For many small businesses, the question of whether to buy or lease a printer is a familiar one. Printers are essential in most workplaces, but the cost of purchasing devices outright can be significant, especially as organisations try to balance budgets, improve efficiency and keep up with changing technology.
This often leads business owners to search for the best way to lease a printer for a small business, hoping for a cost-effective solution. While leasing may seem like a simple answer, there is now a far more reliable and productive option: Managed Print Services (MPS).
As we head into 2026, many small and medium-sized enterprises are moving away from traditional printer leases and choosing managed print instead. The reason is clear: managed print doesn’t just provide a device, it delivers ongoing support, predictable costs, security, and technology designed to grow with your organisation.
In this article, we’ll explore whether leasing a printer is still worthwhile and why a managed print service from SOS Group often gives your business far more value in the long term.
What Does It Mean to Lease a Printer for a Small Business?
When you lease a printer for a small business, you typically commit to a fixed monthly cost over a set contract period. Leasing can help spread the expense, making it easier for companies that want to avoid a large upfront purchase.
Leasing usually includes:
- A multifunction printer or copier of your choice
- A fixed contract term (often 3–5 years)
- A basic service agreement, depending on the supplier
However, leasing has limitations. If your printing needs change, your contract might not be flexible. If the device develops faults or becomes outdated, you may face additional costs. And if you need upgrades, you may end up renewing or extending contracts sooner than expected.
Leasing can be a short-term solution, but it rarely supports long-term growth, especially for small businesses with evolving needs.
What Managed Print Services Offer That Printer Leasing Doesn’t
Managed Print Services (MPS) go far beyond simply leasing a device. Instead of paying just to use a printer, you gain a complete print management solution designed to reduce downtime, improve efficiency, and keep your costs predictable.
At SOS Group, our Copy • Print • Scan Solutions provide a full managed print service structured around your organisation’s real needs.
Here’s what’s typically included in an MPS package:
1. Proactive Maintenance and Monitoring
Rather than waiting for something to go wrong (which usually means delays and frustration), managed print services monitor your equipment continuously. This means potential issues are often fixed before you’re even aware of them.
2. All Consumables Included
Toner, ink, and parts are provided as part of the service, not as unexpected extras. This keeps your budget steady and removes the hassle of reordering supplies.
3. Installation and Setup
SOS Group handles everything from delivery to device configuration, ensuring your printer works seamlessly with your network and workflows from day one.
4. On-Site and Remote Engineer Support
Our expert engineers are available whenever you need them. You’re not left waiting days for repairs or paying call-out fees.
5. Flexible Upgrades
As your organisation grows, your print infrastructure can grow with it, without the financial pressure of breaking or renewing a lease.
6. Security and Compliance
Modern printers process sensitive data. Managed print ensures secure printing, user authentication, and compliance-friendly document workflows.
7. Cost Transparency and Reporting
With usage reporting and monitoring, you always understand what you’re paying for. Leasing alone can’t provide this level of insight.
Cost Comparison: Leasing a Printer vs Managed Print
When comparing leasing a printer for a small business with investing in a managed print service, the monthly price of a lease may look cheaper. But that rarely reflects the full cost.
A printer lease does not include:
- Toner and consumables
- Replacement parts
- Preventative maintenance
- Upgrades
- Fast engineer support
- Security configuration
- Print monitoring
- Workflow optimisation
All of these add up quickly. Managed print consolidates them into one predictable, manageable cost.
For many small organisations, the reliability and consistency of MPS offers far better value over the lifetime of the device.
Why More SMEs Are Choosing Managed Print Over Leasing
1. Better Productivity
When your printer works consistently, your business runs more smoothly. Managed print significantly reduces downtime compared to leased devices with limited support.
2. More Sustainable
With energy-efficient devices, automated toner recycling and optimised usage, MPS supports more responsible printing practices, something many businesses now prioritise.
3. Perfect for Hybrid and Remote Teams
Cloud printing, mobile access and secure scanning make MPS better suited to modern working patterns than a standard lease arrangement.
4. Predictable Costs
With rising business expenses, knowing exactly what your print environment will cost each month is invaluable.
5. Stress-Free Support
Instead of troubleshooting on your own or waiting for a leasing provider to arrange repairs, you have a reliable team behind you.
When Leasing a Printer Might Still Make Sense
Although managed print is usually the better choice, leasing can work for very small businesses with extremely low print volumes. Particularly if they only need a basic device and don’t require ongoing support.
However, organisations often underestimate their print needs. As they grow, leasing quickly becomes restrictive, while managed print remains flexible and scalable.
Why SOS Group Is a Trusted Managed Print Partner for UK SMEs
SOS Group supports organisations across the UK with tailored print solutions, expert engineering, and long-term reliability. Whether you’re a small business, charity, school, or large enterprise, we help you optimise your print environment in a way that suits your people and your budget.
Leasing May Look Appealing But Managed Print Goes Further
If you’re searching for the best way to lease a printer for a small business, it’s worth looking beyond the lease itself. Managed print offers significantly more support, reliability, and value. Not just a device, but a complete service that keeps your organisation running smoothly.
For many SMEs, managed print is the smarter, more sustainable choice for 2026 and beyond. If you’d like to explore managed print options tailored to your organisation, the SOS Group team is here to help.