When businesses look to modernise their office printing, they are often presented with two main options: leasing the devices or adopting a Managed Print Service (MPS). At first glance, both approaches seem similar because they avoid the need for large upfront equipment purchases. However, the two models are fundamentally different in scope, responsibility, and long-term value.
Device leasing focuses on equipment acquisition, giving businesses access to printers and copiers through fixed-term rental agreements. Managed Print Services, on the other hand, take a more comprehensive approach, managing the entire print environment, including maintenance, supplies, and performance monitoring.
This article explains the difference between device leasing and managed print, highlighting the advantages, limitations, and financial implications of each approach so that businesses can make the right decision for their needs.
What Is Device Leasing?
Device leasing is a financial arrangement that allows a business to use printing or copying equipment without buying it outright. Instead, the organisation pays a fixed fee over an agreed term, typically between three and five years. At the end of the lease, the business may renew, upgrade, or return the devices depending on the contract terms.
Leasing helps businesses avoid the capital expense of purchasing new equipment while ensuring access to modern technology. It also allows for predictable payments over time, making budgeting easier. However, leasing generally covers only the hardware itself. Maintenance, repairs, and consumables are usually handled separately and at the business’s own cost.
What Is Managed Print?
Managed Print is a service-based approach that covers every aspect of an organisation’s printing environment. This includes providing the equipment, monitoring usage, supplying toner and parts, performing maintenance, and offering technical support.
Unlike simple leasing, Managed Print Services take full responsibility for the performance and reliability of all devices. The service is typically billed as a monthly or quarterly fee based on usage or agreed print volumes. This consolidated cost structure includes everything from toner deliveries to engineer visits, making it a more comprehensive solution.
Managed Print aims to improve efficiency, reduce waste, enhance security, and deliver predictable long-term costs.
Scope of Responsibility
The most significant difference between device leasing and managed print lies in the scope of responsibility. In a leasing arrangement, the leasing company provides the printers but does not manage or maintain them. The business must order toner, schedule repairs, and handle support internally or through third-party providers.
In Managed Print, the service provider assumes full responsibility for keeping the devices running optimally. This includes maintenance, monitoring, and automatic supply replenishment. The business does not have to worry about equipment downtime, unexpected costs, or administrative management.
Essentially, leasing is about ownership and access, while managed print is about performance and optimisation.
Cost and Budget Management
Leasing offers predictable payments for equipment but does not cover operational costs such as supplies and maintenance. These additional expenses can fluctuate and are often difficult to forecast accurately.
Managed Print consolidates all print-related costs into a single, predictable payment. This includes everything from toner and paper usage to maintenance and technical support. Businesses benefit from clear visibility of their total print expenditure, making it easier to budget effectively.
Over time, MPS often proves more cost-efficient because it prevents unplanned expenses, eliminates waste, and extends the life of the equipment through proactive maintenance.
Maintenance and Support
With device leasing, maintenance is not automatically included. If a printer fails, the business must arrange and pay for repairs independently. This reactive approach can lead to unexpected downtime and additional costs.
In Managed Print, maintenance is built into the service agreement. Devices are monitored remotely, and potential issues are identified and resolved before they cause disruption. Engineers are dispatched promptly when on-site repairs are needed, and regular servicing ensures consistent performance.
This proactive approach minimises downtime and ensures that printing remains a dependable part of daily business operations.
Consumables and Supplies
In a leasing arrangement, consumables such as toner or ink are purchased separately, often on an as-needed basis. This can lead to inefficiencies such as overstocking, shortages, or last-minute ordering that disrupts workflow.
Managed Print Services automate this process. Toner levels are tracked remotely, and replacements are delivered automatically before supplies run out. This ensures uninterrupted printing while reducing waste and administrative workload.
By managing consumables centrally, MPS simplifies operations and guarantees consistent availability across all devices.
Efficiency and Productivity
Device leasing provides access to equipment but does not address how effectively that equipment is used. Businesses must still manage print volumes, monitor efficiency, and deal with any operational issues that arise.
Managed Print delivers continuous optimisation. By analysing usage data and adjusting workflows, the provider ensures that each device is used efficiently and that print volumes align with business needs. Automated monitoring also helps prevent downtime, while reporting tools provide insights that support informed decision-making.
The result is a more efficient, productive, and reliable printing environment.
Security and Compliance
Security is another area where Managed Print offers clear advantages. Leased printers are the responsibility of the business, including any data protection or network security measures required. Without professional oversight, printers can become a vulnerability in the organisation’s IT infrastructure.
Managed Print Services include robust security features such as user authentication, encrypted data transfer, and secure print release. These measures protect confidential information and ensure compliance with regulations such as the UK GDPR.
For businesses that handle sensitive information, MPS provides a level of protection that leasing alone cannot match.
Scalability and Flexibility
Leasing agreements are often fixed for a set period, making it difficult to adjust equipment quantities or configurations mid-contract. If the business grows or its needs change, it may need to wait until renewal to make modifications.
Managed Print is far more flexible. Services can be scaled up or down easily, with new devices or locations added under the same management framework. This adaptability ensures that the print environment always matches current business requirements.
For growing organisations, this scalability makes Managed Print a more sustainable and future-ready choice.
Long-Term Value and Sustainability
Leasing focuses on short-term access to equipment, while Managed Print delivers long-term operational value. MPS not only reduces total cost of ownership but also supports sustainability goals by promoting responsible printing practices.
Features such as duplex printing, print tracking, and automated reporting help businesses reduce paper waste and energy use. This contributes to environmental objectives and enhances corporate responsibility.
By combining financial, operational, and environmental benefits, Managed Print represents a more strategic investment in the long run.
Frequently Asked Questions (FAQs)
Is Managed Print more expensive than device leasing?
Not necessarily. While MPS includes more services, it often reduces total costs by improving efficiency and preventing downtime.
Can leased printers be included in a Managed Print agreement?
Yes. Existing leased devices can often be integrated into an MPS contract for centralised management.
Does Managed Print include toner and maintenance?
Yes. Consumables, servicing, and repairs are all included within the service agreement.
Is leasing suitable for small businesses?
Leasing can work for smaller organisations with basic needs, but MPS offers better long-term value and reliability.
Which is better for security?
Managed Print provides advanced security features that protect data and ensure compliance with privacy regulations.
Conclusion
The difference between device leasing and managed print lies in scope and responsibility. Leasing provides access to printers through predictable payments but leaves businesses to handle supplies, maintenance, and management on their own.
Managed Print Services, in contrast, offer a complete solution that includes equipment, support, monitoring, and cost control. This holistic approach delivers greater efficiency, reliability, and transparency, transforming printing from a basic utility into a managed business process. For organisations seeking not just equipment but a long-term, optimised, and cost-effective print strategy, Managed Print Services provide the clear advantage.