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Last Updated: 21. July 2020

Lease or Rent a Business Printer

What Businesses Should Hire a Printer?

A business printer can cost anything between £100 and over £3,000. Multiply this figure by the number of printers a business may need and the costs can quickly escalate. For many businesses, an outright ownership may be the only way to go. However, there are numerous cases where hiring a printer may be the optimal solution.

Many organisations have no high expectations from their commercial printers and photocopiersIndustrial printing is primarily concerned with the application of ink for the purpose of adding aesthetic or functional value. It is important to note that equipment depreciates over time and companies are locked out of any new technology once they have bought the hardware.

Printer hiring is a great alternative allowing businesses to keep up with the technological advancements. Keep in mind, that besides the purchase price, companies are also exposed to the costs associated with the running and maintenance of these machines. Moreover, once the printers have been depreciated over the course of their useful lifetime, disposing them can be a different challenge altogether. Though both approaches are different, in the short run renting and leasing enables a business to save money which can be invested on other activities.

If you think that hiring a printer is what suites your business model, fill in the form at the top of the page  and get as soon as possible, four, free, non-binding quotes tailored to your needs.

How Much Does It Cost to Rent or Lease a Printer?

Many copy machine suppliers in the UK provide leasing and hiring solutions. However, the following features must be taken into account before your decision:

  • Range of office printers to choose from
  • Hardware support
  • Installation and user training
  • Flexibility in rental/leasing contracts regarding early return of hardware
  • Duration of the contract
  • Price

Leasing is a long-term solution to owning the printer, while rental is more of a short-term option. In the case of rental, the ownership of the hardware will not be transferred while in the case of leasing it is possible to buy the printer at the end of the lease period.

In regards with leasing, the price will depend on the type of the printer. Generally, the leasing period can be anything from 3 to 5 years and the printer leasing costs can be ranged from £4 to £35 per week, excluding VAT. Due to the multitude of printer variations and the plethora of suppliers, it is possible to find price variations the fits your budget. There may also be some tax relief when leasing assets like printers.

Normally, businesses will need to rent office printers in periods of peak demands or for occasions like seminars and similar events. If the rental period extends beyond 6 months, leasing may be a worthy consideration. In the UK, the hire costs can start from £70 to £80 per month. Again, as with leasing, the price can vary a lot depending on the business requirements.

Printer Hiring Costs
Printer TypePrice Range
Low-Volume Printers £5.99 to £30
Mid-Volume Printers £39.99 to £100
High-Volume Printers £99.99 to £400
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Factors to Consider Before Hiring a Business Printer

Numerous factors must be taken into consideration when selecting a printer. Laser and Inkjet are two dominant printer categories. For high-volume tasks, it is better to go with laser office printers as they are quicker. Inkjet variations are better if one must print documents in colour. Moreover, colour laser printers tend to be more expensive.

Common Printer Parameters
Inkjet/Laser Cost Per Page Wireless/Wi-Fi Direct Print Speed B&W/Colour
All-in-One Paper Size Air print/Cloud print LCD Display Scanning
3D Paper Capacity USB/Pict Bridge Duty Cycle Faxing
Industrial Double Sided Print Ethernet Design Lifetime Automatic Document Feeder

Memory card/USB reader, network connectivity via cable or Wi-Fi, Duplex functionality (printing on both sides), LCD display, scanning and faxing are some of the other features to consider when trying to select a printer for the office. An all in one printer is a common solution that comes with most of the aforementioned features.

An important metric to pay attention to is Cost Per Page (CPP). Irrespective of the type of printer, the cartridge will have a specific page yield. Page yield is the number of pages that can be printed with the given cartridge. By dividing the cartridge cost by the page yield (number of pages), one can calculate the cost per page. For example, if a cartridge costs £20 and the it is possible to print 100 pages, then:

CPP = 20/100 = £0.2

Calculating the CPP can be more complicated in the case of colour printers as they use multiple cartridges. By knowing the CPP one can ensure that the printer hire costs are within the budget.

Print speed, Paper size and Paper capacity

Print speed, Paper size & capacity are some of the other parameters to take into consideration. While HP’s Officejet Pro X551dw and Officejet Pro X576dw All-in-One office printers hold the Guinness world record for printing 500 pages in just 7 min 19 secs, it is unlikely that all businesses will have a need to constantly print so many documents that fast. Typically, a printer will print anything between 15 and 30 pages in a minute, while there are printers such as the Brother HL-S7000DN that can do up to 100 pages per minute.

Organisations that need to deal with high volume paperwork, either due to size of the organisation or due to the nature of the business, are suitable candidates for such hardware. Law firms should consider a printer with high print speed.

Black Business Printer

Though, it is common for organisations to print in A4 size sheets, modern office printers offer a wide range of possibilities with A3, A5, A6, B5, B6, Letter, Envelopes being some of the other popular categories. Further, paper capacity is yet another metric to consider. A printer may have a high printing speed yet if it has a modest paper tray, someone will have to fill in the sheets often. It is not uncommon to find office printers with sheet capacity in the range to 150 to 250 sheets. In certain cases, this can go up to 600 sheets.

Every printer is designed to handle a certain volume every month. This is termed as the duty cycle (derived by stress-testing the printer) and is often quoted by the manufacturers. Operating a printer at full capacity every month may hurt in the long run and may make it prone to frequent breakdowns. It is desirable to have a recommended figure from the manufacturer (monthly recommended print volume) so that the printer doesn’t stop functioning in a matter of few months.

Apart from the maximum duty cycle and recommended maximum per month, businesses should also check for the design lifetime of the printer in pages. This will give some clarity regarding how the printer should be operated, whether it can handle the heavy months and how many years the printer will be good for use.

Four Common Printer Challenges

You can summarise the most common printer challenges as follows:

  1. Fails to Connect
  2. Paper Jam
  3. Smudging 
  4. Print quality

One of the most common printer issue is that the printer fails to print a job that it has been given. In the case of wireless printers, it is likely that the printer has probably lost network connectivity or jumped networks. It is also possible that there may be an issue with the printer drivers.

Common printer challenges like paper jam, fail to connect and smudging

Paper jam is yet another very common issue with office printers. It is merely a matter of ensuring that the paper tray is correctly placed and the pages are not creased as this will lead to clogging of the sheets inside the printer.

Further, if glossy paper is being used for printing, there is a likelihood of smudging as the ink may not dry up fast enough. If numerous pages are being printed, the pages should be removed as they come out to avoid this problem. Also, if the cartridge is low on ink, the print quality will be bad and will cause strange lines to appear on the print. It also pays to check the printer settings if the output is not up to the mark. This is especially true in the case of images as low settings will make the pictures look very pixelated.

Buy, Rent or Lease Your Next Office Printer Today!

The marketplace is flooded with numerous brands and even more confusing range of office and business printers to choose from. However, many websites review these products and together with surveys and user forums it is possible to narrow down the search. Brands such as Ricoh, Brother, Samsung and HP have traditionally scored well across metrics such as print speed, paper capacity, reliability etc. and are worth a consideration.

If you are a UK based business, by simply stating the number of pages printed per month and the installation period, you can use Market Inspector to get quotes that match your usage patterns. Quotes can also be requested even if you are unsure of your usage patterns! In all, it’s a three-step process:

  1. An organisation has a need and they fill in a form with the relevant details describing their need.
  2. Market Inspector scans for suppliers corresponding to the description.
  3. As many as four quotes are shared back with the client matching their needs.

This is free and there are no hidden costs or obligations to using this service. Try it now!

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Written by Aris Vourvoulias Head of Content Aris Vourvoulias is the Head of Content at Market Inspector. Aris is a passionate author and marketer with a background in journalism. He continuously writes, reviews, and educates himself in the areas of business, finance, and renewable energy. He has managerial experience in many European markets, including UK, Denmark, Sweden, and Finland. He and his content team have been featured on reputable sites like Business Insider, Entrepreneur, Guardian, Forbes, HubSpot, and more.
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