Office Copiers and Printers: Buying, Leasing, and Renting Explained

What does your business technology acquisition strategy look like? For many companies, this looks like either buying or leasing office equipment, or signing a service agreement including device rentals. Each option has its advantages and trade-offs, and the right fit for your business depends on factors such as usage, budget, flexibility, technical support, and even tax benefits.

Let's dig into the pros and cons of buying, leasing, and renting copiers and printers to help you decide the best fit for your business. For additional assistance, UBEO offers a Business Technology Assessment (BTA) where our experts evaluate your print environment and goals to recommend the perfect solution for your team.

What's the Difference Between Leasing,  Buying, and Renting Copiers and Printers?

Before we dive in, let's clarify what we mean by these terms.

• Leasing involves signing a contract and paying a monthly fee to use a specific printer (usually identified by serial number) for a set period. Typically, the user won't own the printer after the lease ends. This option often involves a copier lease agreement.
• Buying means purchasing the printer outright, either paying in full or financing. The printer then immediately becomes the company's property.
• Renting with a service agreement is another option that is often less well-known. It involves signing a contract and paying a monthly fee for printer services as a whole, rather than being tied to a specific machine. This option often provides more flexibility than traditional printer leasing.

Buying a Copier and Printer: Pros and Cons

If you're growing your fleet, buying outright means making an upfront investment. This can be great for keeping a machine long-term and maintaining the ability to customize it as needed, but it also leaves you responsible for repairs and potential unexpected expenses and downtime.

Pros

Buying an office copier and printer offers several advantages: 

1. Full ownership and control: You can customize the device to fit your specific business needs.
2. Tax deductions: The cost of buying office equipment can often be deducted, providing potential financial benefits.
3. Unlimited usage: Your copiers and printers are free from usage restrictions occasionally seen on lease agreements.
4. Long-term savings: Depending on how long you keep your business equipment, your purchase can eventually result in cost savings. However, this does leave you responsible for maintenance, new parts, and repairs.
5. Resale opportunities: Your team has the flexibility to sell the copier or printer if need be, potentially recouping some portion of your investment.
6. Transparent Costs: Buying the printer outright eliminates the risk of hidden fees sometimes found in leases.

Cons

However, buying also comes with a few drawbacks:

1. Maintenance and repairs: When purchasing copiers and printers, you become fully responsible for the upkeep, including sourcing labor and replacement parts. Without in-house support, this can become challenging and costly.
2. High upfront cost: The initial investment is often expensive, particularly for multi-function printers and copiers.
3. Risk of technological obsolescence: Your printer may become outdated and miss key features found in newer models, requiring you to replace the equipment and handle its proper disposal.

Copier and Printer Leases: Pros and Cons

Leasing may seem like the best option if buying a printer and copier isn't a good fit. It offers more predictable costs and helps you avoid being stuck with obsolete or broken equipment. However, leases often contain hidden fees and lack needed support.

Pros

Leasing a copier and printer has a multitude of benefits:

1. Lower initial costs: Leasing allows you to access high-quality equipment at a lower entry price.
2. Predictable monthly costs: Equipment lease agreements typically have fixed terms ranging from 36 to 60 months.
3. Comprehensive service coverage: Most copier and printer leases include regular maintenance and supply fulfillment of ink and toner cartridges.

Cons

However, leasing copiers and printers still comes with a few potential disadvantages:

1. Higher long-term cost: While the initial monthly charges are lower than buying, you may end up paying a total price that exceeds the outright purchase cost.
2. Contract rigidity and hidden fees: Printer and copier lease contracts can be restrictive with concealed costs. We recommend confirming your provider offers preventative maintenance rather than a reactive, break-fix model.
3. Reduced flexibility: Equipment replacements can be potentially challenging as they often require contract adjustments or rollovers. The restrictive nature can also pose a challenge if your business needs to shift or scale unexpectedly.
4. Limited technical support: Even with maintenance included, there are occasions where service will be delayed.
5. Lack of product ownership: While listed as a drawback, this could potentially be an advantage if you're looking to avoid dealing with disposal or reselling.

A Powerful Alternative: Rental Agreement

While leasing is a common choice, a lesser-known but powerful alternative is UBEO’s copier and printer rental program. Office equipment rentals deliver many of the same advantages as leasing—such as predictable monthly costs and inclusive supplies—without the drawbacks that come with being tied to a single device.

With UBEO’s rental approach, maintenance and preventative service are always included, and agreements are designed around keeping your business up and running. If your print needs change, we make it simple to scale your devices up or down, or swap in new technology as your business evolves—without hidden fees or complicated renegotiations.

For many organizations, the rental option puts the focus where it belongs: on reliability, long-term satisfaction, and the ability to adapt as your business grows.

Not sure what's best for your company? Our Business Technology Assessment can provide insights into your business' current costs and offer a roadmap to optimize expenses. Whether you're considering a lease buyout agreement, exploring copier lease options, or investigating printer rentals, UBEO has the expertise to guide you towards the most suitable solution.