Copier Leasing vs Buying: Which Is Actually Better for Your Business?

Every business that needs a copier eventually asks the same question: should we lease or buy outright? The answer depends on your situation, but here's the honest breakdown from a company that does both.

The Case for Leasing

Predictable monthly costs. One payment covers the machine, toner, maintenance, and engineer callouts. No surprise repair bills, no emergency toner orders. For budgeting, it's much easier to plan around a fixed monthly cost than unpredictable capital expenditure.

Always current technology. A lease typically runs 3 to 5 years. When it ends, you upgrade to the latest machine. If you buy, you're stuck with that machine until it dies or becomes obsolete, which can be 7 to 10 years.

No large upfront cost. A decent A3 colour copier costs £3,000 to £12,000 to buy outright. Leasing spreads that over 3 to 5 years at £40 to £200 per month, depending on the machine.

Maintenance included. This is the big one. When you buy a machine, you're responsible for servicing, repairs, and parts. A fuser replacement on a laser copier can cost £200 to £400. An engineer callout might be £100+ per visit. With a lease, all of that is included.

Tax efficiency. Lease payments are typically an allowable business expense, reducing your taxable profit. Buying a machine means claiming capital allowances, which is more complex.

The Case for Buying

No ongoing commitment. You own the machine. No contract, no minimum term, no exit fees. If your business changes, you're not locked in.

Lower total cost over a long period. If you keep a machine for 7 to 10 years and it doesn't need major repairs, buying works out cheaper in total. The key word is 'if.'

Simpler for very small businesses. If you're a one-person operation printing 200 pages a month, a £300 A4 laser printer might be all you need. Leasing makes more sense when you're printing thousands of pages monthly.

The Hidden Costs of Buying

People focus on the purchase price and forget everything else:

Toner. A set of four colour toner cartridges for an A3 copier costs £200 to £600. You might need 2 to 4 sets per year depending on volume.

Maintenance kits. Fusers, drums, transfer belts, waste toner containers. These all need replacing at set intervals. Budget £300 to £800 per year on a busy machine.

Engineer callouts. If it breaks, you're paying per visit. £80 to £150 per callout is typical, plus parts.

Downtime. When your owned machine breaks, you wait for a repair. With a leased machine under managed print, you get priority service, often same day.

What We Actually Recommend

For most businesses printing more than 1,000 pages per month, leasing with managed print is almost always the smarter option. The predictability, the included maintenance, and the ability to upgrade every few years outweigh the slightly higher total cost. For organisations running multiple machines across offices or sites, leasing also gives you a single point of contact for the entire fleet.

For very small businesses or home offices with minimal printing, buying a small machine makes more sense. There's no point leasing a £40/month copier if you're only printing 200 pages.

We're happy to run the numbers for your specific situation. Ring us on 0800 009 6770 or fill out our contact form. We'll give you an honest comparison for your volumes.