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Printers and copiers aren’t exactly impulse buys. If you’ve recently looked into replacing one, you’ve probably felt the sticker shock firsthand. Even entry-level office printers can cost upwards of $1,000, while advanced machines easily reach $20,000 or more. And that’s before you factor in supplies, maintenance, and add-ons.
So how do you make the right choice without overspending?
As long-time print vendors with decades of experience helping businesses make smarter print investments, we understand how important it is to get real value and not just a cheaper price tag. We also know that when it comes to business equipment, getting a “deal” doesn’t mean much if you end up paying more later in service calls, supply headaches, or downtime.
In this article, you’ll learn three reliable, field-tested ways to save money when purchasing or leasing a printer or copier. These are practical tips that work whether you're outfitting a small office or upgrading your entire print fleet. Plus, we’ll show you how to take advantage of end-of-year tax savings and avoid common pitfalls that catch buyers off guard.
Table of Contents
- What to Know Before You Buy
- 3 Smart Ways to Save Money
- Look for Promotions & End-of-Quarter Deals
- Take Advantage of End-of-Year Incentives
- Leverage Special Pricing Options
- Don’t Buy Cheap, Buy Smart
- Your Next Step - Smart Savings Start Now
What to Know Before You Buy
Before you jump into pricing tactics, it’s important to think about what you actually need from your printer or copier. Choosing the right machine upfront can save you far more money than scoring a discount on the wrong one.
Here are five quick but crucial questions to consider:
- What’s your monthly print volume?
- How many people will be using the device?
- Do you need features like stapling, hole-punching, scanning to cloud, or secure printing?
- What kind of space are you working with?
- Who’s handling maintenance, supplies, and service?
You might also consider whether you want to lease your machine rather than purchase it upfront.
Cutting corners here usually leads to overspending later on things like replacement machines, supply costs, or service calls. To understand the full picture of what a printer will really cost you over time, check out our blog on How Much Does a Printer/Copier Cost?
If you want a full breakdown of how to make a smart decision, check out our Printer Leasing & Purchasing Guide. It’s packed with no-nonsense advice and real-world scenarios.
3 Smart Ways to Save Money
Look for Promotions & End-of-Quarter Deals
One of the easiest ways to save is to time your purchase with manufacturer or vendor promotions. Many print vendors (including us) offer regular discounts based on inventory, end-of-quarter sales targets, or manufacturer incentives.
Manufacturers often offer discounts to dealers for certain models they’re trying to push due to things like overstock or a newer model coming out. These discounts can and should be passed on to you, but you won’t always find them advertised.
Pro Tip: Always ask. It sounds obvious, but many organizations never think to ask if any models are on special. Even better, make that ask during the last few weeks of a quarter, when vendors may be more willing to negotiate to meet their quotas.
Also, if you’re evaluating multiple vendors, let them know that. A competitive quote can open the door to better pricing.
CTA: Request a quote and we’ll tell you exactly what promotions are active now.
Take Advantage of End-of-Year Incentives
There’s another perfect time to buy or lease a printer, and that’s at the end of the calendar year.
Vendors are often trying to reduce inventory before new models arrive. To do that, they’ll offer deeper discounts on current machines, especially if they’re trying to hit annual sales numbers.
But here’s where it gets even better: If you buy and install your equipment before December 31st, you may qualify for a major tax deduction through Section 179.
This IRS tax incentive allows businesses to deduct the full purchase price (although there is a limit) of qualifying equipment from their taxable income in the same year it's put into use.
Not sure how Section 179 works? Download our 2025 Printer Tax Savings Guide for a clear explanation of how to use this deduction to your advantage.
Pro Tip: Don’t wait until mid-December. If you want to claim a Section 179 deduction this year, your printer needs to be ordered and installed by December 31st.
Leverage Special Pricing Options
If you work in a school, hospital, government office, or other qualifying organization, you might be eligible for special pricing. This can be obtained through cooperative purchasing contracts or manufacturer-specific programs.
Cooperative purchasing agreements like TIPS, NASPO, or Provista negotiate large-scale pricing with manufacturers. If your organization is a member, you can access these discounted rates without having to negotiate from scratch.
There are also direct discounts available for:
- Non-profits
- Veteran-owned businesses
- Religious institutions
- Bulk purchases (e.g. buying multiple printers at once)
Want to learn more about how special pricing works? Read our guide on special pricing and how to qualify.
Pro Tip: Join a cooperative purchasing organization (many are free) and always ask your vendor if your organization qualifies for special pricing. You might be surprised by what’s available.
Don’t Buy Cheap, Buy Smart
It’s tempting to grab the lowest-priced option on the shelf. But cheaper up front doesn’t always mean cheaper over time.
Here’s why:
- Inexpensive machines may not handle your volume, leading to early breakdowns.
- Cheaper printers often have higher cost-per-page supply costs.
- Some budget machines don’t qualify for long-term service contracts.
It’s a classic “you get what you pay for” scenario. But it’s avoidable if you match the machine to your real needs and understand what affects long-term cost.
For a deeper dive on this, check out How to Choose a Printer for Your Budget and Business Needs.
Your Next Step - Smart Savings Start Now
At this point, you’ve learned what to look for, how to time your purchase, and where to find savings that go beyond sticker price.
If you already know what machine you need, now’s the time to:
- Request a custom quote to see if you qualify for special pricing or promotions
- Try our product configurator to search models by price, features, and specs
- Download our 2025 Section 179 Guide to see how much you could save with a year-end deduction
