Many offices dream of going paperless. But with more than 12 trillion sheets of paper being used in U.S. offices every year, that dream is clearly far from being a reality. In other words, there’s still a huge need for printers and similar devices for the vast majority of businesses.
And when it comes to printers, you can either buy them or rent them. This guide will explore some reasons why printer rental is the superior choice for startups and small businesses.
An Introduction to Printer Rental
Before digging into the benefits of printer rental, let’s kick off with a look at what it is and how it works.
As the name suggests, printer rental is when you rent a printer from a provider, rather than buying it. Typically, this involves signing a lease agreement, in which you agree to rent the printer for a certain period of time – usually around three to five years – and paying monthly instalments for the duration.
Once the contract has been agreed upon, the provider can ship the printer out to the borrowing business. The business can then freely use the printer as required, paying the requisite fee each month and then sending the device back to the lender once the contract comes to an end.
Printer rental contracts can also include an array of specific clauses. This may include maintenance clauses, for instance, in which the provider agrees to cover the costs of any repairs the printer might require.
Other contracts give the business the chance to buy the printer at a discounted rate once their rental contract ends. Since each contract is different, it’s always wise to read the small print and negotiate the best deal when pursuing printer rental.
5 Big Benefits of Printer Rental for Startups
Printer rental can be particularly beneficial for those starting brand-new businesses. Here are some of the main advantages for startup owners to consider.
Cost-Effective
Printing is one of the biggest business expenses, with many companies spending a surprising amount on the simple act of printing off documents each day. The cost of printing hardware itself is particularly high, with the biggest and best business printers costing thousands of dollars.
For big businesses with massive budgets, that’s not such a big deal. But for brand-new businesses with tight budgets, it’s important to make every dollar count. You might not have enough cash to afford to pay for a printer outright, but printer rental is much more cost-effective.
Scalable
Startups typically begin small, but they can grow quickly. Before you know it, your operation might start to expand, with new staff coming on board and more work to deal with each day. As a result, you may need to upgrade to more advanced hardware, like printers and copiers.
That’s another reason why printer rental can be better than buying printers outright. If you rent, providers will often give you the option to upgrade to a better model at the end of your contract, or even let you negotiate an upgrade before your rental term ends. If you buy, you may have to sell your old printer before buying a new one, which can be time-consuming.
Maintenance
Setting up a small business is often a stressful experience. There’s so much to think about, from naming and registering your brand to marketing your products and more. It can feel overwhelming, and having to deal with unexpected costs, like printer repairs, only adds to the stress.
A super benefit of printer rental is that many contracts include maintenance costs. If something goes wrong, you don’t have to stress out over it. The rental provider will handle all the hassle of getting it repaired, along with the cost.
Access
Many businesses have quite high printing requirements, with hundreds or even thousands of documents to print, copy, and scan on a regular basis. If your business needs to do that sort of printing, you need a model that can keep up – you won’t simply be able to settle for a standard, home-style printer.
Unfortunately, the best, fastest, and most advanced printer models have high price tags, putting them out of reach for many new businesses. However, with printer rental, it’s much easier to access high-end printer models at affordable, monthly rates.
Taxes
Another common concern for small business owners is taxes. Each year, you have to consider the various types of tax your business has to pay, and costs can quickly add up. Fortunately, there are some intriguing and unexpected ways to save on taxes, and printer rental can play a part in that.
Rental costs for printers (and other pieces of office equipment) can often be classed as tax-deductible expenses. That means your total tax bill may be a little lower as a result of renting a printer rather than buying one.
The Downsides of Renting a Printer
Clearly, printer rental has a great range of benefits, particularly for startup owners looking to get their businesses off to the best possible start. But it’s important for business owners to acknowledge that there are certain downsides of renting a printer, too. Before you decide on rental or purchase, be sure to weigh up the pros and cons accordingly.
The biggest downside of printer rental is that you can get locked into a contract that you’re not totally satisfied with, which is why it’s important to read the fine print before you sign. Another downside is that, even though the individual monthly payments are much lower than the up-front cost of a commercial printer, you’ll usually end up spending more on a rental compared to buying your device.
Rent Quality Printers from a Trusted Provider
When taking the pros and cons into account, printer rental is often the best choice for startups and small businesses. But if you decide to go down the rental road, you’ll need to ensure you find a trusted and reliable provider.
That’s where Golden Gate Office Solutions comes in. As a trusted office equipment supplier, we can help your San Francisco business get the best printer at a price that’s right for you. Contact us today to find out how we can help you.
