When a business needs a new printer or photocopier, the decision is not always as simple as choosing which machine to buy.
There is another important question to answer:
Should your business buy the equipment outright or lease it?
For a small office, this may be a relatively straightforward decision. For a larger business with multiple employees, higher print volumes and ongoing equipment requirements, the decision can involve several different considerations.
Cash flow, equipment requirements, maintenance, contract terms, upgrades and the expected lifespan of the machine can all play a part.
The Copier Man works with Brisbane businesses on printer and photocopier sales as well as rental options, helping businesses find printing equipment suited to their requirements.
This guide explains the practical differences between buying and leasing so you know what questions to ask before making a decision.
What Does It Mean to Buy a Printer?
Buying a printer means purchasing the equipment outright.
Once the purchase has been completed, the business owns the machine and is responsible for the associated operating costs and maintenance arrangements.
For some businesses, this can be a straightforward approach.
You pay for the equipment, have it installed and use it as part of your workplace.
Buying may appeal to businesses that:
- Have the available capital
- Want to own their equipment
- Expect to keep the machine for several years
- Prefer not to have an ongoing equipment lease
- Want control over what happens to the machine in the future
The actual costs will depend on the equipment and the arrangement with the supplier.
What Does It Mean to Lease a Printer?
Leasing involves using the equipment under an agreement for an agreed period, usually in exchange for regular payments.
The specific terms vary between agreements, so businesses should always read the contract carefully and understand exactly what is included.
Leasing can appeal to businesses that would rather spread the cost of equipment over time instead of paying the full purchase price upfront.
It can also provide an opportunity to access business equipment while retaining available capital for other business requirements.
However, the monthly payment should not be the only factor considered.
You should understand the total cost of the agreement, including any applicable fees, maintenance arrangements, consumables and end-of-term obligations.
What Are the Benefits of Buying a Printer?
You Own the Equipment
One of the most straightforward benefits of buying is ownership.
Once the purchase has been completed, the business owns the equipment.
This can provide more flexibility over what happens to the machine later, subject to its condition and any other relevant arrangements.
No Ongoing Lease Commitment
Buying can also mean avoiding a longer-term lease commitment.
For businesses that have the available funds and know what equipment they need, purchasing outright can be a straightforward solution.
It May Suit Long-Term Use
If your business expects to use the same equipment for many years, purchasing may be worth considering.
The longer you intend to keep a machine, the more important it becomes to understand its reliability, servicing requirements and ongoing operating costs.
You Can Compare the Full Cost of Ownership
With an outright purchase, you can look at the purchase price alongside the expected costs of toner, maintenance, servicing and repairs.
This can make it easier to consider the equipment as a long-term business asset rather than simply looking at a monthly payment.
What Are the Benefits of Leasing a Printer?
Lower Initial Outlay
One reason businesses consider leasing is that it can reduce the amount of money required upfront.
Instead of paying the full equipment purchase price immediately, the cost is spread across the agreement.
This can help a business manage its available cash for other expenses.
Predictable Payments
Regular payments can make equipment expenditure easier to account for.
However, businesses should always compare the total amount payable over the full term rather than focusing only on the monthly figure.
Access to More Capable Equipment
Leasing may allow some businesses to consider equipment that would require a larger upfront investment if purchased outright.
Whether that makes sense depends on the business’s printing requirements and the overall cost of the agreement.
Potential Equipment Changes
Depending on the agreement, there may be options for upgrading or changing equipment at the end of a lease.
These arrangements vary, so businesses should confirm the details before signing.
Is Buying or Leasing Cheaper?
This is one of the first questions many businesses ask.
The answer depends on the individual equipment, purchase price, lease terms, maintenance arrangements, usage and how long the business intends to keep the machine.
Rather than asking which option has the lowest monthly cost, compare the overall cost.
For a purchase, consider:
Purchase price + toner + servicing + maintenance + repairs + other operating costs
For a lease, consider:
Lease payments + applicable fees + toner + servicing + maintenance + end-of-term costs
The exact figures will depend on your agreement and equipment.
This is why it is important to request clear pricing and understand what is included before making a decision.
What About Maintenance and Repairs?
Maintenance should be part of the conversation before you buy or lease a printer.
A printer is a working piece of office equipment. If it stops functioning, employees may be unable to complete important tasks.
Ask the supplier:
- Who services the machine?
- Is maintenance included?
- Are repairs included?
- What does the warranty cover?
- How quickly can a technician attend?
- Is a loan machine available?
- Who pays for replacement parts?
- Are toner and consumables included?
The Copier Man provides printer and photocopier repairs in Brisbane, including ongoing servicing and maintenance options. The company also states that loan machines can be available while equipment is being repaired.
Knowing where support comes from can be just as important as deciding how you will pay for the machine.
What About Toner and Consumables?
A printer cannot operate without consumables.
Depending on the machine, this may include toner, ink and other replacement items.
Before purchasing or leasing, ask how much these items are likely to cost and whether your supplier can provide them.
The Copier Man supplies toner and ink for major brands including Xerox, Toshiba and Kyocera, and offers a toner guarantee on applicable supplies.
For a business with significant print volumes, understanding consumable costs can help you make a more informed equipment decision.
What Happens at the End of a Printer Lease?
This is a question you should ask before entering into a leasing agreement, not when the agreement is about to finish.
Find out:
- When does the agreement end?
- Do you return the equipment?
- Can you purchase it?
- Can you upgrade?
- Is there a final payment?
- Are there additional fees?
- What happens if your business no longer needs the machine?
- What happens if your printing requirements change?
The answers depend on the specific agreement, so make sure everything is clearly explained before signing.
What If Your Business Is Growing?
A business printer that works well today may not be suitable several years from now.
If your business is growing, consider whether your printing requirements are likely to change.
You may have:
- More employees
- Higher print volumes
- Additional departments
- Greater scanning requirements
- More colour printing
- Larger document workloads
This is another reason to think about the expected lifespan of your equipment and the flexibility of any lease or purchase arrangement.
Buying vs Leasing a Printer: Questions to Ask
Before deciding, ask your printer supplier these questions.
About the equipment
- What machine would suit our print volume?
- Is a multifunction printer more appropriate?
- Do we need A3?
- Do we need colour?
- How many users can the machine support effectively?
About buying
- What is the total purchase price?
- What warranty is included?
- What will servicing cost?
- What are the expected toner costs?
- Can you provide ongoing maintenance?
About leasing
- What is the total amount payable over the agreement?
- What is included in the monthly payment?
- What is not included?
- What happens if the machine requires repairs?
- What happens at the end of the agreement?
- Can the equipment be upgraded?
About support
- Do you provide delivery?
- Is installation included?
- Can you set up the machine?
- Can you train our staff?
- Do you provide local repairs?
- Can we purchase toner from you?
The more detailed your questions are, the easier it becomes to compare different options properly.
What About Buying a Refurbished Printer?
Buying and leasing are not the only choices businesses have.
Another option is purchasing refurbished equipment.
A refurbished printer or photocopier can provide a different balance between upfront cost, equipment capability and ownership.
The Copier Man offers refurbished equipment as well as new machines, with refurbished machines professionally serviced and applicable equipment backed by warranty support.
If you are considering this option, read our guide: New vs Refurbished Printers: Which Is Right for Your Business?
Understanding all of your options can help you avoid choosing a payment structure before you have established what equipment your business actually needs.
Start With the Printer, Not the Payment
One of the easiest mistakes to make is deciding how you want to pay before deciding what your business actually needs.
Start with the equipment.
Ask: What does our business need this machine to do?
Then consider:
- How much will we print?
- How many people will use it?
- Do we need colour?
- Do we need scanning?
- Do we need A3?
- How important is print speed?
- How long do we expect to keep the equipment?
- What level of support do we need?
Once you understand those requirements, you can compare purchasing and leasing options more effectively.
Why the Supplier Matters
A printer supplier can provide much more than the equipment itself.
For businesses that depend on printing every day, having access to installation, repairs, maintenance, toner and technical support can make the entire process easier.
The Copier Man has more than 30 years of industry experience and provides printer and photocopier sales, repairs, rentals, toner and ongoing support to Brisbane businesses.
The company also provides delivery, installation and setup for clients in its service area, as well as training for core staff members.
This gives businesses the opportunity to discuss the equipment and the ongoing support requirements together.
Buying vs Leasing: Consider the Whole Picture
There is no single payment option that suits every business.
Buying can provide ownership and may suit businesses with available capital that want to keep their equipment for the longer term.
Leasing can provide an alternative way to access equipment while spreading payments over an agreed period.
The important thing is to compare the complete arrangement rather than focusing on one figure.
Look at the equipment, total cost, maintenance, toner, servicing, contract terms, support and what happens when the agreement ends.
That way, your decision is based on how the equipment will actually work for your business.
Talk to Brisbane’s Printer Specialists About Your Options
Choosing the right business printer involves more than comparing prices. Whether you’re researching printer sales, considering a lease, or deciding between new and refurbished printers, The Copier Man can help you understand the available options and choose equipment that fits your workplace. With 60+ five-star reviews, you can also see the strong customer feedback behind the business.
Explore printer and photocopier sales in Brisbane or contact The Copier Man to discuss your printing needs, equipment options and ongoing support.
