Printer rentals are a good way to save money if your company does not print regularly, or if you need to print high quality products, but do not want to own an expensive, high-end printer. Printer rental pricing and costs vary based on your location, the printer brand and the type of printer you need, but price quotes are easy to obtain online for most printer rental services. The price of rental includes the cost of ink and toner, but does not usually cover paper.

Another factor to consider with a printer lease is how long you will need printing capabilities. Many computer printer rental options are a much better deal for a week or a month than for a single day, so consider whether or not a medium-term computer printer rental is a better choice for your company than a short-term rental.

When calculating printer rental pricing and costs, consider the following resources:

1. Browse HP printer options for the industry standard printer rental;
2. Rent printers for less from Dell, Brother and other brands;
3. Consider hourly rental for costly options like photo printing.
   

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Get printer rentals from HP for the widest rental options in color or black and white

A leading choice in the industry for both ink jet and laser printer rental is Hewlett Packard (HP). HP printers comprise the bulk of printer options available from rental services, and different models offer vastly different print features, which are reflected in typical rental costs from $150 to $300. Get a quote from a rental service to learn what the cost will be in your area to rent the HP printer of your choice.

I recommend: Get a quote from SmartSource for HP computer printer rental in your area. Rentacomputer.com delivers rental HP printers to 1000 cities and offers quotes on specific printers and locations, but advertises prices on basic HP color printers between $120 and $150 per day.

Consider other brands of printers for lease for basic or multifunction options

Another choice for your printer lease is Dell, Brother, Xerox or another printer brand offered by rental companies. Dell printers are typically a cheaper option for basic printing than HP printers, running under $100, while Brother and Xerox offer multifunction rental printers that also can serve as copy or fax machines for generally over $200.

I recommend: Rentech Solutions provides low rates for a basic Dell printer, from $40 for one day to $80 for a week or $120 for a month. Another option for printer rental is Rush Computer Rentals, which offers a number of HP models as well as Brother, Xerox and Copystar printers and copiers.

Look for rates by the minute or hour for specialty printer rental services

Rather than a printer lease, another cost-saving option is to rent a printer by the minute or hour from an office service company. This is an especially cost-effective choice if you need to print a small quantity of pages at high quality. When you rent printers by the hour or minute, the cost usually is applied to a computer workstation, while the printer rental itself is included in the workstation cost.

I recommend: RayKo Photo Center provides the option of hourly printer rental for photo printers at $11 per hour, with a mandatory orientation provided for $60 per hour in increments of 15 minutes. Additional paper costs are about $9-$40 depending on sheet size. FedEx Office offers Sony workstations for designing and printing high quality projects, with a rate of 20 cents per minute for standard workstations and 30 cents per minute for design stations with additional hardware and software.

In today’s fast-paced environment, technology advances in a flash. Today’s newest innovations quickly become tomorrow’s outdated tools. Before making an investment in the latest printer, consider a printer lease as an economical solution to stay ahead of the technology curve.

When deciding on printer rentals, analyze your needs. Evaluate how each printer will be used and what features are needed. Check out a variety of models and leasing companies before you rent printers. Before signing a contract for printers for lease, ask the following questions:

1. Will printer rentals be economically advantageous for my company?
2. What is the service and technical support contract for printer rentals?
3. How can my company keep up with emerging technology with printers for lease?

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Evaluate your printing needs

Printer rentals are ideal for companies that produce large volumes of printed material. If your company prints marketing materials or large reports, then printers for lease would be a smart decision. For small printing or employee needs, a rental inkjet printer may do the job; but for larger quantities, a rental laser printer is the best choice.

I recommend: Evaluate the number of printed pieces your business produces and the purpose of those materials. If high quality graphics are important, consider a rental for laser color printer. Use a print cost calculator to find out how much money you could save with an in-house color printer. Or chat online with a live sales representative who can help you determine the best printer to meet your needs. At BuyerZone.com, answer 13 questions about your printing specifications, and the website will direct you to up to 4 printer suppliers.

Analyze the printer lease service agreement

There is nothing more frustrating than being under a tight deadline to deliver a proposal, and your printer stops working. Find out what the printer lease includes for technical support, service calls and routine maintenance. One of the advantages when you rent printers is on-site repair standard with most printer rentals.

I recommend: Check your lease contract to ensure you are getting the best service for your computer printer rental. Many rental companies offer online 24-hour service, but investigate the company’s ability to provide service at your place of business whenever needed. Rentex promises 24-hour access. Xerox responds to equipment service call requests 7 days a week, 24 hours a day.

Explore your printer rental upgrade options

One of the biggest advantages of printers for lease is keeping up with the latest technology. Several printer rental companies will upgrade your business to a newer, more advanced printer during the course of your lease contract. This helps you upgrade to newer technology for considerably less money than if you were to purchase a printer.

I recommend: Find out how often the printer lease company will upgrade your equipment. At Xerox, there are no penalties when you end your service agreement and sign up with a new printer rental upgrade. At the Xerox upgrade center, provide information about your current rental printer, and the company will share the latest products that are right for you. HP will upgrade your equipment during your lease, but be aware that your payment amount will change depending upon the price of the upgrade. Their lease program highlights provides user-friendly information about the financing and terms of HP equipment leases.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Ask exactly what services are included in the printer lease payment each month; and be sure to find out if extra costs are required to set up, deliver or network when you rent a printer.

There are many reason you may need to rent printers. Every business utilizes printers and during busy times you may need multiple printers to meet your needs, but maybe you don't want to shell out the money to purchase one if you only need it certain times of the year. That's where leasing a printer can come in handy.

When you need to rent printers it is essential to make the right rental decision and choose the correct supplies and equipment to go with your printer rental. When looking at printer rental supplies and equipment needs consider:

1. Shop around for ink supplies to work with your printer rental.

2. You will need paper supplies for your printer rental to work for you.

3. Count a wireless printer server into your equipment list.

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Buy ink that will work with your printer rentals

Ink is essential to make your printer rental work. When looking for ink to accompany your rented printer and make sure it is compatible with your rental printers. Depending on your printer, you will need to look for colored ink, black and white ink, ink cartridges or ink drums.

I recommend: Check out Copier Rental, it offers all the ink supplies you might need for your computer printer rental. On this website you can select the make and model of your printer lease and it tells you your ink supply needs. Atlantic Ink Cartridges lets you choose the brand of printer you have, then the model and then supplies you with your ink choices.

Purchase paper supplies that are compatible with printers for lease

Think about how much paper you will need to go along with your printer rentals. You can't use a printer without paper, so this should be added to your supply list and it is up to you to make sure it is the best fit for the printer you rent.

I recommend: Xerox has supplies of paper to meet your laser printer rental needs. It even tells you what printers their paper is compatible with. Look at Office Max for your paper supplies. It offers many types of paper to choose from and tells you what machines their paper will work in.

Make your rental printer work for you with a wireless printer server

If you have multiple work stations in your office, then you might want to consider adding a wireless printer server to your equipment list. This will help you connect many work stations to your printer rental, enabling your employees to be more efficient.

I recommend: TigerDirect offers many wireless printer servers that can help you share your color printer rental. Look at Newegg. It offers wireless printer servers that can allow you to hook up one or many other work stations to your rental printers.

Printer rentals involve arranging a lease agreement with a company to use a printer for a set period of time. At the end of the rental period, you must return the device in the same condition as it was given to you. Printer rentals usually involve the leasing of commercial grade printers that are too expensive to purchase outright. Many companies will offer both new and used printer rental options.

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Short term printer rentals

Short term printer rentals are an option for professionals who only need to borrow a particular printer model for an event or short period of time. Many printer rental companies offer daily and weekly rates on printers.

I recommend: Vernon Computer Source explains the basics about their short term printer rental program.

Document overflow

Document overflow refers to having a large amount of documents to be printed, but lack the proper equipment to handle the job.

I recommend: View the “Document Overflow” tab at Xerox Printer Rental to learn more about the subject.

Digital printers

Digital printers can be rented in order to perform advanced printer functions, such as color balance, layers, resizing and histograms. Digital printers are ideal for printing photographs and other high definition images.

I recommend: Rayko Photo Centers gives details about their rental arrangements and requirements for digital printers.

Commercial printing

Printer rentals are touted as an alternative to commercial printing methods. Commercial printing involves paying a per-page copying fee to an independent printing company. Printer rentals allow you to pay one fee for the device instead of a much higher rate based on number of copies.

I recommend: View the distinction between commercial printing and printer rentals at Life 123.

Printer cost calculator

A printer cost calculator can give you a price estimate to help you decide between buying and renting a printer. Printer cost calculators will use coverage areas of document and average job number to provide your estimate.

I recommend: View an explanation of the printer cost calculator on the HP website. You can also use their free calculator tool.

Free maintenance

Free maintenance is an added bonus often included in the lease agreement for a printer rental. Free maintenance often means that cleanings and servicing will be provided through the rental agency.

I recommend: Get an overview of a free maintenance program for printer rentals on the Rentex website.