There is no single “best” brand. Printers and copiers are highly commoditised and most well-known brands offer comparable models in terms of functionality. However, within the industry, brands are often grouped into tiers based on reliability, support, and price. Tier 1 brands (such as FujiFilm, Canon, Ricoh, and HP) are generally trusted for business use and are well supported nationally. Tier 2 brands might be more price-focused. Overall, businesses should assess device needs, expected monthly volume, and service coverage rather than focusing on brand alone.

This is a common question for home or personal use printyers, as most office printers use toner. The reality is that the cheapest printers upfront often have the highest running costs. Many low-cost inkjets use small and expensive cartridges that dry up if not used regularly, resulting in high cost per page over time. For commercial use, laser printers that use toner rather than ink typically offer much lower running costs and better long-term reliability, especially under consistent daily business usage. A4 MFDs typically lease for $55–$120/month. A3 business-grade models range from $140–$300/month depending on volume needs.

It depends on your business size, cash flow, print volume, and how much maintenance support you need.

Leasing is a popular choice for businesses that:

• Want predictable monthly expenses
• Prefer bundled service agreements (including toner, servicing, and parts)
• Upgrade equipment every few years to stay current Need flexibility to scale or adjust their fleet

Leasing is particularly suited to medium and large businesses, or any organisation where uptime, support, and budgeting certainty are priorities. Buying outright may be more cost-effective over the long term if:

• Your print volumes are low
• You have internal support for basic maintenance
• You want to avoid ongoing financial commitments

However, buying shifts the responsibility for service, consumables, and potential repairs onto the business. It’s more common among smaller businesses or sole traders who are happy to manage these themselves. Accounting and tax treatment can also differ between the two:

• Leasing or rental costs are typically treated as an operating expense, which may be fully deductible in the year they’re incurred
• Outright purchases are usually considered capital expenditures and may be subject to depreciation over time

Note: This is general information only. Always check with your accountant or tax adviser to understand what applies to your situation.

In summary: – Lease if you need reliable service, regular usage, or want to avoid upfront costs – Buy if you print occasionally and can handle basic issues in-house.

Many suppliers offer both models, so it’s worth comparing total cost of ownership (TCO) and discussing options with your finance team or adviser before making a decision.

Most replace their printers every 3–4 years, often aligned with lease terms or changes in staffing/printing needs.

It depends on the contract. At the time of writing (July 2025), basic lease + service plans may deliver mono prints for 0.5c–1.2c and colour for 5c–9c. Managed print services typically range from 1.2c–3.5c for mono and 7c–13c for colour.

The best printer for your small business depends on your monthly print volume, budget, and whether you prefer to own the equipment or opt for a service-backed lease.

In general: For low to moderate use (under 2,000 pages/month): A reliable A4 multifunction printer (MFP) purchased outright can offer good value. However, even at lower volumes, a business-grade printer may still be the better long-term choice, especially if you need commercial features like faster print speeds, higher duty cycles, network security, or support for scanning to cloud/storage. These devices also tend to last longer and require fewer cartridge changes.

For moderate to high use (2,000–5,000+ pages/month): Leasing a business-grade A4 or A3 multifunction device (MFD) usually makes more sense. Leases typically bundle in service, toner, parts and support, helping avoid downtime and making budgeting more predictable. Lease terms are usually 3 to 5 years, with options to upgrade.

If budget is tight: Buying a mid-range A4 laser MFP outright can reduce long-term costs, but remember to factor in toner pricing, servicing, and potential repair costs, as these aren’t usually included.

Key tip: While entry-level inkjets or consumer models may look cheap upfront, they often come with higher running costs and shorter lifespans. Business-grade printers are designed for durability, lower cost per page, and better workflow integration.

If you’re unsure which way to go, a platform like CopierChoice can help you compare tailored quotes based on your print volume, support needs, and preferences.

Leasing a printer offers several advantages for businesses looking for flexibility, predictability, and simplicity. Instead of purchasing equipment upfront, leasing allows you to spread costs over time while often bundling in servicing, support and toner.

Here are the key benefits:

• Lower upfront cost – no large capital outlay is required. This preserves cash flow for other business needs and avoids tying up working capital.
• Predictable monthly expenses – Leasing typically includes a fixed monthly fee that covers the device, servicing, and consumables (toner, parts, support). This makes budgeting easier and helps avoid surprise repair costs.
• Access to better equipment – Leasing allows you to use high-quality business-grade devices that may be too expensive to purchase outright. These models often have faster speeds, lower running costs, and better reliability.
• Automatic upgrades – Standard lease terms (usually 3–5 years) make it easy to upgrade to newer models when technology improves or your business needs change.
• Tax treatment – Leasing (or rental) is generally treated as an operating expense, meaning payments are usually 100% tax-deductible. In contrast, an outright purchase may be considered a capital expense and depreciated over time. (Always check with your accountant for specific advice.)
• Bundled service and support – Most leases include full maintenance, remote support, toner delivery, and even parts replacement. This reduces administrative overhead and ensures your devices are professionally maintained.
• Leasing is especially popular with growing businesses, multi-site organisations, and companies that want to avoid the hassle of managing their own print infrastructure.