Office printer leasing is a structure by which a business pays a recurring fee to use printing equipment over a defined period, rather than purchasing the hardware outright. In effect, the lessee obtains operational access to a printer, while the lessor retains ownership of the asset.
This approach can be tailored in various ways, with options around service, maintenance, consumables, upgrades and end-of-term choices.
How Leasing Agreements Typically Work
A leasing contract generally runs between two and six years, with three-to-five year terms being common in the UK. The lessee pays a fixed monthly or quarterly amount, which may cover the device itself, servicing, replacement parts, and consumables (such as toner and ink), depending on the agreement.
At the end of the term, the business may have options to return the printer, renew the lease, upgrade to a newer model, or sometimes purchase the device at a residual value.
Some leases are structured as operating leases (where the lessee never owns the machine) and others as finance leases (where an option to purchase may exist).
Advantages of Leasing a Printer
Lower Upfront Cost and Better Cash Flow
Leasing allows businesses to avoid a large lump sum investment, instead spreading cost over time. This preserves capital for other projects or operational needs.
Predictable Budgets
Fixed lease payments make it easier to forecast print costs and manage budgets. Some agreements also bundle in maintenance and consumables, reducing unpredictable repair bills.
Access to Up-to-Date Technology
Because printers and multifunction devices evolve in features, leasing gives businesses the flexibility to upgrade when a lease ends rather than being stuck with outdated hardware.
Maintenance, Support, and Reduced Downtime
Many lease agreements include on-site servicing, fault repair, parts replacement, and remote monitoring to catch issues early. This support helps reduce unplanned downtime.
Tax and Accounting Benefits
Lease payments are often treated as operational expenses, which may be fully deductible for tax purposes. Because the asset remains on the lessor’s books, lessees may avoid depreciation accounting complexities.
Flexibility and Scalability
If your printing needs change, growing team, new locations, higher volume, you can modify the lease terms or swap in more capable equipment.
Potential Drawbacks and Risks
Total Cost Over Time
Although leasing lowers up-front costs, the cumulative payments may exceed the cost of buying outright, especially if you continue leasing successive terms.
Commitment Periods and Early Exit Charges
Contracts often bind you to a term; exiting early or reducing service levels may invoke penalties or exit fees.
Lack of Ownership
Since you don’t own the machine, there is no residual asset to sell at the end. Your investment is in usage, not ownership.
Hidden Costs
Some leases exclude certain parts, impose excess usage charges, or limit the repair guarantee. It is essential to read the fine print for page limits, extra consumables, or service exclusions.
When Leasing Makes Sense
Leasing a printer is likely to benefit organisations that:
- Need to conserve capital or avoid tying up cash
- Desire predictable monthly expenses rather than surprise repair bills
- Want flexibility to upgrade hardware over time
- Operate in environments where uptime is crucial and support needs to be assured
- Prefer to delegate maintenance tasks to a service provider
If your organisation already has sufficient capital, very stable print volumes, and plans to use a printer long term, buying might be more economical.
Choosing the Right Lease Arrangement
When evaluating leasing offers, compare: the lease term, monthly payment, what is included (servicing, consumables, parts), the page volume allowance (and overage costs), end-of-term options, and the provider’s reliability and response times. A print audit may help determine your actual usage needs before signing.
To explore a leasing provider, you might consider working with a company that offers flexible leasing and managed services, such as office printer leasing via a specialist provider.