Printing and photocopier purchasing can be a costly expense but a necessity for your business but purchasing the equipment is not the only solution available.
There are many companies that offer printers and photocopiers on either a lease agreement or rental basis which allows businesses to spread the cost and reduce the initial outlay whilst benefiting from having the equipment.
Some companies also offer managed print services which include maintenance and supplies as part of a single fee. We have looked at some of the leading providers to see what they can offer.
The table below gives a quick price comparison of the top UK providers for printer hire and leasing.
| Company | Minimum term | Maximum term |
|---|---|---|
| Epson | 3 years | 3 years |
| Brother | Not stated | Not stated |
| Xerox | 3 days | 1 year |
| Copy Print Services | 1 day | 5 years |
| Midshire | 3 days | 5 years |
| Tower | 2 years | 5 years |
| Workflow | 1 year | 5 years |
| CSL Group | 1 year | 5 years |
| Paragon Document Solutions | 3 days | 5 years |
| ASL Group | Not stated | Not stated |
| UK Photocopiers Direct | Not stated | Not stated |
| Digipro | Not stated | Not stated |
| Photocopier Warehouse | Not stated | Not stated |
| COS Sales | Not stated | 5 years |
| Hire Intelligence | Not stated | Not stated |
| Copycare | Not stated | Not stated |
| Bircherley | Not stated | Not stated |
| Print Logic | 3 days | Not stated |
| HardSoft | Not stated | Not stated |
| GEEX | Not stated | Not stated |
* The facts and figures included here come from each company’s website and were accurate at the time of writing (January 2019) but may have since changed. Also, please keep in mind these may not be apples to apples comparisons as each provider offers different solutions. This guide should be used as a starting off point for more research on your part.
Below we profile each of the companies’ services and features in a bit more detail.
Note companies are ranked in no particular order and this no way indicates one solution is better than another.
Topics
1. Epson
Some of the features and benefits of Epson’s printer hire and leasing.
- Offer print and save deals that include supplies
- Can offer up to 40% reduced printing costs
- All-inclusive monthly fees
- Fixed price plans to help with budget control
- Three-year on-site warranty
- Supplies delivered for free when needed
- Web portal for easy ordering of supplies
- Caters for multiple sites
- Lease and purchase options available
- Tracking and monitoring facilities
Epson is a major player in the printing market as they manufacture printers and also provide a printing supply service that offers a fully managed print service. They offer this service to customers who purchase or lease their equipment.
Epson’s leasing service combined with the Print and Save print management service offers a fixed price print solution for businesses that allow them to budget effectively for their printing needs and have the security of a fixed price and a three-year guaranteed warranty. It can cover single or multiple sites and the printing supplies package is simple and easy to use.
2. Brother
Some of the features and benefits of Brother’s printer hire and leasing.
- Managed print service
- Leasing services combined with supplies and servicing
- Offering printers, scanners, faxes and copiers
- Helps to improve efficiency, productivity and costs
- Enhanced information security
- Ability to track and monitor usage
- Fixed monthly costs
- Bespoke and agile print solutions
- Reduced downtime
- Automated cloud-based systems
Brother is a printer manufacturer who offers a managed print service that includes leasing solutions that give businesses the opportunity to improve their printing facilities. Through their managed print service customers can benefit from improved efficiency, reduced costs and improved productivity as well as reducing any downtime.
Brother’s services allow business to utilise an automated cloud-based service to link all devices which give complete oversight of all printing services and needs which help manage supplies and ordering. They provide a bespoke service that tailors their solutions to your needs and offers an agile solution that will evolve with your changing needs.
3. Xerox
Some of the features and benefits of Xerox’s printer hire and leasing.
- Rental services for short-term needs
- Terms from three days to a year
- Offer desktop printers to multifunctional printers and copiers
- Includes printer support
- Incorporates genuine Xerox printer supplies
- Suitable for temporary needs such as events, temporary offices and support for increased/seasonal activities
- Packages include delivery, installation and removal
- Reduces costs for short-term needs
- Prevents signing up to longer-term contracts
- Provided by Xerox’s subsidiary Continua
Xerox is a large manufacturer of printers and photocopiers that also offers rental solutions to businesses through their subsidiary company Continua. They specialise in shorter term solutions that cater for businesses that require additional facilities, such as events, temporary offices, seasonal or temporary increase in printing demands.
Xerox’s rental solutions include servicing, maintenance and printer supplies to give a complete solution, as well as delivery, installation and removal of the equipment. Their packages offer equipment hire from three days to one year and have the advantage of a shorter-term contract length that will help reduce costs and prevent from being tied to long-term contracts.
4. Copy Print Services
Some of the features and benefits of Copy print Services’ printer hire and leasing.
- Rental, lease and fully managed service for photocopiers
- Rental available from a day and leases up to 5 years
- Can incorporate supplies
- Includes access to their own engineers
- Average 2.5 hour response time
- Reduced downtime
- Covers the North West of England
- Receive a quote within 4 working hours
- Offer a range of photocopiers from a variety of manufacturers
- Positive customer reviews from Reviews.co.uk
Copy Print Services is a Bolton based photocopier supplier who provides leasing solutions that can be for 1 to 5 years, rental packages that range from a day to over a year, as well providing photocopier sales and maintenance services.
Copy Print Services provides rental and lease solutions to businesses in the North West of England. They offer a range of photocopiers from a variety of manufacturers and provide the level of service you require from basic rental to a fully managed service which includes maintenance and supplies. They deliver a quick response time to faults to give reduced downtime.
5. Midshire
Some of the features and benefits of Midshire’s printer hire and leasing.
- Lease and hire solutions for photocopiers
- Short to long-term lease arrangements available
- Offer managed print services
- Potential for tax relief on your lease
- Services include installation, training and maintenance
- Ordering service for toner cartridges as part of your package
- Meter reading tracking
- Option to purchase the photocopier at the end of the lease or upgrade to a newer model
- Ability to upgrade your photocopier mid-lease
- Partner with many suppliers to provide their photocopiers
Midshire offers a range of photocopiers for rental and lease which can be for as little as a few days on rental agreements and for 3 to 5 years on lease contracts. They offer a broad range of photocopiers which are from small desktop devices to larger devices. They deliver packages that are standalone arrangements or fully managed services which include toner supplies and maintenance.
Midshire offers several different lease types that cater for different customers needs such as operating leases which are off the balance sheet funding and finance/capital leases. They operate across the country with offices in Stockport, Sheffield, Cardiff and West Bromwich.
6. Tower
Some of the features and benefits of Tower’s printer hire and leasing.
- Photocopier leasing provider
- Spread the cost of the purchase
- Offers a wide range of models from a variety of manufacturers
- Competitive rates and finance packages
- Lease arrangements from 2 to 5 years
- Tailored service
- Quick credit approval process
- Offer their services to businesses of all sizes
- Tax benefits from leasing
- Also offer finance solutions for purchasing the equipment
Tower is an established provider of photocopier leasing solutions who offer their services to other leasing businesses as well. They offer leasing solutions and finance solutions to purchase photocopiers. The lease solutions are available for photocopiers that have a value of over £1,000 for periods between 2 to 5 years.
Tower offers a tailored service to their customers and they deliver a fast turnaround on their credit approvals to get lease arrangements made quickly and efficiently. As an experienced supplier, they provide a variety of knowledge and services suitable to businesses of all sizes and they will help you benefit from the tax relief from leasing agreements.
7. Workflow
Some of the features and benefits of Workflow’s printer hire and leasing.
- Offers a range of mono and colour photocopiers and printers
- Tailored solutions
- A broader range of funding options
- Leases from 1 year to 5 years
- Offer managed print services
- Fully accredited by the Financial Conduct Authority (FCA)
- Offer devices from leading manufacturers
- Independent expert services
- Mobile printing services
- Partner with a variety of leasing and finance companies
Workflow is a provider of a wide range of mono and colour photocopiers and printers to businesses on lease arrangements that can be from 1 to 5 years. They offer standalone printer and photocopier solutions as well as managed print services which include maintenance and consumables as part of a fixed monthly fee.
Workflow offers their services in partnership with leasing and financial service businesses to offer a wide range of printers and photocopiers from leading manufacturers so that they can offer tailored solutions for printing needs. They also offer a range of other business solutions which includes mobile printing solutions.
8. CSL Group
Some of the features and benefits of CSL Group’s printer hire and leasing.
- Photocopier leasing and rental
- Supply Konica Minolta photocopiers
- Flexible solution
- Fixed monthly or quarterly payments
- Photocopier upgrade available mid-contract
- Offset your tax
- Full-service agreement
- Increase cash flow as opposed to purchasing equipment
- No deposit required
- UK coverage
CSL Group is a business that supplies a wide range of printers and photocopiers that also offers photocopiers on lease and rental arrangements. They only provide Konica Minolta photocopiers on 1 to 5-year lease or rental contracts. They also allow you to upgrade your photocopier during the term of the lease arrangement.
CSL Group’s leasing agreements offer flexibility and can be offset against tax to make them more attractive and they do not require an initial deposit. They offer both fixed monthly or quarterly payment plans that come with a full-service agreement for peace of mind and to reduce downtime.
9. Paragon Document Solutions
Some of the features and benefits of Paragon Document Solutions’ printer hire and leasing.
- Printer hire and photocopier leasing
- Offer managed print services
- Dedicated account manager
- Clear pricing with fixed costs
- Flexible solutions
- Supply leading brands such as Canon, Konica, Kyocera and Toshiba
- Price match promise
- Regular maintenance visits to prevent any issues
- Response time of 2 hours in London and 4 hours elsewhere
- UK wide coverage
Paragon Document Solutions is a business that operates nationally from London providing printers and photocopiers on rental and lease agreements. They offer rental arrangements from 3 days to 2 years and lease agreements from 1 to 5 years. They also offer managed print services which include maintenance and supplies as part of the monthly charge.
Paragon Document Solutions offer a wide variety of printers and photocopiers from leading brands which include Canon, Konica, Kyocera and Toshiba. They provide their customers with a dedicated account manager and will make regular preventive maintenance visits as well as fast response times particularly in London.
Paragon Document Solutions website
10. ASL Group
Some of the features and benefits of ASL Group’s printer hire and leasing.
- Lease and rent printers and photocopiers
- Offer purchase support, installation, maintenance and repair
- Consultation process to help match your needs with the right solution
- Maintenance included as standard
- Offer managed print services
- Reduced running costs
- Short to long-term hire or leases available
- Offer a variety of printers and photocopiers
- Support both single and multi-site businesses
- Operate in London, Cambridge and Milton Keynes areas
ASL offers a range of business services that include a variety of printing solutions, document services, telephony solutions and office supplies. ASL offers both printers and photocopiers on a rental or lease basis on short to long-term arrangements which are backed with maintenance care as standard.
ASL offers an initial consultation service to help determine which solution and device best suits your business needs and they will give you a selection of options for you to choose between. They deliver their services to single and multiple site businesses that operate within parts of the South East of England and London.
11. UK Photocopiers Direct
Some of the features and benefits of UK Photocopiers Direct’s printer hire and leasing.
- Leasing of photocopiers
- Spread the cost of equipment needs
- Improved cashflow opposed to purchasing
- Includes free delivery, installation and training
- Tax relief benefit
- Photocopier upgrades mid-lease are available
- Offer brands such as Epson, Sharp, Toshiba and Konica
- Manage the financing arrangements on your behalf
- Dedicated sales account managers
- Leasing solutions provided in conjunction with leading finance partners
UK Photocopiers Direct is a business that supplies photocopiers and printers as well as service and support solutions to businesses across mainland UK. They offer leasing on photocopiers that they provide in partnership with leading finance business on leases over £1,000.
UK Photocopiers Direct offers leasing as well as purchasing as they understand that businesses often need new equipment but do not have the available funds to purchase it outright and want to spread the cost. With their leasing solution, you can also upgrade your photocopier if your needs change. They provide free delivery, installation, training and support from a dedicated sales account manager.
UK Photocopiers Direct website
12. Digipro
Some of the features and benefits of Digipro’s printer hire and leasing.
- Photocopier and printer leasing and rental
- Offers short-term and long-term options
- Ideal solution for businesses that are unable to purchase them outright
- Available on devices over £1,000
- Tax efficient method of purchasing equipment
- Flexible solution
- Can upgrade and adapt your device during the lease
- Supply leading brands such as Canon, Toshiba, Sharp and Ricoh
- After sales support
- Partner with leading financial lenders
Digipro is an office equipment supplier that provides photocopiers, printers and fax machines that also offers rental and lease agreements for photocopiers and printers. They offer short-term rental agreements on printers and photocopiers and long-term agreements on leasing photocopiers that are over £1,000.
Digipro’s rental and leasing solutions offer a flexible alternative to purchasing equipment for businesses. They provide their finance in conjunction with leading financial lenders and will manage the finance for you. They offer leading branded equipment from Canon, Toshiba, Sharp and Ricoh which can be upgraded and adapted during the lease period.
13. Photocopier Warehouse
Some of the features and benefits of Photocopier Warehouse’s printer hire and leasing.
- Photocopier leasing and rental
- Offer managed print services
- Independent advice on devices
- After sales care and servicing
- Full onsite maintenance
- 4-hour response time
- Offer leading brands such as Canon, Sharp, Kyocera and Ricoh
- Service help desk manned 7am-7pm
- Dedicated account manager
- Photocopier supplier for 30 years
Photocopier Warehouse is a supplier of photocopiers and multi-function printers that offers photocopiers on both lease and rental agreements. They also offer managed print services where you can include all your maintenance and photocopier consumables as part of one fixed monthly cost.
Photocopier Warehouse has been trading for over 30 years and has extensive experience in the marketplace and are an independent supplier who will offer impartial advice on a variety of photocopier brands. Their customers benefit from after sales care, onsite maintenance and servicing as well as 4-hour response time and dedicated account management.
14. COS Sales
Some of the features and benefits of COS Sales’ printer hire and leasing.
- Printer and photocopier leasing
- Offer managed print services
- Ongoing training and support
- Personal account manager
- Manufacturer trained engineers
- Remote diagnostics
- 4-hour response time
- Offer the latest Konica Minolta and Richol devices
- Upgrades and additional services available during the lease period
- Cater for single and multi-site businesses
COS Sales is a printer and photocopier supply business that operates in London and the surrounding areas who also offer printer and photocopier leasing. They also offer managed print services which allow you to incorporate all printer and photocopier running costs as part of your monthly fix fees such as ink/toner and maintenance.
COS Sales offer personal service that gives customers ongoing training and support throughout their lease period and they have manufacturer trained engineers that will respond to faults within 4 hours. They also have remote diagnostic capabilities to help get you back up and running sooner.
15. Hire Intelligence
Some of the features and benefits of Hire Intelligence’s printer hire and leasing.
- Rental solutions for printers and photocopiers
- Competitive rates
- Most suited to shorter-term hire
- Installation and training provided
- All supplies included
- On-site technical support
- Consumables charged by the number of pages printed
- Supply leading brands such as HP, Canon and Sharp
- Specialise in event hire
- Operate throughout the UK and Ireland
Hire Intelligence provides hire solutions that are targeted at temporary offices, events and short-term needs for office equipment and event equipment which includes printers and photocopiers. They supply leading brand equipment from HP, Canon and Sharp amongst others.
Hire Intelligence’s hire agreements are provided with all the supplies you need except the paper, so you do not need to order any other supplies or worry about maintenance. They charge for the consumables used by the number of pages that you print. They will install the device and provide training as well as give on-site technical support.
16. Copycare
Some of the features and benefits of Copycare’s printer hire and leasing.
- Lease free printers and photocopiers
- Pay only for the number of pages you print
- No charge for hiring the equipment
- No minimum terms
- No early exit fees
- Cater for short-term and long-term rentals
- An official authorised Xerox supplier
- Work with small offices through to large corporates
- Supply equipment to a variety of businesses, schools and charities
- Operate UK wide with offices on the South of England
Copycare has been providing printer and photocopying equipment for 15 years and has developed a proposition that offers flexibility to businesses that do not want to commit to long-term contracts or are unable to. They provide their equipment with no rental fee and only charge you for the number of pages printed.
Copycare offers no minimum contract terms and there are no early exit fees which are ideal for businesses that have a short-term need or for long-term needs where print volumes are low. They provide their services to a variety of businesses, educational establishments, churches and charities.
17. Bircherley
Some of the features and benefits of Bircherley’s printer hire and leasing.
- Printer and photocopier rental provider
- Short-term rentals
- Provide solutions for events
- Offer rapid rental services
- Competitive pricing
- No hidden costs
- 24-hour support service
- Supply modern and cutting-edge models
- Offer a variety of brands including Olivetti, Samsung, Lexmark, HP
- Operate in London and the South East
Bircherley is a short-term hire business that provides office equipment to businesses that require temporary solutions such as for events, increased demand, or when other equipment fails. They provide only short-term rentals that they believe are competitively priced against other similar offerings. They operate in London and the South East of England.
Bircherley can supply printer and photocopier equipment on short notice and deliver it within 2 hours. They claim to have clear pricing with no hidden costs and they supply only the most modern and cutting-edge models. They also provide 24-hour support service to keep your business running.
18. Print Logic
Some of the features and benefits of Print Logic’s printer hire and leasing.
- Photocopier leasing and rental
- Offers managed print services
- Includes servicing and maintenance
- Leasing and long-term rentals based on quarterly fix payments
- Short-term rental agreements are based on a rental charge and a price per page printed
- Benefit from newer models that can be upgraded periodically
- Tailored support selecting the right device for you
- Supply brands such as Sharp, Xerox, Kyocera and Konica Minolta
- Work with finance partners to provide lease services
- Operate across the UK
Print Logic is an office equipment supply company that provides printers, photocopiers, shredders and other equipment to businesses on either purchase, lease or rental basis. They rent photocopiers on short or long-term contracts. Longer term rentals are similar to lease agreements where a quarterly fixed fee is payable, whereas short-term rentals have a fixed equipment charge plus a charge per copy.
Print Logic offers lease solutions that are charged quarterly and allows businesses to access newer equipment which they can upgrade periodically. They deliver their lease agreements in partnership with finance businesses who provide the capital for the equipment.
19. HardSoft
Some of the features and benefits of HardSoft’s printer hire and leasing.
- Printer leasing
- Offer managed print services
- Fixed cost printing solutions
- Offer a range of network and large format printers
- Flexible solution
- 3-year warranty and support package
- Tax relief benefit
- Remote monitoring
- Retain, renew and upgrade options available at the end of the lease
- Experts at managing printing solutions
HardSoft is a computer equipment supplier who also hires out equipment. They supply computers, printers, accessories, software, networks and servers and they lease printers amongst other devices. They also provide managed print services where they provide support and consumables as part of a fixed payment plan.
HardSoft has considerable experience in providing printers and optimising business performance using their equipment. They offer a range of network and large format printers from brands such as HP, Xerox, Kyocera and Epson. They provide a support package with all their leases and give the option to purchase the equipment at the end of the lease, renew your lease or upgrade your equipment.
20. GEEX
Some of the features and benefits of GEEX’s printer hire and leasing.
- Printer leasing, rental and hire
- Offers managed print services
- Fixed price plans
- Access the latest equipment
- Equipment upgrades available
- Tax efficient solution
- Option to own the equipment at the end of the lease
- 3-year warranty and support
- Experienced support team
- Experts in computer devices
GEEX is a computer equipment and IT services business that supplies computers, printers, storage, displays, networking and connectivity services. They also lease equipment to businesses which include their range of printers from manufacturers such as HP and Toshiba.
GEEX offers the latest printers whether you want a desktop printer or a multi-functional printer on lease agreements which allow businesses to purchase the equipment at the end of the lease. They offer equipment upgrades and 3-year warranty and support on all leases. They are experts in providing IT services and equipment and they offer experienced support staff.
Common Questions
How much does a copy machine cost?
First things first, how much does a photocopier cost? An entry-level copy machine can cost you around £49. And a bigger one can cost about £4,999. However, the photocopier prices depend on the quality, the brand, size, and the other features and capabilities the copy machine may have.
It’s important to consider the features you’d like the photocopier to have. Consider the copying time, paper capacity, monthly cycle, and if you need colour copying. Photocopier costs differ due to the type; desktop photocopiers are reasonably priced, whereas photocopiers with multiple functions cost more.
It is always best to compare photocopier prices online and see which one is the best option.
Small and medium businesses generally won’t need the same type of copiers as bigger companies, so the size of your business will play a role in the copier cost as well. Think about how many employees will be using the machine to determine what capacity you need.
How does leasing printers work?
When you lease a printer, you make an agreement with a financing company, and you are given new or used equipment to lease for some time. You will make regular fixed payments, either bi-weekly or monthly, for a pre-agreed period.
Leasing is an excellent choice as you can manage and meet your evolving hardware needs. The only costs you incur are the first lease payment and some additional fees for needed office equipment.
Leasing lets you hold on to the cash you have and instead save it for other costs, rather than paying large sums upfront.
You can usually use your lease payments on your office photocopier and equipment as a deductible business expense and save on taxes.
What is the difference between renting and leasing an office copier?
The main difference is the time frame. When you rent office copiers, it will generally be on a month-to-month agreement, while a lease is for a more extended time, usually 3-5 years. Leasing also comes with some tax benefits.
Renting office photocopiers is a short-term agreement. You will pay a monthly fee, a cost-per-click fee, or both.
When leasing an office copy machine, a business can benefit from owning a machine by paying set payments. Leasing is more affordable for some companies as they can pay their purchase off over time. You do not keep the copier after renting it, but you keep it when you lease it.
Is it cheaper to lease or buy a copier?
When you lease a copier, you will pay more for it than if you paid for it upfront. However, leasing is easier for most businesses as they can pay for it in smaller sums of money over time as most companies can’t afford to pay for the copier upfront.
Technology is constantly changing, so in most cases, it pays for businesses to instead lease the copier to keep up with up-to-date equipment. It all depends on the business’s needs. Some companies can afford to buy a copier upfront, making it cheaper, whereas others can’t, so leasing is the more affordable option.
At the end of a lease, you will have paid more for the printer than you would have had you bought it upfront. But a lease gives people the opportunity to pay smaller payments each month, which likely fits better with the current budget.
Why do copiers cost so much?
You can expect to pay a decent amount for copy machines. A significant factor that affects the cost is the quality. A low-end machine is cheaper at first but generally costs a lot to run. In contrast, high-performance photocopiers or high-end copiers are more expensive to buy but cheaper to run. A good quality machine will require less maintenance.
Another cost factor is the specialised parts. A lot goes into the machine to make it a copier, and many of them come with add-ons and extra features that will increase the price. The price of a copier depends on your needs, like the print volume, the number of machines, your budget, etc.
Copiers will also need regular services, increasing your document management budget further.
Smallbusinessprices.co.uk wants to help you save by comparing photocopier prices, whether you buy, rent, or lease. The price depends on if the copier has wireless printing capabilities, added paper trays, the printing speed, the size of your needed print jobs, and more.
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