What is the Best Way to Buy an Office Multifunction Printer: Rental, Refurbished or Outright Purchase?
Published: 16 Mar
Modern businesses rely heavily on efficient document management, and an office multifunction printer (MFP) plays a crucial role in keeping daily operations running smoothly. From printing and scanning to copying and faxing, these devices streamline essential tasks and help teams stay productive. But what is the best way to buy an office printer?
When it comes to acquiring a multifunction printer, businesses generally have three main options: renting or leasing a printer, purchasing a refurbished device, or buying a brand-new machine outright. Each approach offers different benefits depending on your company’s budget, printing volume, and long-term needs.
This article explores the pros and cons of multifunction printer rental, refurbished printers, and outright purchase to help you determine the best option for your business.
What Is an Office Multifunction Printer?
An office multifunction printer (often referred to as an MFP or all-in-one printer) is a single device that combines several functions into one machine. These typically include:
- Printing
- Scanning
- Copying
- Faxing
- Document management features
Instead of purchasing separate devices for each task, businesses can consolidate their workflow with one machine that handles multiple functions.
Why Businesses Prefer Multifunction Devices
Multifunction printers are widely used in business environments because they:
- Save office space by combining multiple devices
- Reduce equipment and maintenance costs
- Improve productivity with faster document processing
- Enable digital workflows through scanning and cloud integration
Where Multifunction Printers Are Most Useful
These devices are commonly used in:
- Corporate offices
- Healthcare facilities
- Educational institutions
- Legal and accounting firms
- Government departments
Any organisation that regularly handles documents can benefit from a reliable multifunction printer.
Option 1: Multifunction Printer Rental
Multifunction printer rental—often structured as a lease or managed print agreement—allows businesses to use a printer without purchasing it outright.
How Printer Rental Works
With a Multifunction printer rental or leasing agreement, a business pays a monthly fee to use the printer. This fee typically includes:
- The printer hardware
- Maintenance and servicing
- Toner or consumables
- Technical support
Contracts often range from 12 to 60 months, depending on the provider and the type of equipment.
Pros of Printer Rental
- Lower upfront cost – no large capital investment required
- Maintenance included – service and repairs are usually covered
- Predictable monthly expenses for budgeting
- Access to newer technology through upgrades or contract renewals
Cons of Printer Rental
- Long-term costs can be higher than purchasing outright
- Contract commitments may limit flexibility
- Potential usage restrictions depending on the agreement
Who Printer Rental Is Best For
Multifunction printer rental is typically ideal for:
- Growing businesses with limited capital
- Companies that want predictable monthly expenses
- Organisations that prefer fully managed print services
- Businesses needing regular technology upgrades
Option 2: Refurbished Multifunction Printers
Refurbished multifunction printers offer a cost-effective alternative to buying brand-new equipment.
What Is a Refurbished Printer?
A refurbished printer is a previously used device that has been professionally restored to full working condition. The refurbishment process typically includes:
- Thorough inspection and cleaning
- Replacement of worn or faulty components
- Firmware updates
- Performance testing
This ensures the device meets quality and reliability standards before resale.
Refurbished vs Used Printers
There is an important difference between used and refurbished devices.
- Used printers are typically sold “as-is” with minimal testing.
- Refurbished printers are professionally restored and usually come with warranties or service options.
Pros of Refurbished Printers
- Lower purchase price than new equipment
- Environmentally friendly by extending device life
- Reliable when professionally refurbished
- Good performance for standard office needs
Cons of Refurbished Printers
- Shorter lifespan than new devices
- Limited availability of certain models
- Potentially shorter warranty periods
Who Refurbished Printers Are Best For
Refurbished multifunction printers are often a good choice for:
- Small to medium businesses with tighter budgets
- Organisations needing reliable equipment at a lower cost
- Offices with moderate printing requirements
Option 3: Buying an Office Multifunction Printer Outright
Purchasing a multifunction printer outright involves buying a brand-new device from a supplier with a one-time payment.
How Outright Purchase Works
Once purchased, the office multifunction printer belongs entirely to the business. Companies may optionally add service agreements for maintenance, repairs, or toner supply, but ownership remains with the buyer.
Pros of Buying a Printer Outright
- Full ownership of the device
- No long-term contracts or monthly rental payments
- Lower total cost over time for high-volume printing
- Freedom to choose service providers
Cons of Buying a Printer Outright
- High upfront investment
- Maintenance and repairs may incur additional costs
- Technology may become outdated over time
Who Buying Outright Is Best For
Outright purchase of an office multifunction printer is typically best suited to:
- Established businesses with available capital
- Companies with stable, high printing volumes
- Organisations planning to keep equipment long term
How to Choose the Right Option for Your Business
Selecting the best way to buy an office printer depends on several key factors.
Budget and Cash Flow
If cash flow is a concern, rental or leasing options can help avoid large upfront costs. Businesses with available capital may benefit more from buying outright.
Printing Volume
Companies with high print volumes may find outright purchase more cost-effective over time, while smaller offices may benefit from rental flexibility.
Technology and Scalability
If your business expects to grow quickly or adopt new technologies frequently, rental agreements can make upgrading easier.
Maintenance and Support
Some businesses prefer a fully managed solution where maintenance, supplies, and support are included—making rental or managed print services an attractive option.
Conclusion
There is no single best way to buy an office multifunction printer. The right choice depends on your business’s budget, printing needs, and long-term strategy.
- Multifunction printer rental offers flexibility and predictable costs.
- Refurbished multifunction printers provide a budget-friendly option with reliable performance.
- Buying an office multifunction printer outright can be the most cost-effective solution for long-term use.
If you’re unsure which option suits your organisation best, consider requesting a print audit from Apple Office Equipment. A professional assessment of your printing needs can help identify the most efficient and cost-effective solution for your business.
FAQs
Q: What is a desktop multifunction printer?
A: A desktop multifunction printer is a compact all-in-one device designed for smaller offices or individual workspaces. It typically combines printing, scanning, copying, and sometimes faxing in a smaller, more affordable unit.
Q: Is multifunction printer rental a good option for businesses?
A: Yes, rental can be a good option for businesses that want predictable monthly costs, access to maintenance services, and the flexibility to upgrade equipment when needed.
Q: Are refurbished multifunction printers reliable?
A: Professionally refurbished printers can be very reliable. They are inspected, repaired, and tested before resale and often come with warranties or service agreements.
Q: What is the difference between refurbished and used multifunction printers?
A: Used printers are usually sold in their current condition with minimal testing, while refurbished printers have been professionally restored, repaired, and tested to ensure they function properly.
Q: Is it cheaper to rent or buy a multifunction printer?
A: It depends on the business. Renting generally requires lower upfront costs but may be more expensive over time, while buying outright usually involves a larger initial investment but can be cheaper in the long run.
