The office printer is one of those devices that you don’t really think about until you need to wrap up a project and you can’t print because your old device won’t connect to the PC. Modern businesses require state-of-the-art office equipment, including the good old printers, which have undergone relatively small but impactful changes over the years. However, buying a large business printer (especially if you need multiples) might be too expensive of a cost to bear all at once, and the devices might not be suitable for your needs. To alleviate these concerns, consider getting a business printer lease from a verified equipment provider. Here are some of the pros (and cons) of leasing a printer to consider whether it’s the right move for you.

Pros of a Business Printer Lease

If you aren’t quite yet sure what leasing a printer means, let’s explain it a bit before delving further.

Leasing a printer—also commonly referring to renting it—means that you receive the printer for unlimited business use over a contractually-determined period. The vendor, or provider, ensures that the printer will remain in working condition and they’re required to maintain it as such if you encounter an issue.

With that in mind, let’s see how your business can benefit from getting a business printer lease.

Reduced Initial Cost

High-end printers—those that can print dozens of pages per minute, in color, and also come with additional customization options—can easily cost a few thousand dollars. For a small business that’s still unsure whether they need the device at all, this can be a monumental blow to their monthly budget.

On the other hand, leasing the printer spreads out that cost over a year or more. The business can start using the printer to improve their workflows and recoup that monthly cost (and more) through better productivity and higher-quality results.

Easier to Plan Around

Since a lease has set monthly fees for using the provided printers, the business can plan around this cost much better than for a sum payment. There are no hidden fees or maintenance costs around the device itself—all that is handled by the provider.

Also, leasing costs can be more easily considered business expenses than large bulk purchases, lowering the actual cost of leasing a printer. For smaller printers which cost below $2,500 to purchase outright, that might not mean much of a difference. However, more expensive printers are treated as depreciable assets rather than tax-deductible business expenses, which means you have to account for how long you plan to use the device and list it on your taxes accordingly.

Access to Quality

With a printer lease, businesses can leverage the newest technology and be the forerunner on the market without committing to a single large purchase. The newest equipment can ensure that their processes run smoothly and help them make a bigger profit, all without putting them in debt to buy the device.

Additionally, many leasing contracts allow the option to change the plan and upgrade to a newer device. Businesses can get the newest equipment, sometimes at no additional cost, by having long-term partnerships with the right provider.

Guaranteed Maintenance

Since the provider is contractually obliged to provide the printer in working condition, they are also responsible for ensuring it stays that way. If the printer breaks, you don’t have to search around for a qualified technician that works with that printer brand. The provider will have the technicians on staff or have working relationships with service companies that can get your printer up and running in no time.

While this might not seem like such a big deal, printer downtime can spell doom on a company’s productivity. A business that relies on printing vital documentation, whether it is sales and marketing material or shipping information, can lose crucial sales if it can’t access the printer for a prolonged period. Timely maintenance becomes that much more important if the business absolutely requires consistent access to printing. For larger corporations, the actual costs can be astronomical, starting at $39,000 per hour of unplanned downtime.


While the lease involves a contract, there are a few customizations available to the contract to ensure both sides get a potentially better deal.

Firstly, many providers allow businesses to upgrade their current printer to a new one or even downsize to a lower-grade model if it would suit their needs. Of course, this might involve adjusting the monthly payment, but it means that the process is typically smoother than trying to refund or resell a purchased printer.

Secondly, after the lease expires, the business can choose to renew it to keep using the printer, return it (and maybe get a new one), or buy the printer outright, typically at a steep discount.

Cons of Leasing a Business Printer

There are very few downsides to leasing a printer, but they should be worth considering nonetheless.

Expected Use

If you don’t really need a large multifunction office printer, then leasing it might defeat the purpose. Even though the cost might seem lower at first, you’re still paying potentially huge sums on relatively unused equipment. Carefully consider how much printing you actually expect before committing to years-long leasing plans.

Higher Overall Cost

Although the cost of leasing a printer might seem low at first, the total cost of the lease is generally higher than buying the printer outright. Of course, a part of this can be accounted for by access to maintenance and potentially reduced downtime, as well as tax implications. Large businesses with a generous initial budget might be more likely to save money by purchasing the equipment and properly depreciating it through taxes.

Contract Terms

While you have some leeway in upgrading your printer on demand, you typically can’t cancel the leasing agreement without incurring a hefty fee. Since a provider might not carry a specific printer model, you might not be able to get the best device for a few years.

Also, when the lease ends, you typically end up without a printer, meaning you are forced to renew or buy a device anyway.

Get a Business Printer Lease From a Trusted Provider

To ensure that your printer works flawlessly throughout the lease, it’s best to partner up with a provider that has a wide range of makes and models. It allows you to create scalable solutions that can grow with your business and promote a more beneficial long-term relationship with a vendor. Additionally, vendors that are verified sellers and service providers typically can provide more accurate advice on the best device for your business’ current needs.

Sacramento businesses can use Buckmaster Office Solutions to obtain quality office equipment with superior customer service. Whether you need just a printer or a fleet of multifunctional devices, Buckmaster is at your beck and call. So make sure to contact Buckmaster Office Solutions and get the most bang for your buck.