Lease renewal
Printer Lease Renewal Checklist for Australian Businesses
If your printer or copier lease is ending in the next 6 months, this is the order to do things — and the questions to ask before you sign anything new.
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Quick formFor Australian businesses with a printer or copier lease ending in the next 6 months, the recommended process is: start at 90 days out, request your end-of-term statement (final payment, fair-market-value buyout, return shipping liability), get an independent lease quote covering the same volume profile (from $189/month on a 36 to 60 month term), schedule the new install 2 weeks before the old return date so there is no print outage, and audit the old contract for auto-renewal clauses that may extend it without your sign-off.
Why act now
- Auto-renewal clauses inside 60 to 90 days from term end can extend a contract you do not want to keep.
- Migration without overlap means a print outage during the worst possible week.
- A lease quote requested today is a 2-minute job. Done at term end with no time, you will sign whatever the old dealer puts in front of you.
1. At 90 days out: request your end-of-term statement
Email your current finance company (not the dealer) and ask in writing for: the final monthly payment date, the buyout figure (fair market value), the documented return process, and any return-condition fees.
Read the auto-renewal clause carefully. Some leases auto-extend for 6 to 12 months unless written notice is given inside a specific window — typically 60 to 90 days before term end.
2. At 75 days out: get an independent lease quote
Get at least one quote from a provider not affiliated with your current finance company. The new quote should cover the same volume profile (mono pages per month, colour pages per month, finishing requirements).
Compare on monthly cost INCLUDING toner and maintenance, not just hardware lease. A cheaper headline lease with separate toner billing rarely wins on total cost.
3. At 60 days out: lock in your renewal decision
If you renew with the existing dealer, get the new term in writing — not as a verbal extension. Confirm the device model, monthly fee, term length, and what happens at the next end-of-term.
If you switch, schedule the new install for around 2 weeks before the old return-by date. That gives you a safety overlap if anything goes wrong with the migration.
4. At 14 days out: install + test the new device
Confirm scan-to-folder paths still work (your IT or our installer will configure this).
Migrate user PIN codes and authentication settings from the old device. Print a test page from each user account.
Reconfigure default print drivers on staff machines so jobs go to the new device.
5. At return: document the device condition
Photograph the old device before pickup. Some end-of-term return condition fees are disputable when there is photo evidence of normal wear.
Get a signed proof of pickup from the courier or technician. Keep this on file.
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Frequently asked questions
- When should I start the printer lease renewal process?
- Start 90 days before your term ends. That gives time to request the end-of-term statement, get an independent quote, and schedule a new install with a safety overlap before the return-by date.
- Should I buy out my old printer at end of lease?
- Rarely. Fair-market-value buyout figures are typically set high and the device is by then 3 to 5 years old, out of warranty, and approaching end of useful life. The exception is a low-volume device that still has 1 to 2 years of useful life and a low buyout — work the maths against running it as an owned device with separate service contracts.
- Can I switch providers without a print outage?
- Yes — schedule the new device install around 2 weeks before the old return date. Your team uses both devices during the overlap; old device returns on schedule; no outage. We handle the install and scan-to-folder configuration as part of the lease.
- What if my current lease has already auto-renewed?
- Read the renewal terms. Most auto-renewals are at the same rate for 6 to 12 months and can be exited at the next renewal window with proper written notice. Worth getting an independent legal review of the contract if there is any pressure tactic involved.