Term Rental Versus Leasing for Printers

What does your business tech acquisition strategy look like? Typically, it can look like buying or leasing machines or signing a service agreement including device rentals. Each has benefits and drawbacks, and the right fit for your business depends on factors such as your usage, budget, need for flexibility with business growth, tech support access, and tax benefits. 

What's the Difference Between Leasing,  Buying, and Renting a Printer?

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 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 Printer: Pros and Cons

If you're growing your printer 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 a printer offers several advantages. You have full control and ownership, allowing you to customize the device as needed. The cost of office equipment can be deducted from taxes, providing potential financial benefits. There are no limitations on usage, which can be an issue with some lease agreements. Depending on how long you keep the printer, you might see cost savings over time, although this does leave you responsible for maintenance, new parts, and repairs. If circumstances change, you have the option to sell the printer, potentially recouping some of your investment. Additionally, there are no hidden fees to worry about, which can sometimes be an issue with leases.

Cons

However, buying also comes with drawbacks. You're fully responsible for maintenance and repairs, which can be hard to forecast and potentially expensive. This includes costs for parts and labor, which can be especially challenging if you don't have someone on staff who can handle these tasks. The initial cost can be high, particularly for multi-function printers. The risk of technological obsolescence may also come into play when purchasing a printer outright. If your printer becomes outdated or new features emerge that you don't have access to, you will need to make another purchase and handle the disposal of your equipment.

Printer Leasing: Pros and Cons

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

Pros

The advantages of printer leasing include lower initial costs, allowing you to access good-quality printers without a high upfront investment. Costs are typically predictable, based on fixed term limits usually ranging from 36 to 60 months. Most leases include supply fulfillment for ink and toner cartridges, and maintenance is often included in these offerings.

Cons

However, leasing isn't without its downsides. While the monthly costs may be lower, you may end up paying more in the long run than you would have for the printer itself. You don't own the printer at the end of the lease, which can be a pro if you don't want to deal with disposal or reselling. Printer lease contracts can be rigid, often with hidden fees, and you'll want to ensure your provider offers preventative maintenance rather than relying on a break-fix model. 

While maintenance is typically included, it can sometimes take longer than expected, leading to unexpected downtime. Replacing equipment can be challenging, often requiring contract adjustments or rollovers, potentially under worse terms. The lack of flexibility may also be an issue if your business needs to change or scale unexpectedly.

An Alternative: Rental Agreement

While leasing is a common choice, a lesser-known but powerful alternative is UBEO’s printer rental program. 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 piece of equipment.

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 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, this 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 current costs and offer a roadmap to optimize expenses. Whether you're considering a lease buyout agreement, exploring copier lease options, or investigating printer leasing, UBEO has the expertise to guide you towards the most suitable solution.