What Are the Benefits of Renting a Printer Instead of Buying One?
When it comes to office equipment, especially printers, business owners are often faced with a critical decision: Should we buy or rent a printer? While purchasing may seem like the obvious choice for long-term ownership, printer rental has grown in popularity across small businesses, corporate offices, educational institutions, and startups alike.
If you’re considering a printing solution for your company, this article explains why renting a printer might be the smarter, more cost-effective choice, particularly in today’s fast-moving, tech-evolving business landscape.
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1. Lower Upfront Costs
One of the most immediate and compelling benefits of printer rental is the reduction in capital expenditure. Purchasing a high-quality office printer can cost anywhere from a few hundred to several thousand dollars, depending on features like colour capabilities, speed, or multifunction capacity.
With rental, you can:
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Avoid large upfront costs
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Preserve cash flow for other operational needs
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Start with entry-level monthly payments suited to your budget
This is especially beneficial for startups, small businesses, and seasonal operations that can’t afford or don’t want to tie up large amounts of capital.
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2. Access to the Latest Technology
Printer technology continues to evolve rapidly—with improvements in print speeds, resolution, security protocols, mobile printing, and eco-efficiency. Buying a printer today could mean owning outdated hardware in just a few years.
When you rent a printer, you benefit from:
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Up-to-date technology
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Flexible upgrade options
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Access to higher-end models at lower monthly costs
This ensures your business remains competitive and efficient without being stuck with obsolete equipment.
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3. No Repair or Maintenance Worries
When you purchase a printer, you are responsible for maintaining it, including parts replacement, troubleshooting, and downtime resolution. These hidden costs can quickly add up, especially for complex, multifunction printers.
Printer rental typically includes:
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Full maintenance and service agreements
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On-site repairs and technician support
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Scheduled servicing to reduce breakdowns
This can save your IT department time and resources while ensuring maximum uptime and print reliability.
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4. Predictable Monthly Expenses
One of the greatest advantages of printer leasing or rental is the ability to forecast your print-related expenses.
Your monthly invoice typically covers:
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Printer hardware
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Repairs and maintenance
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Toner and consumables (if bundled)
This streamlined cost structure allows businesses to better manage their budgets without unpredictable expenses from surprise malfunctions or consumable costs.
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5. Scalability for Growing Businesses
Is your company rapidly expanding? Do you experience seasonal surges in printing demands?
Printer rental gives you the flexibility to scale as your business grows or adapts:
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Add or upgrade machines without long-term commitments
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Rent short-term printers for temporary projects or events
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Adjust your contract based on changing workload
Unlike ownership, you’re not locked into a depreciating asset that may soon be too small—or too large—for your team.
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6. All-in-One Convenience
Most printer rental providers offer comprehensive Managed Print Services (MPS) alongside the hardware, giving you:
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Print usage monitoring and analytics
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Consumable management and automatic toner replenishment
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Secure document printing features
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Integration with cloud and mobile print solutions
This holistic service approach ensures your print environment is optimised for performance, security, and cost-efficiency—without internal management.
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7. Tax Advantages
In many countries, printer rental fees are considered operational expenses, which are tax-deductible in the year they are incurred. In contrast, purchasing a printer is typically treated as a capital expense, requiring depreciation over time.
Benefits of rental from a tax perspective:
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Easier to track and claim deductions
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More immediate tax relief compared to depreciation schedules
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Improved cash flow planning
It’s always wise to consult with your accountant, but in many cases, leasing offers better short-term financial flexibility.
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8. Environmentally Friendly and Sustainable
Many rental agreements are part of printer reuse, recycling, and remanufacturing programs. At the end of your lease term, the printer is either upgraded, refurbished, or recycled—helping to:
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Reduce e-waste
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Minimise landfill contribution
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Support eco-conscious business practices
Additionally, newer rental models often include energy-efficient technology, automatic duplex printing, and toner-saving modes, further reducing your business’s environmental footprint.
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9. Support for Remote and Hybrid Work Environments
With the rise of remote and hybrid work setups, businesses are decentralised. Renting printers allows companies to:
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Deploy compact multifunction devices to home offices
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Centrally monitor usage and costs across locations
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Provide uniform print capabilities across remote teams
This is far more scalable and efficient than purchasing individual units for every new location or employee.
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10. No Depreciation Risks
Like most electronics, printers depreciate quickly. A high-end printer purchased today may be worth significantly less within a couple of years. If you buy, you own the depreciation risk.
With printer rental:
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You’re not tied to the asset’s resale value
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You can switch to newer technology without a financial hit
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You avoid the hassle of asset disposal or resale
This is especially valuable in industries that rely on cutting-edge output, such as graphic design, architecture, or healthcare.
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Printcom: Perth’s Trusted Partner for Printer Rentals
If you’re in Perth or Western Australia, Printcom offers industry-leading printer rental solutions for businesses of all sizes. With more than 30 years of experience, Printcom provides:
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Access to top-tier brands (Brother, HP, Kyocera, Epson, Canon)
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Flexible short- and long-term rentals
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Full maintenance, repair, and consumables management
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Tailored solutions for medical, construction, education, legal, and office environments
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Responsive, local support you can trust
Whether you’re setting up a new office or managing print across multiple locations, Printcom simplifies printing through smart, scalable rental services.
📍 Address: 53 Railway Parade, Mount Lawley WA
📞 Phone: (08) 6270 5500
🌐 Website: www.printcom.com.au
📧 Email: sales@printcom.com.au
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Conclusion: Is Renting a Printer the Right Choice for You?
Renting a printer isn’t just about saving money—it’s about maximising value, staying flexible, and accessing expert support. From cutting-edge technology to reliable maintenance and predictable costs, printer rental empowers your business to print smart, stay productive, and grow without constraints.
Whether you’re a startup in need of flexibility, a corporate team scaling up, or a seasonal business avoiding capital investments, renting a printer could be the strategic move that keeps your operations efficient and competitive.
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