Should you Lease or Buy a Photocopier?

When investing in a new office photocopier or printer, businesses often face the choice between leasing equipment or purchasing it outright.

Both options provide access to modern printing technology, but the right solution depends on your budget, cash flow, printing requirements and long-term business plans.

This guide compares photocopier leasing and purchasing to help you make an informed decision.

What is Photocopier Leasing?

Photocopier leasing allows your business to use equipment for a fixed monthly/quarterly payment over an agreed contract term, typically between 3 & 5 years.

Instead of paying the full purchase price upfront, costs are spread across manageable payments.

Many leasing agreements can include:

Benefits of Leasing

What does buying a Photocopier Mean?

Purchasing means owning the equipment outright from day 1.

Once purchased, the machine becomes a business asset and can be used for as long as required.

Some businesses prefer ownership because there are no ongoing finance agreements.

Benefits of Buying

Leasing vs Buying Comparison

Feature	Leasing	Buying
Upfront Cost	Low	High
Monthly Payments	Yes	No
Ownership	No	Yes
Cash Flow Impact	Low	High
Access to New Technology	Excellent	Depends on budget
Maintenance Packages	Usually included	Often additional
Upgrade Options	Easy	Requires new purchase
Long-Term Cost	Higher overall	Often lower overall

When Leasing Makes Sense

Leasing is often the better option if your business:

Wants to preserve cash reserves
Prefers predictable monthly/quarterly expenses
Needs modern equipment
Expects future growth
Wants maintenance included
Replaces equipment regularly

Many SMEs choose leasing because it avoids a large upfront expense while providing access to business-grade machines.

VS

When Buying Makes Sense

Purchasing can be a good choice if:

You have available capital
Your printing requirements are stable
You intend to keep the machine for many years
You prefer owning assets outright
You would like the option of time & materials only service plans

Businesses with strong cash reserves often find buying more economical over the long term.

Example Cost Comparison

Consider a £4,000 office photocopier.

Purchase

• £4,000 upfront payment
• Maintenance costs additional
• Equipment owned immediately

Lease

• Monthly payments of £124- £85 spread over 3–5 years
• Lower initial expenditure
• Maintenance often included
• Easier cash flow management

What about maintenance?

Maintenance is an important factor often overlooked when comparing leasing and purchasing.

All lease or purchase options can include:

Businesses that purchase equipment may need separate maintenance agreements, which should be factored into overall costs. With leasing options, they are generally included.

Which option is best for small Businesses?

For many small to medium and growing businesses, leasing provides the best balance between affordability and access to modern equipment.

It allows organisations to preserve working capital while benefiting from reliable office printing technology.

Frequently Asked Questions

How much does it cost to lease a photocopier?

Small office machines can start from around £20–£50 per month, while larger business photocopiers may cost £150–£400+ per month.

Is maintenance included in a lease?

Many lease agreements include maintenance, servicing and technical support, although coverage varies between suppliers.

How long are photocopier leases?

Most agreements run for 3, 4 or 5 years.

Can I upgrade during the lease term?

Some suppliers offer upgrade options depending on the contract and equipment selected.

Is leasing better than buying?

For many businesses, leasing provides greater flexibility and better cash flow management, while buying may offer lower long-term costs.

Related Photocopier Guides

Continue your research with our related guides. Learn about photocopier leasing costs, compare leasing vs buying, discover the best machines for small businesses and explore Managed Print Services.

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