small business printer rental

A printer rental is an affordable and convenient alternative to buying a printer outright. A rent-a-printer gives your business the opportunity to provide the office with premium quality printer equipment without having to worry about the upfront expenses. Printer hire also ensures that your office is always equipped with the latest in printing and scanning technology, eschewing the need to update your equipment every few years, thereby avoiding equipment obsolescence. 

At Digital Document Solutions, we recognize that every business has its own unique demands, which is why we offer an extensive range of printer and photocopier rental options. Our selection includes a variety of features and specifications to precisely meet your specific requirements. You can browse our printer rental options here, or scroll down to learn more about how leasing a printer for your office can benefit your business.  

 

Discover Printer Rental Options

  • Type of Printers
    Printer rental services provide a variety of printer types to suit various requirements. Whether you need laser printers for sharp text documents or inkjet printers for vibrant images, there is a rental choice available to meet your needs.
  • Short Term or Long Term Rentals
    Our printer rental services are flexible for businesses of all sizes, accommodating both short-term needs for specific projects as well as long-term usage plans. DDS is more than happy to customise the rental service to align with your specific requirements.
  • All Inclusive Packages
    We offer comprehensive packages that include the printer itself, on top of maintenance, repairs, and supplies. This approach facilitates straightforward budgeting and guarantees that there are no unexpected expenses on your end.

 

The Benefits of Renting a Printer for Small Businesses

Some of the many advantages of leasing a printer for your office include; 

  • Easy Monthly Payments: Leasing a printer or copier helps you manage your budget more effectively by offering a predictable monthly or annual expense, based on the details of your agreement. This arrangement ensures there are no unexpected costs or budget overruns, even if the equipment requires repairs.
  • Cost Saving: Leased printers can offer you significant upfront cost savings, making them an excellent choice for new startups, seasonal businesses, and small to medium-sized enterprises that are simply aiming to cut down on expenses.  Larger companies may also opt for printer leasing, as it enables frequent upgrades to the best technology.
  • Maintenance: Like any other office equipment, multifunction printers need regular maintenance and can sometimes experience malfunctions. While ongoing repairs can be costly, our leasing agreements include maintenance and repair plans to keep the equipment in optimal condition.
  • Frequent Upgrades: Like any other other form of technology, printers are subject to rapid advancements in the field. Luckily, with a printer lease agreement, you’ll have access to the latest models without the financial burden of upfront costs.
  • Tax Efficiency: Leasing or renting a printer can immediately lessen your tax burden, as it allows you to spread the cost over time instead of paying all at once. You have the flexibility to make monthly, quarterly, or annual payments. Renting a printer has never been more convenient. 

 

What to Consider When Choosing a Printer Rental

When selecting your leased printer, there are several factors you should keep in mind: 

  • Colour vs Black: Consider whether your office printing requirements necessitate colour, or if you can comfortably get by with black and white printing. While colour printers can sometimes be more costly to rent, they are often crucial for producing vibrant marketing materials and other documents that require colour.
  • Printing Quality: If your business demands high-resolution prints for professional presentations or documents, it’s extremely important to select a printer capable of delivering such high-quality output.
  • Printing Volume: Assess the amount of printing your business regularly requires. If you frequently need a large number of prints, it's important to select a printer that can accommodate this high volume.
  • Cost: Consider your budget in relation to your requirements. DDS Group has many affordable printing options available for both short-term and long-term printer leasing agreements.

 

Printer Leasing vs. Buying: Comparing Costs

Regardless of whether you’re renting a printer or buying it outright, there are some key factors that will typically impact the cost: 

  • Functionality & Features: Multi-function printers (MFPs) generally cost more than basic single-function, black-and-white printers, simply because they generally offer a better performance. This can include printing capacity and printing speed, ie. the greater the pages per minute (PPM) capability of a copier, the more advanced and costly it tends to be. This can also include other printer features, such as scanning and networking.
  • Service/Maintenance:  Regular servicing and maintenance of the photocopier are crucial as they help reduce downtime. Although preventative maintenance plans may sometimes cost more up front, they prove more economical in the long run by reducing breakdowns by up to 80% and maintaining excellent print quality throughout the life of the copier.
  • New vs. Refurbished: Not every business requires the latest model copier. For those who print at a moderate rate, opting for a refurbished copier may be far more economically sound. 

 

What to Know Before Signing a Printer Lease

There are a few key factors to consider before signing a printer lease agreement: 

  • Understanding Key Terms in Printer Lease: Understanding the terms of copier lease agreements is crucial when making an informed decision, though reviewing the paperwork can be daunting. A typical lease agreement will outline several key elements: the lease period specifies the duration of the lease; monthly payments indicate the amount due each month, and the maintenance agreement covers repairs and part replacements during the lease. You should be aware of any excess usage fees if your print volume exceeds the set limit. The lease might automatically renew unless you decide to terminate or renegotiate it, and at the end of the lease, you may have the option to extend, return, or purchase the copier. Additionally, the termination clause will detail any penalties or fees for early lease termination.
  • Evaluating the Cost Structure: When considering copier leases, it's advised to request a comprehensive breakdown of all associated costs. These typically include fixed monthly payments that cover the copier’s cost plus interest, spread over the lease term. Installation charges may apply for setting up print drivers, scan locations, and scan-to-email functionalities, billed hourly by some companies. You might also encounter upfront expenses such as initial down payments or security deposits, which vary by company and lease terms. Service and maintenance agreements may increase monthly payments but are essential for keeping the equipment in excellent condition. Be aware of excess usage fees for going over the allotted copy volume, and note that supplies like toners may be included in your monthly payments, depending on your lease terms. Lastly, adding insurance to your lease can protect the copier from accidents, theft, and damage, which is crucial depending on your business insurance coverage.
  • Printer Capabilities & Technical Specifications: Understanding the capabilities and technical specifications of copiers and printers is crucial as these factors can influence your monthly lease payments. When selecting a copier for your office, consider the following features: the model, which could be an older, less functional one or a new, future-proof version; the type, as colour copiers are pricier than black and white but essential for creative industries; and the condition, where reconditioned and used copiers offer cost savings but may have higher breakdown risks. You may also wish to assess the copier’s technical specs like speed and storage and print volume capabilities — standard copiers suffice for offices with lower printing volumes, whereas high-volume copiers suit more intensive needs. Consider additional features such as wireless connectivity, support for various paper sizes, and duplex printing if your office requires them. Lastly, for handling sensitive information, ensure the copier includes robust security features.
  • Lease Duration & Extension Clauses: Typically, opting for a longer lease results in lower monthly payments, though it might ultimately cost more by the end of the term. It’s also not ideal to return a copier that's still in good working condition due to a lease that’s too short. If your organisation frequently uses copiers and printers, a longer lease might be more suitable. To avoid unintentional renewal, it’s wise to notify your leasing company a few months before the lease expires to discuss end-of-lease options. You may also wish to consider an infinity plan, which is an unlimited printing plan that lets you print as many pages as you want for one low monthly price.
  • How to Get Out of a Printer Lease: Life events or changing business needs can sometimes make your current copier lease agreement unsuitable. If you find yourself needing to exit the lease early, it’s crucial to notify the leasing company well in advance that you intend to terminate the agreement or cancel the automatic renewal. You should first review the termination clause in your agreement to understand the cancellation process and any associated early termination fees. Secondly, check other clauses to see if the leasing company has failed to meet their performance guarantees, which could provide grounds for termination. Another option is to pay off the remaining lease balance. You can also look for an assumption clause that allows another company to take over the remaining terms of your lease. Lastly, consider adding a copier lease buyout, where another dealer pays off the remaining balance in exchange for your business.

 

Should I Buy or Lease a Printer?

When considering leasing a printer for small businesses, it's important to recognize the benefits. Here are five key factors to consider before making your final decision:

  • Available Cost: Buying a printer can outright reduce any long-term costs (excluding maintenance costs), making it ideal if upfront spending is possible to minimise ongoing expenses. However, leasing offers steadier cash flow management with no initial investment, allowing you to allocate capital elsewhere.
  • Growth Potentials: If you expect your business to grow, purchasing a printer gives you the flexibility to upgrade or expand your printing setup as needed. Although some leases might restrict updates, many vendors are open to renegotiation to accommodate your growing needs.
  • Return on Investment (ROI): Owning a printer allows you to sell it and recoup some investment once it's no longer needed, whereas leased printers must be returned, offering no return at lease end.
  • Maintenance Resources: Purchasing a printer requires internal resources for maintenance, which can burden a small IT team. Leasing, often paired with managed print services (MPS), offloads maintenance and keeps printers functional without taxing your staff, including regular updates and security management.
  • Print Governance & Cost Recovery: Owning a printer can lead to overlooked ongoing costs like maintenance and consumables. A printing lease typically includes governance and cost recovery, helping track and manage printing expenses and potentially passing these costs to clients, reducing your overall expenditures.


Conclusion

Renting a printer for your office is an ideal way to provide your business with the best quality technology while eliminating the upfront costs. At DDS, we offer a vast selection of both black and white and colour multifunction printers that are designed to meet the diverse needs of countless businesses. 

You can browse the DDS printer rental range here, or check out our other products and services over at our home page. Got a question? Don’t be afraid to get in touch with us via the DDS contact us page.