current devices don’t support secure pull printing, encryption, or user authentication, they may not meet your organization’s compliance needs.

This is the time to rethink your mix. Instead of replacing devices one for one, consider whether consolidation or redistribution makes more sense. For some businesses, fewer multifunction devices that handle both printing and scanning may be the right solution. For others, placing smaller printers in satellite locations may support hybrid teams better. The key is to align your fleet with how your business runs today, not how it operated when you signed the last lease.

Step Four: Lean on a Managed Print Partner

Navigating the end-of-lease process on your own can be complicated. This is where a Managed Print Services provider can step in to simplify the process and help you make the best decisions for your business.

MPS providers have the tools to benchmark your usage, compare costs, and recommend the right mix of devices. They also have relationships with equipment manufacturers and leasing companies, which often means access to promotions or incentives that are not widely advertised. A provider can negotiate better upgrade paths and handle logistics that you would otherwise have to spend time coordinating.

Another advantage of working with a partner is consolidation. Instead of juggling multiple contracts for printers and copiers, you can often fold everything into a single Managed Print agreement. This not only simplifies billing but also ensures that your devices are supported consistently across the organization.

Step Five: Handle Device Returns Securely

Device return is one of the most overlooked parts of lease-end, yet it carries both security and compliance risks. Simply boxing up a copier and shipping it back without preparing it properly can leave your business exposed.

The first priority is protecting data. Multifunction printers often store document images on internal hard drives. These drives should be wiped to Department of Defense standards or removed and destroyed by your provider. Skipping this step creates an unnecessary risk of data breaches that could compromise sensitive information.

It’s also important to consider what happens to the equipment once it leaves your office. Many Managed Print providers and manufacturers offer recycling or take-back programs that dismantle devices responsibly, reuse components, and dispose of waste in line with environmental standards. Using these programs not only reduces risk of fines or penalties for improper disposal but also supports your organization’s sustainability commitments.

Step Five: Handle Device Returns Securely

Device return is one of the most overlooked parts of lease-end, yet it carries both security and compliance risks. Simply boxing up a copier and shipping it back without preparing it properly can leave your business exposed.

The first priority is protecting data. Multifunction printers often store document images on internal hard drives. These drives should be wiped to Department of Defense standards or removed and destroyed by your provider. Skipping this step creates an unnecessary risk of data breaches that could compromise sensitive information.

It’s also important to consider what happens to the equipment once it leaves your office. Many Managed Print providers and manufacturers offer recycling or take-back programs that dismantle devices responsibly, reuse components, and dispose of waste in line with environmental standards. Using these programs not only reduces risk of fines or penalties for improper disposal but also supports your organization’s sustainability commitments.

Step Six: Budget for the Next Phase

Lease-end is a natural point to bring financial strategy and technology planning together. How you budget now will influence both the terms of your next agreement and the long-term value you get from your equipment.

Timing can play an important role. If your fiscal year is closing, you may be able to apply remaining budget funds toward new equipment. Many vendors also offer year-end promotions that can lower costs or add incentives such as extended warranties and included supplies.

When reviewing expenses, look beyond the monthly lease payment. A true picture of cost comes from total cost of ownership, which factors in supplies, service, downtime, and even energy use. In many cases, a slightly higher lease payment on a more reliable, efficient device ends up costing less over time than a lower lease on a machine that needs frequent service.

Flexibility is another area to weigh carefully. For organizations experiencing growth or adapting to hybrid work models, shorter or more flexible lease terms may provide more value than locking into a long agreement that limits options.

Step Seven: Build the Next Device Mix

The final step is to design a mix of devices that aligns with your business goals while balancing cost, functionality, and future requirements.

Start by evaluating where consolidation makes sense without sacrificing performance. In many cases, replacing multiple desktop printers with a single multifunction device lowers expenses, simplifies management, and improves visibility into usage. Standardizing models across departments or locations can also streamline training for employees and reduce the support burden on IT.

Software should be part of the plan as well. Print management tools add layers of security through user authentication and secure pull printing, while reporting features provide data that can guide smarter decisions in the next lease cycle.

Scalability is equally important. The devices you choose should meet today’s demands but also adapt as your business changes. Features like cloud integration, mobile printing, and modular add-ons ensure that your investment continues to deliver value well into the future.

Turn Lease-End into a Strategic Advantage

The end of a lease should never catch your business off guard. By reviewing your contract early, auditing your devices, rethinking your mix, working with a provider, securing returns, and planning your budget, you can avoid the pitfalls that cost other businesses money.

Even more importantly, lease-end is your chance to modernize your print environment. Rather than renewing the same old equipment, you can design a smarter mix of printers and copiers that supports how your team works.

The end of a lease can be an opportunity to modernize your print environment, improve security, and better manage costs. Working with a Managed Print Services provider gives the guidance and support you need to make the transition smooth and to design a fleet that fits your business today and into the future.

We’re ready to help you work smarter.