Buying Guide
Photocopier Rental vs Buying: Which Is Better for Your Office?
Renting a photocopier spreads the cost into a fixed monthly payment, while buying one costs more upfront but can be cheaper over several years. This guide compares both on cost, service, flexibility and ownership, so you can decide what suits your office.
Key takeaways
- Rent if you want no upfront cost, a predictable monthly bill and service handled for you.
- Buy if your print volume is steady and you plan to keep the machine for several years.
- A purchase plus an AMC gives you ownership with planned servicing.
Renting a Photocopier: How It Works
With a rental, you pay a fixed monthly amount to use a machine at your office. The rent depends on the model and how many pages you print. Our photocopier rental plans include toner and service, so you do not buy consumables or pay for routine repairs separately.
Advantages of renting
- No large upfront payment, so cash stays in the business.
- One predictable monthly cost.
- Toner and service included in the plan.
- Easier to move to a bigger or smaller machine if your volume changes.
- Useful for short projects, new offices and temporary sites.
Disadvantages of renting
- You never own the machine.
- Over a long period, total rent can exceed the purchase price.
- Plans usually have a minimum period and page limits, with a charge for extra pages.
Buying a Photocopier: How It Works
When you buy, you pay for the machine once and it belongs to you. Our prices include on-site installation and the manufacturer's standard warranty. After the warranty, you pay for toner and repairs as needed, or cover the machine with an annual maintenance contract (AMC).
Advantages of buying
- You own the machine outright.
- Usually the lowest total cost if you keep it for several years.
- No page limits or rental terms.
- Wide choice: new models start at ₹29,900* for the Konica Minolta bizhub 185en, and refurbished machines cost less.
Disadvantages of buying
- A larger payment upfront.
- Toner, parts and repairs after warranty are your cost unless you take an AMC.
- If your needs change, you have to sell or replace the machine.
Rental vs Buying at a Glance
| Rent | Buy | |
|---|---|---|
| Upfront cost | No machine purchase | Full machine price |
| Monthly cost | Fixed rent | Toner, parts and service as used, or an AMC |
| Toner and service | Included in our plans | Warranty first, then paid or AMC |
| Ownership | Stays with the supplier | Yours |
| Flexibility | Easy to upgrade or change | Sell or replace to change |
| Best for | New offices, variable volume, short term | Steady volume, long term |
When Renting Makes More Sense
- You are setting up a new office or branch and want to keep cash for other costs.
- Your print volume is likely to change in the next year or two.
- You need a copier for a project, an event or a temporary site.
- You want one monthly bill with toner and service included.
When Buying Makes More Sense
- Your monthly volume is steady and you know what you need.
- You plan to keep the machine for several years.
- You print modest volumes, so a lower-cost machine will last a long time.
- You prefer to own the equipment.
How to Compare the Cost Properly
Look at the total cost over the period you plan to keep the machine, not only the first payment. For buying, add the machine price, toner and any AMC or repairs. For renting, multiply the monthly rent by the number of months and check what happens if you print more than the plan allows. On tax, rent and depreciation are treated differently, so ask your accountant which suits your business.
Want both options quoted?
Send us your monthly volume, paper size and colour needs. We will quote a machine to buy, with its price from our price list, and a rental plan, so you can compare.
Photocopier Rental vs Buying: FAQs
Is it cheaper to rent or buy a photocopier?
Buying is usually cheaper over several years if your volume is steady. Renting costs less upfront and includes toner and service, which suits offices that want a fixed monthly bill or may change machines.
What is included in a photocopier rental?
Our rental plans include the machine, toner and service. The monthly rent depends on the model and your page volume.
Can I buy a photocopier and still get servicing?
Yes. New machines come with the manufacturer's standard warranty, and after that you can take an annual maintenance contract for planned servicing and breakdown support.
Do you sell refurbished photocopiers?
Yes, of all brands. A refurbished machine lowers the upfront cost if you want to buy. See refurbished photocopiers.
More Photocopier Guides
What Is a Multifunction Photocopier?
What an MFP does, its main parts and how it compares with a printer or a basic copier.
How Does a Photocopier Work?
The six steps of xerography, from charging the drum to fusing toner onto paper.
Colour vs Black & White Copiers
Running costs, prices and which offices need colour.
Talk to Our Photocopier Team
Tell us how many pages you print each month, the paper size and if you need colour. We will suggest a machine, a rental plan or a repair, and send you the price.