For many businesses, printing remains an essential function of daily operations. Whether it is used for documentation, administration, or client communication, having a reliable and cost-effective print setup is crucial. However, deciding how best to manage printing needs can be challenging. Two of the most common options are printer leasing and Managed Print Services (MPS).
While both approaches provide access to modern printing equipment without requiring outright purchase, they differ significantly in scope, management, and long-term value. Understanding the difference between printer leasing and MPS is vital for organisations that want to make informed, cost-effective decisions about their print infrastructure.
This article explains how each model works, explores their advantages and limitations, and considers which option is best suited to different business needs.
What Is Printer Leasing?
Printer leasing allows a business to use printing equipment without purchasing it outright. Instead, the company pays a fixed monthly or quarterly fee over an agreed term, typically between three and five years. The leasing company retains ownership of the equipment, and at the end of the lease, the business can either renew the agreement, upgrade the equipment, or return it.
Leasing helps businesses avoid the high upfront costs of buying new printers and ensures they have access to modern technology. However, leasing typically covers the equipment only. Maintenance, supplies, and repairs are often managed separately, either by the business itself or through additional service contracts.
What Are Managed Print Services?
Managed Print Services go beyond leasing by providing a complete solution for managing the entire print environment. Under an MPS contract, the provider supplies the equipment, monitors usage, delivers consumables, performs maintenance, and manages print security.
The service is comprehensive and data-driven, using remote monitoring to ensure efficiency and prevent downtime. Costs are consolidated into a single predictable payment, covering both the equipment and its ongoing management.
In essence, MPS is a more holistic approach that not only provides the printers but also takes responsibility for their performance, cost control, and optimisation.
Key Differences Between MPS and Printer Leasing
The main distinction between MPS and printer leasing lies in scope and responsibility. Printer leasing focuses solely on equipment acquisition, while Managed Print Services include ongoing management and support.
When a business leases printers, it still needs to handle consumable ordering, maintenance scheduling, and troubleshooting. MPS, on the other hand, automates these tasks and provides regular reporting on costs, energy use, and environmental performance.
Leasing provides hardware access. MPS provides a managed solution that ensures efficiency, reliability, and cost transparency across the entire print environment.
Cost and Budget Control
Printer leasing helps spread the cost of new equipment over time, which can be beneficial for budgeting. However, it does not address other ongoing expenses such as toner, paper, and maintenance. These costs can fluctuate, making budgeting unpredictable.
Managed Print Services offer greater financial control by consolidating all costs into one regular payment. Businesses pay based on usage or agreed service levels, ensuring that there are no surprise expenses.
Over time, MPS tends to provide better overall value because it reduces waste, improves efficiency, and extends equipment life through proactive management.
Maintenance and Support
In a standard printer lease, maintenance and support are often handled separately. This can lead to downtime if repairs are delayed or require third-party assistance. Responsibility for troubleshooting typically falls to in-house IT teams, diverting them from more strategic work.
Under an MPS agreement, maintenance and support are included as part of the service. Devices are monitored remotely, and issues are resolved proactively before they disrupt operations. Regular servicing, firmware updates, and consumable replenishment are managed automatically, ensuring smooth operation and consistent uptime.
Equipment Upgrades and Flexibility
Printer leasing allows businesses to upgrade devices at the end of a lease term, keeping their technology up to date. However, upgrades are limited to the end of the contract period, and businesses may be tied to a fixed model or brand.
Managed Print Services are more flexible. Because the service is based on performance and efficiency, providers can recommend upgrades or reconfigurations at any time to optimise the fleet. This adaptability ensures that the print environment remains aligned with the organisation’s needs and workload over time.
Efficiency and Productivity
Leased printers function well when new, but as they age, performance can decline. Without regular monitoring, issues such as paper jams, connectivity problems, or low toner levels can disrupt productivity.
MPS includes real-time monitoring to ensure devices operate efficiently. If a fault is detected, the service provider acts quickly to resolve it. Supplies are automatically delivered before they run out, and performance data is used to fine-tune usage across departments.
This proactive approach reduces downtime, eliminates administrative burden, and supports overall productivity.
Security and Compliance
Printer security has become increasingly important as devices connect to business networks and handle sensitive information. Leasing arrangements rarely include security management, leaving businesses responsible for securing their own devices.
Managed Print Services include advanced security features such as user authentication, encrypted data transmission, and secure print release. These measures protect confidential information and support compliance with data protection laws such as the UK GDPR.
For organisations handling sensitive client or financial data, the security advantage of MPS can be a decisive factor.
Sustainability and Waste Reduction
Sustainability is an area where MPS has a clear advantage. Through print tracking, default duplex printing, and usage monitoring, MPS helps businesses reduce paper and toner waste. It also ensures that consumables are recycled responsibly and that energy-efficient devices are used wherever possible.
Printer leasing does not typically include sustainability measures or performance reporting. While businesses can adopt their own policies, MPS provides structured, measurable support for environmental goals and sustainability reporting.
Suitability for Different Business Sizes
Printer leasing can be an appropriate option for small businesses with simple printing needs and limited print volumes. It allows access to new equipment without a large upfront investment.
Managed Print Services are better suited to organisations that print regularly, rely on document workflows, or require greater control and security. Because MPS solutions are scalable, they can be tailored for businesses of any size, from small offices to large enterprises.
Ultimately, the choice depends on whether the business simply needs equipment or a complete print management strategy.
Which Option Offers Better Value?
When comparing printer leasing and MPS, value depends on what the organisation needs from its print environment. Leasing provides access to technology but leaves management responsibilities with the business. MPS includes those management functions, offering more predictable costs, higher uptime, and better long-term efficiency.
For most organisations, especially those seeking stability, security, and measurable savings, Managed Print Services offer greater overall value. The inclusion of maintenance, reporting, and support means that printing becomes a controlled, optimised process rather than a recurring source of frustration and expense.
Frequently Asked Questions (FAQs)
Is Managed Print Services more expensive than leasing?
Not necessarily. While MPS includes more services, it often delivers greater savings over time through efficiency and reduced waste.
Can a leased printer be included in an MPS agreement?
Yes. Existing leased equipment can often be integrated into a managed print contract for centralised control and reporting.
Do small businesses benefit from MPS?
Yes. MPS solutions are scalable and can be customised for small organisations to provide cost and time savings.
What happens at the end of a lease or MPS contract?
Leased printers can be upgraded or returned. MPS contracts may include renewal options or upgrades as business needs evolve.
Which is better for security?
Managed Print Services provide far stronger security controls, including encryption, user authentication, and print tracking.
Conclusion
Printer leasing and Managed Print Services both allow businesses to access modern printing technology without the burden of ownership, but they differ significantly in what they deliver. Leasing provides hardware, while MPS delivers a comprehensive, managed solution that optimises performance, reduces costs, and ensures security.
For organisations that want simplicity and minimal management, leasing may be sufficient. However, for those seeking full control, long-term savings, and operational reliability, Managed Print Services offer a more strategic and beneficial choice.
By evaluating business needs, print volume, and budget priorities, decision-makers can choose the solution that provides the greatest value and aligns best with their operational goals.