Businesses of all sizes rely on printers for their daily operations. Whether it is for producing contracts, invoices, or marketing materials, having reliable printing equipment is essential to maintaining productivity. However, the question of how best to acquire a printer remains a significant financial and operational consideration.
While purchasing a brand-new printer provides full ownership, it also comes with a high initial cost, ongoing maintenance, and the risk of technological obsolescence. To address these challenges, many businesses explore alternative options such as printer rental or purchasing refurbished printers. Both approaches can offer considerable savings compared to buying new equipment, but they differ in long-term value, flexibility, and total cost of ownership.
This article examines how printer rental and refurbished printer purchases work, what each includes, and which option ultimately delivers better savings for businesses in the short and long term. It also explores the wider financial and operational impacts of both strategies, helping you determine which approach best aligns with your company’s goals.
What Is Printer Rental
Printer rental is a service that allows businesses to use printers without buying them outright. Instead, they pay a regular fee—usually monthly or quarterly—for access to professional-grade equipment. The provider retains ownership and is responsible for delivering, installing, maintaining, and supporting the printer throughout the rental period.
Rental agreements can range from short-term hires lasting a few weeks to long-term arrangements extending several years. They are highly flexible and can be tailored to different business needs, whether for temporary projects, new office setups, or long-term operational requirements.
One of the biggest advantages of printer rental is that it often includes maintenance, technical support, and replacement parts. Many providers also offer automatic supply management, ensuring toner or ink is replenished when needed. This comprehensive service reduces downtime, improves reliability, and simplifies cost management.
What Is a Refurbished Printer Purchase
A refurbished printer is a pre-owned device that has been inspected, repaired, and restored to working order by a qualified technician. These printers are typically sourced from businesses that have upgraded their equipment or from expired lease agreements.
Purchasing a refurbished printer gives businesses ownership of the equipment at a significantly reduced price compared to buying new. Refurbished printers are usually tested to ensure they meet performance standards and may come with a limited warranty, though the duration and coverage can vary between suppliers.
For businesses that want to minimise upfront costs but still prefer to own their hardware, refurbished printers represent an appealing compromise. They deliver substantial savings while offering functionality comparable to new models. However, ownership also means the business is responsible for future repairs, maintenance, and supply management.
Cost Structure Overview
The most obvious difference between printer rental and refurbished printer purchase lies in their payment structure.
Printer rental spreads the cost over time through predictable, recurring payments. There is no large upfront investment, and the monthly fee typically includes servicing and technical support. This model allows businesses to preserve cash flow and allocate funds to other priorities.
Refurbished printer purchases, by contrast, require an upfront payment, although it is far less than the cost of a new printer. After the initial purchase, there are no ongoing rental fees, but maintenance, supplies, and repairs must be budgeted separately. Over time, these costs can add up, particularly if the printer requires frequent servicing or parts replacement.
The decision often depends on how a business prefers to manage its cash flow. Rental offers ongoing predictability, while refurbished purchase provides immediate ownership and long-term potential savings if maintenance costs remain low.
Upfront Investment and Financial Flexibility
From a financial perspective, printer rental is attractive because it eliminates the need for significant upfront expenditure. Businesses can begin using high-quality equipment for a small initial outlay, with costs spread evenly over the duration of the contract. This helps maintain liquidity and makes budgeting simpler.
Purchasing a refurbished printer, however, requires an upfront payment, though it is typically much lower than buying new equipment. For small or medium-sized businesses, this can be a practical one-time investment, particularly if they expect to use the printer for several years without replacement.
The main consideration is financial flexibility. Printer rental preserves cash reserves and allows businesses to adjust their printing capacity as their needs change. Refurbished printer purchases tie up funds immediately but offer the benefit of asset ownership.
Maintenance and Servicing Costs
Maintenance plays a crucial role in determining long-term value. A printer that is unreliable or frequently breaks down can become expensive to maintain, regardless of how affordable it was initially.
Printer rental agreements usually include full maintenance and servicing as part of the monthly fee. Providers take responsibility for keeping the printer operational, performing regular checks, and supplying replacement parts. If the device fails, it is repaired or replaced at no additional cost. This proactive approach ensures minimal disruption to daily operations.
Refurbished printer purchases, on the other hand, shift maintenance responsibility to the buyer. While reputable sellers inspect and repair the printer before sale, any future breakdowns or part replacements become the owner’s responsibility. Some suppliers offer optional extended warranties or service plans, but these add to the total cost.
For businesses without in-house technical expertise, rental provides peace of mind through inclusive maintenance. For those with internal IT teams capable of managing printer issues, refurbished ownership can remain cost-effective despite potential servicing expenses.
Longevity and Reliability
Reliability is another critical factor in the cost equation. Rental printers are usually newer models that undergo regular maintenance and are replaced before they reach the end of their operational life. This ensures consistent performance and minimal downtime.
Refurbished printers, by contrast, have already seen some use before being resold. Although they are restored to good working condition, their components may have more wear than a new or rental unit. Over time, this can lead to increased servicing needs or a shorter lifespan.
However, not all refurbished printers are the same. High-quality refurbishment from a trusted provider can deliver near-new reliability, especially when combined with a warranty. The key is ensuring the supplier adheres to recognised refurbishment standards and uses genuine replacement parts.
Technology and Upgradability
Printer technology evolves rapidly, with newer models offering better energy efficiency, faster printing speeds, and enhanced security features. Businesses must therefore consider how easily they can upgrade equipment as technology advances.
Printer rental offers clear advantages in this area. Most providers allow upgrades to newer models during or at the end of the contract. This ensures businesses always have access to the latest technology without having to purchase new equipment each time.
When purchasing a refurbished printer, upgrades are not as straightforward. The business owns the hardware and must buy new equipment if it wants to benefit from the latest features. This can lead to higher long-term costs if upgrades are required frequently.
For companies that value access to cutting-edge technology and expect their printing needs to evolve, rental provides greater flexibility. Those satisfied with consistent, basic functionality may find a refurbished printer purchase sufficient.
Operational Flexibility
Printer rental excels in operational flexibility. Businesses can adjust the number and type of devices they use according to demand. Short-term rentals can be arranged for temporary projects, while long-term contracts can be scaled up or down as the business grows or consolidates.
Refurbished printers, being owned assets, offer less flexibility. Once purchased, the device is fixed in capacity and capability. If business requirements change, the organisation must invest in additional equipment or sell its existing printers, potentially at a loss.
For companies with dynamic printing needs or multiple offices, rental provides the agility to adapt without financial strain. For smaller organisations with stable, predictable printing requirements, refurbished ownership remains a sensible and straightforward option.
Hidden and Ongoing Costs
Understanding hidden costs is essential when comparing printer rental and refurbished purchases.
Rental contracts may include all maintenance and support, but some providers charge extra for consumables such as toner or for exceeding agreed print volumes. It is important to review contract details carefully to avoid unexpected expenses.
Refurbished printer ownership eliminates ongoing rental fees, but the business must cover consumables, servicing, and any replacement parts. While these costs can be managed, they are less predictable and may fluctuate depending on usage and printer condition.
The overall cost advantage of each option depends on how consistently and intensively the printer is used. For light to moderate usage, refurbished ownership may save more over time. For heavy or unpredictable usage, the all-inclusive nature of rental can offer better cost control.
Tax and Accounting Considerations
From an accounting perspective, printer rental and refurbished printer purchases are treated differently.
Rental payments are classified as operating expenses, which means they are fully deductible in the accounting period they occur. This simplifies budgeting and can offer tax benefits by reducing taxable income.
Refurbished printer purchases, on the other hand, are treated as capital expenditures. The asset is added to the balance sheet and depreciated over time. While this can also provide tax deductions through depreciation, the process is more complex and the financial benefit is spread over several years.
Businesses focused on maintaining cash flow and minimising administrative complexity often prefer rental. Those looking to build asset value or take advantage of capital allowances may lean towards refurbished ownership.
Environmental Considerations
Both printer rental and refurbished printer purchases contribute positively to sustainability, albeit in different ways.
Printer rental promotes environmental responsibility through reuse and efficient maintenance. Providers keep devices in optimal condition, extending their life cycles and ensuring they are recycled responsibly at the end of use. Many rental providers also supply energy-efficient models that help reduce power consumption and waste.
Refurbished printer purchases support the circular economy by reintroducing equipment into service rather than sending it to landfill. This reduces electronic waste and makes efficient use of existing resources.
From an environmental standpoint, both options offer strong benefits. Choosing between them often depends on whether a business values ongoing efficiency (rental) or direct participation in equipment reuse (refurbished purchase).
Case Example: Accounting Firm in Milton Keynes
An accounting firm in Milton Keynes provides a practical example of the cost differences between printer rental and refurbished ownership.
The firm initially purchased two refurbished multifunction printers for its office. The total purchase cost was just under £2,000, significantly less than buying new models. The devices performed well for the first year, but by the second year, maintenance expenses began to rise. Repairs and parts replacements totalled around £600 annually.
When the firm relocated to a larger office, it decided to switch to a printer rental agreement. The new arrangement included two commercial-grade devices with full maintenance, toner supply, and technical support. The monthly fee was £180, covering both printers.
After twelve months, the firm calculated that while the rental cost slightly more annually, it eliminated downtime, reduced administrative workload, and improved print reliability. Over a three-year period, the total expenditure was similar, but the rental option provided better performance and service consistency.
This example highlights that while refurbished ownership can provide short-term savings, rental often delivers better long-term value through reliability, service, and reduced management effort.
Which Option Saves More
The question of which saves more—printer rental or refurbished purchase—depends largely on how a business uses its equipment and values service flexibility.
Printer rental saves money in the long run for organisations that require consistent performance, frequent upgrades, and comprehensive support. The predictable monthly fee prevents unexpected costs and ensures equipment is always maintained and up to date.
Purchasing a refurbished printer offers immediate savings through low upfront costs and no ongoing fees. However, it carries the risk of future maintenance costs, potential downtime, and limited upgradability. For small businesses with light usage, it can be the more economical choice. For larger or fast-growing organisations, the advantages of managed rental typically outweigh the savings of ownership.
In short, rental provides controlled, predictable costs, while refurbished purchases offer short-term financial savings but less long-term security.
Frequently Asked Questions
Businesses often ask whether refurbished printers are reliable enough for long-term use. The answer depends on the supplier’s refurbishment standards. High-quality providers restore devices thoroughly and offer warranties, ensuring good performance.
Another common question is whether rental costs more over time. While monthly payments continue for the duration of the agreement, rental includes maintenance and support that can offset the cost of repairs, making total expenses competitive.
Companies also ask about contract flexibility. Most rental agreements can be adjusted, allowing upgrades or early returns when business needs change.
Finally, businesses wonder about the environmental impact. Both rental and refurbished options are sustainable choices that reduce waste compared with purchasing new printers.
Conclusion
Printer rental and refurbished printer purchases each offer distinct cost advantages, and the right choice depends on your business’s size, printing volume, and operational priorities.
Printer rental delivers predictability, flexibility, and comprehensive support. It allows businesses to spread costs, access the latest technology, and eliminate the risk of unexpected repair bills. This makes it particularly attractive for medium to large enterprises, growing businesses, and organisations that rely on consistent printing performance.
Refurbished printer purchases, meanwhile, offer immediate cost savings and ownership benefits. For smaller companies or those with limited budgets and low print volumes, buying refurbished can be a smart way to minimise expenses while maintaining functionality.
Ultimately, printer rental saves more over time when reliability, maintenance, and upgrade flexibility are factored in. Refurbished ownership saves more upfront but carries long-term responsibilities. Understanding your company’s usage patterns and support needs is the key to choosing the most cost-effective and sustainable solution.