Photocopier Rental as an Operating Cost, Not a Purchase
One set monthly payment covers toner, parts and servicing. Free quote in under 2 minutes, no obligation.
Updated August 2026
Before you enquire
How long am I locked in for?
Terms run 36 to 60 months and nothing shorter is offered.
You pick the length at the start, and most businesses take 60 months.
Am I stuck with the equipment at the end?
You decide between upgrading to a newer model, continuing on the same device, or returning it.
Nothing renews on its own, and any new agreement is quoted in writing first.
Can I change device partway through?
The agreement allows a move to a bigger printer or a different model.
A swap is re priced and confirmed in writing, then delivered usually within about 10 business days of a confirmed order, installation included.
Are we too small for this to be worth it?
Small offices lease as often as large ones.
Past roughly 500 pages a month, the comparison usually starts to favour leasing once cartridges and unplanned service calls are counted in.
Cartridges and unplanned service calls stop arriving separately and become one monthly set plan.
We are mid contract with another supplier. Is it worth asking?
Yes.
It is common for businesses who contact us to be partway through an existing agreement.
We prepare your quote now and time the new installation to your current lease end date, so there is no overlap and no print outage.
It is worth checking your existing contract notice window early, because those dates are easy to miss.
Call us or submit the form and we will map the changeover with you.
Enquired on Monday and had a printer installed by Friday. Fast, easy, and exactly what we needed.
We have been using Global Document Solutions for about eight years now and would not go anywhere else.
Get Your Photocopier Rental Quote
Quick formLast updated: August 2026
How much does photocopier rental cost?
Photocopier Rental Australia: One Line in Your Budget: LeasemyPrinter provides photocopier rental to businesses across Australia from $160/month ex GST on a 36 to 60 month term.
The words change, the agreement does not: hire, rental and leasing all mean 36 to 60 months on a set monthly payment covering toner, parts, service labour and call outs. There is no short term hire.
All leases include equipment, installation, maintenance, toner, and priority support.
Brands available: Kyocera, HP, Toshiba, Brother.
Terms run 36 to 60 months. There is no day rate, no weekly rate and no month by month arrangement.
Same business day phone and remote support for your business , Monday to Friday 8.30am to 7.00pm AEST. Next business day onsite response.
Free quote requests take under 2 minutes.
From counter to approval
What happens between asking and installing
Four steps, and the figure you need for approval arrives at the second one, in writing.
Request
Online form takes
about 2 minutes
Reply
Same business day
phone reply, Mon to Fri
Written quote
Itemises toner, parts,
labour and call outs
Install
Typically within
10 business days of a
confirmed lease order
Phone and remote support runs Mon to Fri, 8.30am to 7.00pm AEST
Install window applies to in stock models after a confirmed lease order, the same terms stated in the questions below. Leases are subject to credit approval.
What is Photocopier Rental?
Photocopier Rental is a monthly set plan that gives an Australian business the use of a photocopier.
All maintenance, genuine toner, parts and technical support are included for the whole term.
Terms with LeasemyPrinter run 36 to 60 months, and no shorter arrangement is offered here.
The business pays a single predictable monthly amount instead of buying the equipment outright, and replaces or upgrades the device at the end of the term.
Leasing, rental and hire describe the same agreement, arranged differently on paper.
Source: LeasemyPrinter Australia
A rental reaches your budget as one monthly line covering the machine, toner, parts and service.
See what sets that figure and how it gets approved.
A Rental Reaches Your Budget as a Single Monthly Line
For most finance teams that is the practical difference between renting a photocopier and buying one.
A purchase arrives as a capital item with a depreciation schedule attached, and everything the machine consumes afterwards arrives separately, month after month, from several suppliers.
A rental arrives as one line with one number against it.
That number starts from $160 a month ex GST on a 36 to 60 month term.
It is agreed before anything is delivered and it does not move across the term.
What your finance team sees
Five lines to track, or one
Both columns describe the same photocopier doing the same work. What differs is how many rows somebody has to watch, chase and reconcile every month.
Buying it outright
- Capital purchase of the machine
- Consumables account, reordered as it runs out
- Service agreement, negotiated on its own
- Repairs to arrange and pay for yourself
- Disposal at the far end
Renting it
One monthly line, agreed before delivery
The rows on the left do not disappear when you rent. They move inside that one line, so the person holding the budget tracks a single number instead of five.
Paper stays on your own purchasing either way.
What That One Line Has to Cover
It covers the machine itself, the toner, the drums and rollers that wear with use, the labour when a technician attends, and the call outs themselves.
Paper is the only thing your office keeps buying separately.
There is no page count on these agreements and no rate applied per sheet, so a heavy month produces the same invoice as a quiet one.
That matters more for a photocopier than for a desktop printer, because copy volume on a shared machine swings with whatever the business happens to be doing that month.
Approval Without a Capital Request, in Most Structures
This is the part that decides how quickly anything happens.
A rental usually sits inside an operating budget a manager already controls, which means one approval against a known monthly figure.
A purchase of the same machine usually does not.
It needs a capital request, a comparison of quotes, a sign off from whoever holds the capital budget, and then a place on the asset register with a useful life against it.
None of it is difficult, but each step waits on somebody, and that is often why a machine that failed early in a quarter has still not been replaced by the end of it.
Two routes, different step counts
Two approval paths for the same machine
The steps below are the difference between the two routes to the same machine. No timeframes are shown, because yours depend on how your own business approves things.
Buying it outright
- Capital request raised
- Competing quotes gathered
- Capital budget sign off
- Added to the asset register
Renting it
One monthly figure approved
In most structures it lands in a budget line somebody already signs off each month, so there is usually no capital request to raise. Your own approval path is set by your business, not by us. Whether your accounts record it as an operating cost or as a right of use asset is your accountant's call.
Where the Money Goes If You Buy Instead
Buying puts the full amount out of your cash at once and leaves the running costs with you: the consumables account, the service agreement negotiated separately, and the repairs once any warranty ends.
You also carry the disposal at the far end.
Which of those two shapes suits your accounts is not a question we can answer for you, and it is worth putting to your accountant before you commit either way.
What Moves the Figure, and What Does Not
Three things set it: the class of machine, the volume you put through it, and the length of the term.
Rentals here run 36 to 60 months, and a longer term spreads the same equipment across more months so each one costs less.
What does not move it is usage inside the term, a worn part, or a technician attending.
Those are inside the agreement rather than beside it.
That is the whole point of quoting one line rather than an estimate.
Two lists, and the second one matters more
What turns the number, and what is pinned
Three things set the figure before anything is delivered. Three more are the ones people expect to change it later. Those sit inside the agreement rather than beside it, so they do not reach the invoice.
These turn the dial
- The class of machineWhat it has to be able to do, day in and day out.
- The volume through itHow hard the device gets worked across a normal month.
- The length of the termA longer agreement carries the same device across more months.
These are pinned
- A heavy monthCopy volume inside the term never reaches the invoice.
- A part wearing outDrums and rollers are replaced as part of the arrangement.
- A technician attendingThe labour and the call out are already inside the figure.
The dials show direction only. No amount is published here, because the number depends on the device you end up on and is quoted for your own site.
Send your volume and see where the dials landWho Holds the Machine
We do, for the whole term, so there is no residual to settle and no buyout figure falling due at the end.
How the arrangement is recorded in your own books depends on the reporting standards you apply, and your accountant is the right person to settle that rather than us.
What we can tell you is who owns the machine, which is us, and for how long.
One question we answer, one we do not
Who holds it, and who decides how it is recorded
Legal ownership is a plain fact and we will state it. What the arrangement looks like in your own accounts is a different question with a different answer, and it is not ours.
Delivery
Collection
Ours to state
We hold title for the whole of the 36 to 60 months. The equipment is ours for the length of the agreement, and it comes back to us at the end of it.
No residual and no buyout falls due at the closing end.
Not ours to state
Whether your accounts show a right of use asset here, or simply a monthly operating cost, turns on the standards you report under and on your own structure.
That one goes to whoever prepares your accounts, not to us.
Ownership is the part we can answer, and the answer is us, for the whole term. Everything past that belongs with your own adviser.
Ask for the ownership terms alongside your figureAsk for the Figure in Writing
Three numbers settle it: last month off the counter, the size of the team the machine serves, and whether A3 or a finisher is in the picture.
A figure comes back the same business day, Monday to Friday, confirmed in writing for your own setup rather than taken from a general table.
Once the order is confirmed, delivery and setup normally land about 10 business days later, wherever in Australia the site sits.
Photocopier Rental Cost in Australia
From $160
per month ex GST
36 to 60 month term
custom quoted above that
All inclusive
maintenance and toner
Next Business Day
onsite service response
All leases include maintenance, toner, repairs, and onsite service for businesses. Terms run 3 to 5 years. There are no per page charges: the only thing you buy is paper.
▶Full lease summary
- Per page chargesNone. You only buy paper
- Most common term60 months
- Term options36 to 60 months
- Savings vs buying, typical SME volumes20 to 30%*
- Onsite response timeNext business day
Total cost is quoted by your finance provider and varies by term and equipment selected.
According to LeasemyPrinter · Data current: March 2026
*Based on comparison of total cost of ownership over 60 months for typical SME print volumes (2,000 to 10,000 pages/month).
Individual savings vary.
How it works
Which monthly cost band fits your office?
The Australian printer lease market sits in four broad monthly bands (ex GST, all inclusive). Find the band that matches your team and volume, then get a tailored quote. Figures are indicative market benchmarks, not LMP quotes.
- A4 mono MFPfrom $80 to $150
1 to 5 staff, under 1,000 pages per month
- A4 colour MFPfrom $150 to $220
5 to 15 staff, 1,000 to 3,000 pages per month
- A3 colour MFPfrom $220 to $320
10 to 30 staff, 3,000 to 8,000 pages per month
- A3 colour high volumefrom $320 to $500+
30+ staff, 8,000+ pages per month, finishing options
Indicative market benchmarks compiled from publicly published Australian printer lease pricing (May 2026).
All inclusive bands assume the lease bundles equipment, scheduled service, parts and toner consumables.
Your formal quote depends on the device, term, monthly page volume and finance provider.
Estimate your monthly lease cost
A4 mono entry tier lease from $160/month ex GST per device, on a 36 to 60 month term.
Toner, parts, service labour and call outs are included in the monthly fee, so the only thing you buy is paper.
A4 colour, A3 colour and multi device fleet pricing requires a tailored quote.
Want an exact figure for your office? We will tailor the quote to your equipment, term, and volume.
Get an exact quoteGet this estimate priced for your office
We'll turn your inputs into a written lease quote for your office, sent the same business day, Monday to Friday.
No obligation · 5 stars from 150 verified Google reviews.
Indicative only.
Not a quote.
A formal quote requires confirmation of device, term, monthly volume and finance provider.
Lease side shows the published entry tier base × your device count.
Buy side shows hardware amortisation plus your service contract input.
Toner and consumables are included in the lease; on the buy side they are your own costs, not estimated here.
Useful life default follows the ATO effective life schedule (Income Tax (Effective Life of Depreciating Assets) Determination 2025).
*Check with your accountant.
Lease tax treatment varies by business structure, turnover and current ATO rules.
*Based on comparison of total cost of ownership over 60 months for typical SME print volumes (2,000 to 10,000 pages/month).
Individual savings vary.
See our Privacy Policy for how we handle any details you submit with your quote request.
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Key Points About Photocopier Rental in Australia
- •
Monthly cost from $160/month ex GST on a 36 to 60 month term, with no upfront capital outlay required
- •
All inclusive: device, installation, maintenance, genuine toner, parts, and priority support are bundled into one monthly payment.
You only buy paper
- •
Lease terms run 36 to 60 months, with technology upgrades available at the end of the term
- •
Same business day phone and remote support , Mon to Fri, 8.30am to 7.00pm AEST.
Onsite service is dispatched from our Nerang QLD head office, and response times vary by region
- •
Free quote requests take under 2 minutes, with no obligation
Source: LeasemyPrinter Australia
Common Questions About Photocopier Rental
What exactly does the monthly rental figure include?
Everything the machine needs in order to keep working.
Nothing on the consumables side is invoiced separately, and nothing on the service side is either, so a worn roller, a technician visit and a toner delivery all land inside the same monthly line.
Paper is the one exception.
Does a busy month cost more than a quiet one?
No.
Nothing here is counted or charged by the sheet, so what you copy inside the term never reaches the invoice.
That matters most on a device the whole office shares, where the load rises and falls with the work coming in.
Does renting avoid a capital request?
In most structures, yes.
The monthly figure normally falls inside a budget line a manager already signs off, so there is often no capital request to raise at all.
Whether it is recorded as an operating cost or as a right of use asset in your own accounts depends on the standards you report under, and that is your accountant's call.
Where no capital request is needed, that is often the difference between deciding this week and waiting for the next capital round.
What sets the figure in the first place?
What the device has to do, how hard it gets worked, and how long you keep it.
Anything from 36 to 60 months is available, and the longer end brings the monthly number down because the same equipment is spread further.
Send us the reading off your current counter and we can size it rather than guess.
Do we end up owning the photocopier?
No.
Title stays with us from delivery to collection, and nothing falls due when the term closes.
How it appears in your accounts is a question for whoever prepares them, because that turns on which standards you report under.
Is a rental treated differently in our accounts?
It can be, and the answer turns on your structure and your turnover.
That one belongs with whoever prepares your accounts rather than with us.
What we can state plainly is what the agreement covers, who owns the equipment while it runs, and what you pay each month.
Can we rent a photocopier for a few months only?
No.
Thirty six months is the minimum and there is no shorter product behind it.
If the need has an end date in weeks, the supplier you want rents equipment by the day, which is a different trade from ours.
Ready to get started?
Request Your Free Quote in under 2 minutesWeighing renting against buying outright?
Send the purchase price you have been quoted and your monthly volume. We will put a rental figure beside it so the comparison is made on the same machine.
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Quick formWhy Businesses Choose LeasemyPrinter
- ✓Latest printer technology
- ✓Full service support included
- ✓3 to 5 year lease terms
- ✓Local support team
- ✓Next business day response
- ✓From $160/month ex GST on a 36 to 60 month term, all inclusive (toner, parts, service)
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Cyrus Dickie
Founder, LeasemyPrinter (Global Document Solutions Pty Ltd)
You deal with the founder directly, from first quote to ongoing support, since 2010.
Send your details and deal with him directlyAuthored by Cyrus Dickie, Founder at LeasemyPrinter (Global Document Solutions Pty Ltd). In the industry since 2010.