When a business considers acquiring a printer such as the Brother MFC‑L8690CDW, it must decide whether to rent (or lease) the device or purchase it outright. This decision can shape cash flow, flexibility, support burden and long‑term cost. In this article I explore how renting and buying compare for this model, including where each option becomes more attractive, and the questions you should ask before committing. It is aimed at office managers, finance leads and IT staff who want to understand which route offers better value under different conditions.
What “Rental” Means in Practice
In the context of office devices, rental (or lease) arrangements typically involve paying a fixed monthly fee to use the machine over an agreed term, rather than owning it immediately. Rental agreements often include maintenance, service support and consumable supply (toner, parts) as part of the package or as optional extras. At the end of the term the business usually returns the device or upgrades to a new one.
Purchasing means paying the full price (or financed equivalent) up front, owning the device outright from the start. The organisation then handles consumables, maintenance, repairs and eventual replacement. Any resale or disposal is managed in‑house.
Because of the bundled services in rentals, many companies treat rental fees as operating expenses, avoiding the need for capital expenditure under certain conditions.
Upfront Cost and Cash Flow
One major advantage of rental is that it minimises upfront capital outlay. A rental scheme spreads the cost over months or years, which can be easier for businesses with limited cash reserves or seasonal revenue. Renting often allows you to secure a higher specification or add-ons you might not afford in a single purchase.
In contrast, purchasing requires a significant initial payment. Even if financed, the business takes on ownership and responsibility earlier. However, purchases can produce long‑term savings if the device is reliable and usage remains high beyond the break‑even point of the rental.
In the UK market the purchase price of a new Brother MFC‑L8690CDW ranges from around £280 to £460 depending on supplier and offers. Printerland+2YPO+2 Because of that, the cost advantage of rental depends heavily on how long you plan to keep the device and how much you pay in rental fees.
Total Cost of Ownership vs Rental Fees
When comparing purchase and rental, the crucial measure is the total cost of ownership (TCO). Buying means you must budget for toner, maintenance, parts replacement and downtime. These costs rise the more you use the machine and the longer you keep it.
Rental contracts often bundle many of these costs, which simplifies budgeting and reduces the risk of unexpected expenses. However, rental fees tend to be higher per month than simple depreciation costs alone, because they include the provider’s margin, servicing and risk.
For low to moderate usage, purchase may yield lower long‑term cost. But if your usage is unpredictable, or if you want to avoid maintenance overhead, rental can provide better risk management.
Flexibility and Upgrade Potential
One advantage of rental is flexibility. If your needs evolve, you may be able to upgrade mid‑term, terminate or return the device under certain conditions, or swap to a more capable model. This is less likely when you own the device, which can limit agility if workload grows faster than expected.
When owning, you must anticipate future needs and purchase with headroom. If usage increases, you may find yourself with an underpowered machine and forced to buy a new one earlier than desired.
If your business plans to scale, rental is often more forgiving. If you aim to retain the device for many years without change, purchase can be more economical over time.
Maintenance, Support and Downtime Risk
Rental agreements frequently include service levels, response guarantees, remote monitoring and replacement parts. This reduces downtime and the burden on internal staff. Because the provider has a vested interest in keeping the device operational, they may be proactive about maintenance.
In ownership, you are responsible for arranging service, stocking consumables and responding to failure. For small businesses without dedicated technical staff, this adds administrative burden and risk of disruption.
If printer uptime is critical to your business operations, rental may offer better peace of mind. If you have established support capability or predictable usage patterns, purchase allows you to manage support on your terms.
Depreciation and Residual Value
When you own a printer, its value will decline over time. You may eventually resell or dispose of it, often at a significantly reduced price. That loss is borne by your business.
In rental arrangements the residual value risk lies with the provider. You do not need to worry about resale, refurbishment or disposal costs.
If you keep devices a long time beyond their optimal period, the depreciation cost may erode the benefit of purchase.
Break‑Even Analysis and Use Thresholds
It is useful to calculate how many months or pages you must use the device before purchase becomes cheaper than rental. Suppose rental costs £X per month including service, and buying costs £Y plus running costs per page. If your print volume is high and you project using the device well beyond the break‑even point, purchase will likely be more economical in the long run.
If your expected tenure is short or usage moderate, rental may deliver better flexibility and lower risk.
When Rental Makes More Sense
Rental tends to suit businesses with uncertain forecast, fluctuating print demand or tight capital budgets. If you expect to change or upgrade machines, or anticipate growth, rental helps avoid technology lock‑in. Rental is also attractive where you want to offload maintenance responsibility and simplify support.
Rental also helps from a cash flow perspective. You convert a capital purchase into a monthly operating expense, which may make it easier to budget and avoid dipping into reserves.
When Purchase Makes More Sense
If your business is stable, with predictable print volume and support capability, purchase is often the better option. By owning the device, you control maintenance, consumable selection and upgrades. The longer you use the device, the more you amortise its cost, reducing per‑page expense over time.
Because purchase avoids the ongoing margin and markup in rental, high usage typically favours ownership. If you already have internal service capability, you can manage downtime and repairs at lower cost.
Practical Guidance for Decision Makers
To decide which route suits your context, start by forecasting usage (pages per month), tenure (how many years) and support needs. Estimate purchase cost plus expected servicing and consumables. Then request rental proposals including maintenance, support, consumables and service level guarantees for equivalent usage.
Compare that to the purchase TCO and see where break‑even occurs. Also factor in flexibility value, upgrade risk and administrative burden.
Ensure any rental or lease agreement clearly defines what is included, penalties for exceeding usage, termination rights and conditions for device return condition. Check for hidden costs or clauses.
If you proceed with purchase, establish a scheduled maintenance plan, spare consumables stock and a replacement or upgrade strategy.
Conclusion
For the Brother MFC‑L8690CDW, both rental and purchase have valid roles. Rental offers flexibility, reduced risk and simpler support, which can be compelling for growing businesses or those with limited capital. Purchase can offer better long‑term value for stable print environments with reliable internal support.
There is no one‑size‑fits‑all answer. The right approach depends on your print volume, required tenure, support resources and tolerance for risk. If you like, I can build a numeric comparison for your projected volumes to show which route is more favourable for your case.