If your business needs a new office photocopier, one of the biggest decisions you’ll face is whether to buy the equipment outright or lease it.

There isn’t a one-size-fits-all answer. The best option depends on your budget, how your business operates, your expected print volumes and how often you like to upgrade your technology.

In this guide we’ll compare both options, explain the advantages and disadvantages of each, and help you decide which solution offers the best value for your organisation.

Buying a Photocopier

Buying a photocopier means your business owns the equipment from day one.

Once purchased, there are no monthly finance payments, and the machine becomes a business asset.

Advantages of Buying

• Complete ownership of the equipment.

• No finance agreement.

• No monthly lease payments.

• Potentially lower long-term costs if the device is kept for many years.

• Freedom to sell or dispose of the machine when required.

Buying is often suitable for businesses that have available capital and intend to keep the equipment for a long period.

Things to Consider Before Buying

Although ownership has advantages, it’s important to consider the total cost of ownership.

Buying a photocopier also means budgeting for:

• Servicing

• Repairs

• Replacement parts

• Toner

• Software updates

• Eventual replacement

Technology also develops quickly, meaning an owned machine may become outdated before it reaches the end of its working life.

Leasing a Photocopier

Leasing allows businesses to spread the cost of a photocopier over a fixed period through manageable monthly payments.

Instead of making a large upfront investment, costs are predictable and easier to budget.

Many organisations choose leasing because it allows them to access higher-specification equipment without tying up valuable business capital.

Advantages of Leasing

Leasing has become one of the most popular ways for UK businesses to acquire office photocopiers.

Benefits include:

• Lower upfront costs.

• Predictable monthly payments.

• Improved cash flow.

• Access to newer technology.

• Easier upgrades at the end of the agreement.

• Ability to choose equipment that may otherwise be outside the available budget.

For growing businesses, this flexibility can be particularly valuable.

Things to Consider Before Leasing

Before entering into any lease agreement, it’s important to understand the terms.

Questions to ask include:

• How long is the agreement?

• What happens at the end of the lease?

• Can equipment be upgraded during the agreement?

• Are maintenance and servicing included?

• Are there usage limits?

• What happens if printing requirements change?

Understanding these details helps avoid unexpected costs later.

What About Managed Print Services?

Many businesses now choose a third option—Managed Print Services (MPS).

Rather than simply leasing equipment, Managed Print Services combine the photocopier with ongoing support and management.

Depending on the agreement, this may include:

• Equipment rental

• Installation

• Servicing

• Toner replacement

• Parts

• Remote monitoring

• Software updates

• Technical support

• Usage reporting

This provides a predictable monthly cost while reducing the administrative burden of managing office printing.

For many organisations, Managed Print Services offer the best balance of cost, convenience and reliability.

Read our guide:
What Are Managed Print Services?

Comparing the Options

Which Businesses Benefit Most from Buying?

Buying may be suitable if your organisation:

• Has available capital.

• Prints relatively low volumes.

• Prefers owning equipment.

• Doesn’t regularly upgrade technology.

• Wants to avoid finance agreements.

For some organisations, ownership provides excellent long-term value.

Which Businesses Benefit Most from Leasing?

Leasing is often ideal for organisations that:

• Want to preserve cash flow.

• Prefer predictable monthly costs.

• Need higher specification equipment.

• Expect business growth.

• Regularly upgrade office technology.

• Want greater financial flexibility.

Many SMEs find leasing allows them to access better equipment without making a significant upfront investment.

Factors to Consider Before Making a Decision

Every organisation has different priorities.

When comparing options, consider:

• Monthly print volume.

• Number of users.

• Future business growth.

• Available budget.

• Security requirements.

• Scanning needs.

• Colour printing requirements.

• Existing IT infrastructure.

Choosing the right solution is about much more than simply comparing prices.

Independent Advice Makes a Difference

With so many finance options available, it’s easy to focus on monthly costs alone.

However, the right photocopier should support your business for years to come.

An independent supplier can assess your print volumes, workflow requirements and future plans before recommending the most appropriate solution.

At Crown Procurement Services, we work with businesses across the UK to recommend office technology that balances performance, reliability and value for money.

Whether you’re considering buying, leasing or moving to a Managed Print Service, we’ll help you understand the options and choose the solution that’s right for your organisation.

Frequently Asked Questions

Is leasing a photocopier cheaper than buying?

Not necessarily. Leasing spreads the cost over time and improves cash flow, while buying may cost less overall if the equipment is kept for many years.

Can I upgrade a leased photocopier?

Many lease agreements allow equipment to be upgraded at the end of the term. Some providers also offer upgrade options during the agreement.

Are maintenance costs included with leasing?

This depends on the agreement. Many businesses choose maintenance packages or Managed Print Services that include servicing, toner and technical support.

Is leasing tax deductible?

Many businesses can claim allowable lease payments as a business expense, but tax treatment depends on individual circumstances. Always seek advice from your accountant.

Need Help Choosing?

Every business has different printing requirements, budgets and long-term plans.

If you’re unsure whether buying, leasing or Managed Print Services offer the best value for your organisation, Crown Procurement Services can provide independent advice based on your specific needs.

Contact Crown Procurement Services today to discuss the right office printing solution for your business.