Leasing vs buying: what to weigh up before your next printer or photocopier

When a business printer or photocopier reaches the end of its useful life, or a new one is needed for growing print volumes, there are generally two routes: leasing the equipment for a set term, or buying it outright, either upfront or through finance. Both are common, and the right choice depends on how a business actually uses the equipment rather than on one option being universally “better”.

What leasing usually means

With a lease, a business pays a regular amount over an agreed term for the use of the equipment, rather than owning it outright. At the end of the term there is typically a decision to make: return the equipment, renew the agreement, or in some cases take on ownership.

What buying usually means

Buying means the printer or photocopier becomes a company asset from the outset, whether paid for upfront or through a finance agreement. Once it’s yours, decisions about servicing, consumables and eventual replacement sit entirely with the business.

Questions worth asking before deciding

How is your print volume likely to change?

A business expecting print volumes to grow, or whose needs might change significantly over the next few years, may find it easier to step up to different equipment under a lease than under an outright purchase.

How long do you expect to keep doing the same job with it?

Equipment bought outright and properly maintained can have a long useful life. If a business’s requirements are stable and unlikely to change, ownership removes the question of what happens when a lease term ends.

Who handles servicing and consumables?

This is a separate question from the finance decision. Servicing, repairs and consumable supply can be arranged independently of whether the equipment is leased or owned – through a one-off repair when needed, or an ongoing managed print arrangement either way.

Practical questions to work through

• What happens at the end of the agreed term – return, renew, or take ownership?
• Is servicing and consumable supply included in the agreement, or arranged separately?
• Does the agreement assume a certain print volume, and what happens if you go over it?
• Who is responsible for arranging repairs if something goes wrong during the term?

What this looks like in practice

Whichever route you choose, the equipment still needs the same basic care: regular servicing, the correct consumables, and someone to call when something goes wrong. That ongoing support is arranged separately from the finance decision itself, and is worth planning for before the equipment arrives rather than after the first fault call.

There isn’t a single right answer

Some businesses prefer the predictability of a lease; others prefer owning equipment outright and having full control over it. Both are reasonable choices, and the right one depends on how your business actually prints, not on which option sounds simpler on paper.

If you’re weighing up your next printer or photocopier and want to talk through the practicalities, get in touch. You’ll speak directly to the engineer, not a call centre – call 07730 330415 or visit our contact page.