Is Renting a Copier/Printer More Expensive Than Leasing?

Renting and leasing are two of the most common ways Canadian businesses access essential printing equipment. But despite the similar concept, monthly payments for access to a copier or printer, the long-term financial outcomes are rarely equal. For organizations focused on efficiency, cost control, and consistent performance, understanding the difference between copier leasing and copier rental is critical.

Multifunction printers, which combine printing, scanning, copying, and sometimes faxing into one machine, are especially important to compare. These devices often represent a large portion of office infrastructure spending, and the way you acquire them can have a major impact on your bottom line.

Let’s explore how leasing stacks up against renting, and which option delivers better value depending on your business’s needs.

Why Copier Leasing Costs Less Than Renting Over Time

When businesses evaluate print equipment decisions over a multi-year period, copier leasing typically offers lower total costs and more predictable budgeting. Leasing agreements are structured to favour long-term use, and those benefits add up fast.

Monthly Payment Differences

Copier rental plans prioritize flexibility. You pay a higher monthly rate with the freedom to return the equipment on short notice. That freedom comes at a cost; monthly rental fees are significantly higher than leasing rates.

In contrast, copier leasing agreements (typically 36 to 60 months) offer lower monthly payments. While you commit to a fixed term, the savings over time are considerable.

Example:

• Copier Rental: $225/month x 24 months = $5,400
• Copier Leasing: $145/month x 36 months = $5,220

Despite leasing over a longer period, the total spend is lower, and you have newer equipment, often with full service included.

Total Cost Over Time

If you rent a copier or printer for longer than 24 months, you’ll almost always pay more than you would under a lease. That’s because leasing structures distribute the cost of equipment efficiently over the life of the contract, and include predictable service and maintenance fees.

Cost Comparison Table:

Cost-Per-Page and Usage Fees

Many copier rental agreements charge higher cost-per-page rates, especially for black-and-white versus colour printing. These charges can fluctuate and are often billed separately.

Leased printers typically come with lower cost-per-page rates built into the contract, especially when bundled with managed print services. For businesses with high print volumes, these small differences per page add up to major savings over time.

Equipment Quality and Efficiency

Another hidden cost of copier rental is the equipment itself. Rental units are often refurbished or older-generation models. They may lack energy efficiency, advanced scanning features, or fast processing speeds.

With printer leasing, the equipment provided is typically new or current-generation. That means better reliability, faster performance, and lower power consumption. Leasing also includes access to multifunction printers, which combine several office functions into one streamlined device; ideal for reducing clutter and improving workflow.

When Renting a Copier or Printer Makes Sense

There are still scenarios where copier rental makes more sense than leasing:

• Temporary offices or mobile job sites
• Short-term events or projects
• Startups with uncertain print needs
• Timeframes under 24 months

In these cases, the flexibility and lack of long-term commitment can be worth the higher cost.

When Copier Leasing Is the Better Long-Term Option

For businesses with consistent or growing printing needs, copier leasing is almost always the smarter financial move.

Leasing works best when:

• Your business has stable or growing print needs beyond 2 years
• You want predictable budgeting and lower monthly costs
• You need access to high-quality, modern equipment

Multifunction printers provide the best value here. They allow teams to scan, copy, print, and fax from one space-saving device. While single-function printers can be leased too, they’re often limited to very specific use cases.

Copier Leasing vs Rental: A Side-by-Side Cost Comparison

Copier Leasing Solutions for Canadian Businesses

At DOS Canada, we offer flexible copier leasing and printer leasing solutions designed to meet the unique needs of Canadian businesses. Our leasing packages include modern, multifunction printers that save space and reduce operating costs.

Each plan includes service, maintenance, and support, so your business stays up and running without unexpected repair bills. Whether you’re a small office or a growing enterprise, our leasing options help you scale with confidence.

Copier Leasing That Reduces Long-Term Printing Costs

Copier leasing offers a smarter, more cost-effective way to manage your business's printing needs. For most companies, especially those using multifunction printers, leasing delivers lower monthly payments, predictable costs, and modern equipment built for performance.

Learn more about our copier leasing options and discover how we help Canadian businesses cut printing costs without cutting corners.

Reach out to DOS Canada today at 1-647-557-1788, email us at info@doscanada.ca or click here to get in touch online.