Maintenance Costs: Rental vs. Purchase – What’s Better for Your Business?
When it comes to acquiring office equipment like printers or copiers, one of the biggest questions businesses face is whether to rent or purchase. While both options have their pros and cons, maintenance costs play a crucial role in the total cost of ownership.
In this article, we’ll explore the maintenance costs: rental vs. purchase, compare their long-term financial implications, and help you make the best decision for your business operations.
Understanding Maintenance in Business Equipment
Whether you rent or own your printer or copier, maintenance is non-negotiable. Regular upkeep ensures your machines run efficiently, produce high-quality output, and minimize downtime.
Maintenance includes:
Scheduled servicing and preventive maintenance
Repairs due to wear and tear or malfunction
Replacement of parts (drums, rollers, toner, etc.)
Technical support and software updates
How these costs are handled depends greatly on whether you rent or own the machine.
Maintenance Costs in Printer Rentals
When you rent a printer or copier, maintenance is usually included in the rental package. Here’s what that means:
1. All-Inclusive Support
Rental agreements typically come with a service level agreement (SLA) that covers:
Preventive maintenance
Emergency repair services
Consumables like toners (excluding paper)
Technical support and troubleshooting
This allows you to avoid unexpected repair bills, making budgeting more predictable.
2. No Additional Labor Costs
Since the rental provider owns the machine, they are responsible for keeping it in good working condition. If a part breaks or something malfunctions, they send their technician—at no additional cost to you.
3. Fast Replacement Guarantee
If the machine breaks beyond repair, many rental companies offer unit replacement at no extra cost. This avoids prolonged downtime and additional expenses.
You can read more about the benefits of maintenance-inclusive rentals here:
👉 Maintenance Costs: Rental vs. Purchase
Maintenance Costs in Purchased Printers
Purchasing gives you full ownership—but it also makes you solely responsible for maintenance.
1. Out-of-Pocket Repair Expenses
Once the manufacturer warranty expires, you must shoulder all repair costs, which can range from ₱2,000 to ₱20,000+ depending on the issue.
Unlike rentals, there’s no free service technician, and parts must be ordered at your expense.
2. Inconsistent Maintenance Budgets
Because you only pay for repairs when issues arise, your maintenance costs can be highly variable. This unpredictability makes budgeting more difficult, especially for small businesses.
3. Long-Term Wear and Tear
Printers naturally degrade over time. The older the machine gets, the more frequent the maintenance—and the higher the cost. You may also need to upgrade firmware or parts to keep it compatible with new systems.
For more insights, visit:
👉 Depreciation: Rental vs. Purchase
Direct Cost Comparison
| Cost Factor | Rental | Purchase |
|---|---|---|
| Monthly Expense | Fixed (includes maintenance) | None (after purchase) |
| Repair Costs | Covered by provider | Paid by owner |
| Toner/Parts | Often included | Bought separately |
| Technician Visits | Free | Paid per visit |
| Machine Replacement | Included | Separate cost |
| Budgeting | Predictable | Variable/unpredictable |
Hidden Costs to Consider
Here are a few often-overlooked expenses that can impact your maintenance budget:
1. Downtime Losses
If a purchased printer breaks down and repairs are delayed, your team could be stalled. That’s a hidden productivity cost many businesses overlook. Rentals often provide backup units or faster service to minimize this.
2. Training and Troubleshooting
Rental providers often include onboarding and training as part of their service. When you buy equipment, your staff may need to learn through trial and error—adding time and effort.
3. Software & Firmware Support
New print drivers or software updates can cause compatibility issues. With rentals, the provider ensures the machine is up to date. With purchases, you’re on your own unless you pay for IT support.
Long-Term Maintenance Cost Trends
Rentals:
Costs are fixed and remain stable over time.
Equipment is regularly upgraded, avoiding obsolescence.
Maintenance plans are built into the rental rate.
Purchases:
Initial cost may be lower in the first 6–12 months.
Maintenance increases as machine ages.
Total cost of ownership rises due to repair and upgrade expenses.
If your business uses printers or copiers daily, the total maintenance costs of a purchased unit over 3–5 years may exceed the total cost of a rental plan.
When Renting Is More Cost-Efficient
Consider renting if:
You want predictable monthly costs
You don’t want to worry about repairs or technician visits
Your team relies heavily on printing and can’t afford extended downtimes
You want access to up-to-date equipment without frequent upgrades
Read more about smart maintenance budgeting strategies here:
👉 Maintenance Costs: Rental vs. Purchase
When Buying Might Work Better
Buying may be ideal if:
You use your printer only occasionally
You have in-house IT support for quick troubleshooting
Your business prefers long-term ownership and control over the asset
You’re prepared for fluctuating repair costs
Conclusion: Maintenance Costs Matter
In the debate of maintenance costs: rental vs. purchase, the clear winner often depends on your business needs, volume of use, and available support.
If you value predictability, convenience, and support, renting is the better option.
If you have low print volume and a tight IT budget, purchasing may work—but be ready for surprise expenses.
Make the decision that not only fits your budget but also protects your team from unexpected downtime.
Explore Your Options Today
Want to find a plan that fits your business? Visit our full comparison guide here:
👉 Maintenance Costs: Rental vs. Purchase