Leasing vs. Buying an Office Printer

Written by Sarah Dodrill | May 16, 2025 12:00:00 PM

When it comes to making decisions on office equipment it is important to investigate all the options to decide what will benefit your business. There are a few different factors to consider when deciding between leasing or buying an office printer, but first I will go over the pros and cons of each.

Benefits of Leasing: Disadvantages of Leasing:
Low upfront cost & fixed monthly expenses. Higher long-term costs.
Maintenance included (and in some cases toner). No ownership asset.
Easy upgrades Contract obligations and potential usage limits.
Flexibility to scale print capabilities to your business needs. Less control over features and settings.

 

Though you have less control over the features and have the potential to hit a usage limit, you have the benefit of easily updating your technology and scaling your printer capabilities up if needed. Lots of businesses are hesitant to lease equipment for fear of being stuck in a costly contract, and although leasing a printer has a higher long-term cost, the cost includes regular maintenance and technology troubleshooting.

Benefits of Buying: Disadvantages of Buying:
Ownership asset & tax benefits. High upfront cost.
Long-term cost savings. Responsible for maintenance & disposal challenges.
No usage restrictions & customization options. Newer models will eventually render the printer obsolete.

 

If you decide buying a printer is best for your business, be prepared to order your own supplies and parts when maintenance is needed. Though you get the financial benefits of a tax write-off and long-term savings, it is still an expensive initial investment that may need to be replaced by a newer model in a few years. 

Factors to Consider:

  1. Budget: Access your financials to determine which option is the best for your company.
  2. Print volume: Estimate your monthly print volume. While high-volume users may benefit from owning, low-volume users may find leasing more cost effective.
  3. Technology requirements: It is important for your business to have updated technology? If so, leasing may be a better option.
  4. Maintenance capabilities: Evaluate your resources and skills; if you can handle printer maintenance and in-house repairs, buying might be right for you.
  5. Business growth: Consider how your business may grow over time, if you anticipate significant changes in your printer needs, leasing may be more suitable.

Crew-Tech Solutions:

Once you have determined your printer needs and whether you are going to lease or buy, it is time to pick your printer. Crew-Tech has a variety of options from single-use copiers and printers to multifunctional. As we step further into the digital age, it is more cost effective and sustainable to purchase or lease multifunctional machines to print, copy, scan, and fax all from one device. You will want to pay close attention to the recommended monthly volume and the maximum monthly volume in relation to your business’s printer needs. Here are three multifunctional RICOH printers to get you started:

IMC 401 (full color printer)

  • 42-45 prints per minute
  • Recommended monthly volume: 2,500-5,000 prints
  • Maximum monthly volume: 10,000 prints

IM 2500 (black and white printer)

  • 25 prints per minute
  • Recommended monthly volume: 4,000 prints
  • Maximum monthly volume: 15,000 prints

IMC 4510 (full color printer)

  • 45 prints per minute
  • Recommended monthly volume: 7,000-12,000 prints
  • Maximum monthly volume: 50,000 prints
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