Jun 14, 2025

What are the benefits of leasing a printer

If you have ever typed “what are the benefits of renting a printer” into a search bar, you are not alone. From start-ups watching every dollar to national firms producing thousands of pages a day, organisations everywhere are reassessing whether owning office equipment still makes financial sense. Printer technology evolves quickly, consumables are expensive, and downtime can grind productivity to a halt. Leasing flips the script by turning a depreciating asset into a predictable operating expense—yet many managers still wonder if the model holds up in real-world budgets. Below, we answer the most common questions about printer leasing and show how PrintCom helps Western Australian businesses save money, reduce headaches and stay flexible.

Q1. Why do businesses consider leasing instead of buying printers?

Put simply, purchasing printers ties up capital, while leasing preserves it. Buying requires a lump-sum payment that is recorded as a capital expenditure (CapEx). The hardware then depreciates over three to five years, and you still shoulder maintenance, repairs and eventual replacement. Leasing converts that outlay into an operating expense (OpEx) spread across predictable monthly instalments. The result? You keep cash free for revenue-generating projects such as marketing campaigns, additional staff, or R&D.

Another catalyst is technological obsolescence. High-speed colour devices released in 2020 can now be outperformed by newer eco-tank or ink-pack models that use 50 % less power and 70 % less consumables. Leasing allows you to refresh equipment on a scheduled cycle without suffering resale losses. According to industry analysts, businesses that standardise on three-year lease terms upgrade 30 % faster than firms that purchase outright, giving them greener and faster output with no extra upfront spend.

*Illustrative figures based on PrintCom’s blended service lease. Actual rates vary by model and volume.

Q2. What are the benefits of renting a printer vs buying outright?

Leasing and renting are often used interchangeably, but both models share six universal advantages over ownership:

1. No hefty capital drain. Preserve credit lines and working capital.
2. Predictable budgeting. Fixed monthly payments merge hardware, service and toner into one invoice.
3. Automatic upgrades. Swap to newer technology without disposal hassles.
4. Inclusive maintenance. Leasing contracts typically bundle on-site repairs and parts.
5. Tax efficiency. Payments are treated as expenses, not depreciating assets.
6. Scalability. Increase or downsize your fleet as headcount changes.

Each point solves a pain you probably know too well. Remember the last time a fuser unit failed, costing both money and wasted staff hours? With a PrintCom lease, qualified technicians arrive on-site, parts in hand, within four business hours across Perth’s metro area—so downtime never drags into tomorrow.

Q3. How does printer leasing reduce upfront and ongoing costs?

Cost control is more than the sticker price. Total cost of ownership (TCO) includes consumables, energy, maintenance labour and indirect losses from idle employees. A 2024 Deloitte study found hidden printing expenses can equal two to three times the hardware purchase price over a five-year span. Leasing changes the calculus in four key ways:

• Bundled consumables: Toner or ink is delivered automatically based on meter readings, eliminating emergency purchases with 30 %-plus mark-ups.
• Energy-efficient models: Newer devices slash power consumption by up to 40 %, savings you miss out on when stuck with older units.
• No call-out fees: PrintCom’s service-inclusive leases absorb labour and travel costs for repairs—often $180 per incident when paying ad hoc.
• Volume-based optimisation: Devices are right-sized to your actual page volumes, trimming wasteful overspecification.

Imagine your finance team prints 25,000 pages monthly. Switching from an ageing A3 laser that uses 2.3 cents of toner per page to a modern high-yield ink pack at 1.1 cents saves $3,600 a year—more than covering the lease premium. Multiply that across multiple departments and the numbers quickly stack up.

Q4. What operational advantages does printer leasing offer?

Lower costs are compelling, but leasing also simplifies day-to-day operations. Ask yourself: How many staff hours disappear every month chasing toner orders, troubleshooting paper jams, or negotiating with multiple vendor hotlines? A managed lease streamlines those tasks into a single point of contact. Here’s how:

Unified fleet management

PrintCom’s monitoring software tracks usage across Brother, Kyocera, HP, Oki, Epson, Fuji Xerox and Samsung models. Alerts trigger proactive maintenance before issues escalate.

Regulated print policies

Rules such as default duplex or mono printing can cut page counts by 15-20 %, reducing environmental impact and spend.

Business continuity

Spare loan units and guaranteed response times mean your payroll run or board report finishes on time—even if a machine misbehaves.

Scalable contracts

Seasonal workload spike? Add devices for peak periods, then scale back without paying for idle assets year-round.

It is a little like leasing a fleet of company cars with full servicing included: you drive; the provider worries about oil changes, tyre rotations and recalls. Your print environment becomes equally hassle-free.

Q5. How does PrintCom make printer leasing easy for Perth businesses?

With 35 years in the printing industry, PrintCom has fine-tuned a leasing program that removes complexity from procurement to retirement. Here is what sets the company apart:

Case in point: A local architecture firm with six offices was spending over $4,000 per month on mixed-brand printers and ad hoc service calls. PrintCom consolidated the devices into a uniform Kyocera lease, halved the number of printers, and implemented follow-me printing. Within 60 days, monthly costs dropped to $2,300 and the IT team recovered eight support hours per week.

Q6. Which factors should you evaluate before signing a printer lease?

Leasing is powerful, but the wrong terms can negate savings. Before you dot the i’s, ask the following:

• Contract Length: Does a 36-month term align with your technology roadmap, or do you need 24 months for extra agility?
• Page Volume Allowance: Are colour and mono click charges realistic, with headroom for growth?
• End-of-Lease Options: Can you upgrade, extend, or buy the device for a nominal fee?
• Service Level Agreement (SLA): What are the guaranteed response and resolution times? PrintCom’s standard is four hours on-site in metro Perth.
• Hidden Fees: Are there charges for return shipping, excess prints, or early termination?

Treat the process much like leasing office space: square footage, maintenance and utilities all matter. In printing, page volume, service coverage and consumables play the same role. A transparent quote from a trusted provider such as PrintCom removes uncertainty and builds long-term value.

Conclusion

Leasing a printer transforms a volatile, capital-intensive necessity into a streamlined service: predictable costs, automatic upgrades and professional maintenance bundled into one manageable monthly fee. By understanding what are the benefits of renting a printer—from cash-flow relief and tax advantages to reduced downtime and sustainability gains—you can make an informed choice that keeps your business agile. Backed by PrintCom’s 35-year track record, authorised multi-brand partnerships and rapid on-site support, companies across Perth are proving that the smartest way to own a printer today is not to own it at all—but to lease it.