When Does It Make Sense to Buy vs Lease vs Subscription for Printing?

If you're in the market for a new office copier or printer, one of the first decisions you'll need to make is how to pay for it. Should you buy it outright? Sign a lease? Or go with a newer approach, like a monthly subscription?

Each option has its own pros and cons. The right choice depends on your business size, budget, print volume, and how much control you want over your equipment.

This article walks you through when it makes sense to buy, lease, or subscribe to your printing equipment. You’ll also learn how to avoid common mistakes that can lead to regret and unexpected costs down the road.

Why This Question Matters More Than Ever

Business printing is not going away, but how companies approach it is changing fast.

Paper usage might be lower than it was 10 years ago, but secure scanning, compliance documents, and physical records are still essential in many industries. At the same time, costs for service, toner, and labor are increasing.

This shift has pushed many businesses to think more strategically about how they manage print equipment. Instead of just asking, “Which printer should we get?” many are now asking, “What’s the smartest way to pay for it over time?”

What’s the Difference Between Buying, Leasing, and Subscription?

Let’s define what each option means before diving into when to choose which.

Buying

• One-time capital expense (CapEx)
  
  
• You own the equipment
  
  
• You manage service, maintenance, and toner
  
  
• Optional: purchase a separate service agreement

Leasing

• Fixed monthly payment over 36 to 60 months
  
  
• Option to return, buy out, or upgrade at the end
  
  
• Typically paired with a service agreement

Related Article: Should You Buy or Lease Your Office Copier?

Subscription (Print-as-a-Service)

• One monthly fee that includes hardware, toner, service, and support
  
  
• No ownership of the device
  
  
• Service and supplies are bundled in
  
  
• Often more flexible than traditional leasing

When Buying a Printer or Copier Makes the Most Sense

Buying may be the right fit for your business if:

• You want long-term ownership. You plan to use the equipment for five to seven years and don’t need frequent upgrades.
  
  
• You have in-house support. Someone on your team can handle basic troubleshooting or toner replacement.
  
  
• Your print volume is low or stable. You are not printing thousands of pages a month.
  
  
• You want to capitalize the asset. For businesses that prefer capital expenditures for tax or budgeting reasons, buying can make sense.

When buying may not be the best choice: If your business is growing fast, you lack internal support, or your print needs might change in the near future, buying can lead to equipment that becomes outdated or underpowered too quickly.

When Leasing Is the Better Option

Leasing is the most common path for small and mid-sized businesses, and for good reason.

It works best if:

• You want to conserve cash. No large upfront purchase means you preserve capital for other priorities.
  
  
• You prefer predictable monthly costs. Leasing makes budgeting easier.
  
  
• You plan to upgrade regularly. Most leases allow you to refresh or change devices at the end of the term.
  
  
• You want a service contract bundled in. Leasing often comes with managed service support built in.

When leasing may not work well: Watch out for confusing lease terms, unclear end-of-lease options, or excessive overage fees. Always read the fine print and ask questions before signing.

When a Print Subscription Is the Smartest Choice

Print subscriptions are gaining popularity because they combine flexibility with full-service support. This model is sometimes called "Managed Print as a Service."

A subscription might be the best option if:

• You want everything bundled together. Your monthly fee includes the device, toner, service, parts, and remote support.
  
  
• You don’t want to manage supplies or maintenance. The vendor monitors usage and delivers toner before you run out.
  
  
• You don’t have in-house IT. Subscriptions are ideal for small teams without dedicated technical support.
  
  
• You want flexibility. Some subscription models allow you to scale up or down based on changing business needs.

When to be cautious: If you hardly print at all, or your company strongly prefers equipment ownership, a subscription might not align with your goals.

Cost Comparison: Three-Year Estimate

Let’s break down an example of how each payment model might look over three years:

Note: These are illustrative numbers. Actual costs will depend on your provider, equipment, and print volume.

As you can see, the total costs may be relatively close. The decision comes down to how you value flexibility, support, and convenience.

Common Mistakes to Avoid

Choosing a payment method for your copier or printer is not just a financial decision. It impacts your operations, support experience, and long-term cost structure.

Here are some common traps to watch out for:

• Choosing based on price alone. Low upfront costs can lead to higher long-term expenses.
  
  
• Not understanding lease terms. Many leases automatically renew unless cancelled in advance.
  
  
• Underestimating service needs. Even the best copier will need regular maintenance and toner.
  
  
• Guessing your print volume. Without knowing how much you actually print, it’s hard to choose the right device or service level.

How AIS Helps Businesses Choose the Right Print Model

At AIS, we understand that every business is different. That’s why we offer flexible print solutions tailored to your goals and workflows.

We help clients:

• Assess their current and future print needs
  
  
• Compare real cost differences between buying, leasing, and subscribing
  
  
• Build predictable budgets with no surprise fees
  
  
• Choose the best-fit hardware and service level

Whether you need a single multifunction copier or want to standardize printing across multiple offices, we can walk you through all your options.

Final Thoughts: Match the Model of Office Printing to Your Business Needs

Buying, leasing, and subscription printing models all serve different types of businesses.

If you value control, have internal support, and plan to use the same device for years, buying may be your best choice.

If you want predictable costs and the ability to upgrade regularly, leasing offers flexibility without a large upfront investment.

If you want a completely hands-off experience where one monthly bill covers everything, a print subscription may be ideal.

Whatever model you choose, make sure it supports your business—not just today, but two or three years from now.

AIS is here to help you evaluate your options, understand your true costs, and choose the print solution that works best for your team.