Rent or Buy? Understanding the True Cost of Printers & Copiers

Benefits of Renting vs Buying Printers: Why the Debate Matters for Modern Businesses

When it comes to office printing equipment, many businesses face a common decision—should they purchase or rent? The debate surrounding the benefits of renting vs buying printers is more relevant than ever, especially in today’s cost-sensitive and fast-evolving business environment. While ownership might seem like a straightforward investment, renting provides numerous hidden advantages that support flexibility, operational efficiency, and long-term savings.

For companies seeking cost control, adaptability, and performance, understanding the true cost of printers and copiers over their entire lifecycle is crucial. Lesedi ICT, a leading provider of managed print services and office technology solutions in South Africa, helps clients evaluate both options and make informed decisions based on their unique operational needs.

Understanding the Full Cost of Ownership When Buying Printers

One of the most overlooked elements in the printer acquisition process is the total cost of ownership. Buying a printer outright means assuming full responsibility for its ongoing expenses, including maintenance, repairs, consumables, and eventual replacement.

The initial purchase price is only a fraction of the overall investment. Over time, businesses must budget for toner and ink, paper supply, servicing, part replacements, and energy consumption. In addition, device downtime due to breakdowns or lack of available service support can lead to costly productivity losses.

The cost of ownership also increases when printers are underutilised or outdated. A machine that no longer meets the needs of the business—whether in terms of volume, speed, or connectivity—can become a financial liability. For many small to medium-sized enterprises, tying up capital in depreciating hardware limits their ability to invest in other growth areas.

Benefits of Renting vs Buying Printers: Financial Predictability and Flexibility

The most immediate benefit of renting printers lies in financial predictability. Rental agreements convert large capital expenditure into manageable monthly operational costs. This model helps businesses preserve cash flow and avoid unexpected repair expenses.

Through print leasing, organisations can budget accurately for their printing needs, with all maintenance included in the rental fee. Lesedi ICT offers tailored leasing packages that include delivery, setup, routine servicing, and rapid-response technical support. This means fewer surprises and greater control over office technology expenses.

The upgrade flexibility offered by rental models is also significant. As a business grows or its printing demands change, equipment can be scaled up or down without incurring penalties or being locked into outdated technology. Lesedi ICT’s rental clients enjoy access to the latest devices, ensuring optimal performance without the need for repeat capital investment.

Maintenance Included in Print Leasing: Reducing Operational Burden

Another major advantage in the debate around the benefits of renting vs buying printers is the inclusion of ongoing service and support. With purchased equipment, responsibility for maintenance typically falls on the business. This can require dedicated IT resources, third-party service contracts, or reactive repair costs when something goes wrong.

With Lesedi ICT’s print leasing solutions, maintenance is included as part of the rental package. From regular servicing to emergency repairs and software updates, the company ensures that devices remain fully functional throughout the lease period. This proactive approach reduces downtime and ensures that issues are resolved before they impact workflow.

Support teams also provide training and advice, helping staff maximise the features of their printers and optimise output efficiency. For organisations without in-house IT support, this level of assistance is not just helpful—it’s essential.

Upgrade Flexibility and Technology Obsolescence in Printer Ownership

Technology evolves rapidly, and printing equipment is no exception. Devices that were top-of-the-line three years ago may now lack compatibility with cloud services, mobile printing, or advanced security protocols. The upgrade flexibility of a rental model allows businesses to stay current without the burden of disposing of obsolete equipment.

When buying printers outright, organisations bear the full impact of obsolescence. As machines age, performance can decline, repair costs increase, and integration with modern workflows becomes more difficult. Replacing outdated printers can be expensive and disruptive—especially when upgrades are delayed due to budget constraints.

In contrast, Lesedi ICT’s rental clients can refresh their devices as technology advances. This ensures access to energy-efficient machines, enhanced user interfaces, and up-to-date functionality. Print leasing provides a continuous pathway to innovation without the need for new capital outlay.

Assessing Business Continuity and Risk: Benefits of Renting vs Buying Printers

Business continuity is another critical consideration in the rent vs buy debate. Printers and copiers are central to daily operations, particularly in sectors such as education, government, healthcare, and legal services. A breakdown without a backup plan can stall productivity, delay service delivery, and erode customer confidence.

Rental agreements from providers like Lesedi ICT include response guarantees and replacement devices, significantly reducing risk in the event of equipment failure. Businesses no longer need to worry about sourcing emergency repairs or purchasing short-term replacements—support is included, and continuity is prioritised.

In addition, rented devices are typically more secure. Regular updates, firmware patches, and access control features help protect sensitive data and support compliance with regulations like POPIA. When evaluating the benefits of renting vs buying printers, the assurance of up-to-date security is often a deciding factor for organisations handling confidential information.

How Print Leasing Supports Sustainability and Efficiency Goals

Sustainability is an increasingly important factor in procurement decisions. Printer ownership often leads to underused or discarded equipment, contributing to electronic waste and unnecessary energy use. Print leasing, on the other hand, promotes responsible device lifecycle management.

Lesedi ICT ensures that rented equipment is fully utilised, well-maintained, and properly recycled or repurposed at the end of its life. Their leasing models include energy-efficient devices and smart usage monitoring, helping clients reduce paper waste, cut energy consumption, and track environmental impact.

For companies aiming to reduce their carbon footprint or align with ESG goals, renting printers supports a more sustainable operational model. It also reduces the need for large-scale disposal or resale processes when upgrading.

Total Cost Comparison: The True Cost of Printers & Copiers Over Time

When comparing the cost of ownership to rental models, the total long-term expense of purchasing printers is often significantly higher. While the upfront price may appear lower, the cumulative costs of repairs, servicing, consumables, and replacement devices add up quickly.

Print leasing offers a predictable, all-inclusive monthly fee, helping businesses spread costs, plan accurately, and avoid large unexpected bills. For example, a business that buys a mid-range copier may face service costs of several thousand rand over three years—without any guarantee of uptime or access to replacement parts.

In contrast, a rental agreement from Lesedi ICT includes not just the equipment, but also ongoing support, upgrades, and training. The company handles the lifecycle management, allowing clients to focus on operations, not technical problems.

Choosing a Strategic Partner for Print Leasing and Support

The success of a rental model depends on the quality of the service provider. Lesedi ICT is a trusted name in South Africa’s ICT and office automation sector, with a regional presence and a proven track record of delivering results.

Their print leasing services include national coverage, proactive maintenance, and responsive support tailored to each client’s workflow. By choosing Lesedi ICT, businesses gain a strategic partner invested in their long-term success. Every rental agreement is customised, with options for small teams, large enterprises, and everything in between.

Clients benefit from regular check-ins, performance reviews, and access to new technology as it becomes available. With Lesedi ICT, the benefits of renting vs buying printers are not just theoretical—they are delivered consistently, professionally, and with measurable value.

Discover the Real Benefits of Renting vs Buying Printers

Lesedi ICT invites businesses across South Africa to evaluate their current print environment and explore the benefits of renting vs buying printers. Whether you’re concerned about the cost of ownership, interested in maintenance included leasing, or seeking upgrade flexibility, the Lesedi ICT team is ready to guide you.

With tailored print leasing packages, expert support, and access to top-tier devices, Lesedi ICT helps clients reduce costs, improve efficiency, and futureproof their print infrastructure.