Understanding the true cost to lease a printer is essential for any Australian business looking to manage printing expenses without a large upfront investment. In this 2025 guide, we outline what companies typically pay, from around $60 to over $400 per month, depending on the printer type, features, and inclusions. Whether you operate a small office or manage a larger team, knowing the true cost to lease a printer helps you budget accurately and compare the value of different leasing options.

Leasing or renting spreads cost over time, typically 36, 48 or 60 months and keeps cash free for growth, and makes budgeting predictable. But it’s not the only way to get bundled service and toner – you can buy outright and add a service contract too. This guide explains costs, what affects them, end-of-term options, and how to decide.

Average Monthly Copier & Printer Lease Costs in Australia

Leasing vs Renting — What’s the Difference?

Many “leases” in the market are functionally rentals. Knowing the difference helps you choose the right level of commitment and flexibility.

• Lease (finance-style): Fixed term (typically 36–60 months) with predictable payments and a potential buyout or upgrade option at the end of the term. Often structured through a finance company and may include a residual value if you wish to purchase the equipment later.

• Rental (fixed-term service): Usually also a 3-, 4-, or 5-year agreement, but without any ownership or residual option. The provider retains ownership, and servicing is typically included in the monthly fee.

• Hire: Refers to genuinely short-term use, generally less than 12 months — for example, project sites, events, or temporary offices. This option offers maximum flexibility but usually comes at a higher cost per month.

Key point: Both lease and rental can include service and toner. You do not have to lease to get an inclusive plan.

You Don’t Have to Lease to Get Service & Toner

Not everyone realises that if you purchase outright, you can still add a managed service contract that covers:

• • Preventative maintenance & repairs

• • Toner and consumables (often with auto-ship)

• • Cost-per-page reporting and remote monitoring

• • Helpdesk and onsite response SLAs

This setup can be more cost-effective for stable, lower-volume teams that keep hardware longer.

What Drives the Monthly Cost?

Several factors affect the cost to lease a printer. Below are the main ones:

1. 1. Monthly print volume – Higher volume raises the fee but lowers cost-per-page.

1. 1. Device class – Faster engines, larger paper capacity, and finishing (stapling/booklets) increase price.

1. 1. Colour vs mono – Colour devices have higher consumable and service costs.

1. 1. Term length – Longer terms reduce the monthly payment but lock you in.

1. 1. Service SLA – Faster response (e.g., 4-hour onsite) costs more but reduces downtime.

1. 1. Workflow features – Secure print, OCR scanning, cloud integrations, and user authentication add value and cost.

End-of-Term Options (Lease vs Rental)

At the end of a printer lease or rental you can usually:

• • Return & upgrade to the latest model (most common)

• • Renew/extend on a new term (sometimes at a lower rate)

• • Purchase the device at a residual (more common with finance leases)

• • Consolidate into a new fleet agreement across locations/devices

Rule of thumb: Rentals emphasise flexibility; leases can offer ownership paths (via residual or buyout). Pick the structure that matches your business and refresh cycle.

Tax & Cash-Flow Considerations

Understanding the cost to lease a printer isn’t just about comparing monthly payments. Leasing or renting can also deliver genuine financial advantages for Australian businesses by improving cash flow, reducing upfront expenses, and providing tax-deductible operating costs. The following points explain how a leasing arrangement can support smarter financial management and long-term planning.

• • Operating expense: Lease/rental payments are typically tax-deductible as operating expenses.

• • Preserve cash: Avoid large upfront outlays; keep working capital for growth.

• • Upgrade easily: Rolling upgrades prevent obsolescence.

• • Ownership path: If you prefer assets on the balance sheet, consider buying + service plan.

(Always confirm tax treatment with your accountant.)

Cost to Lease a Printer – Quick Comparison