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Renting is usually cheaper for offices that print regularly every month and have no in-house technician, because toner, repairs, and a replacement machine are included. Buying can be cheaper if you print fewer than about 1,000 pages a month and are happy to handle maintenance yourself.
Which costs should you count?
When you buy, you pay for the machine upfront. After that come toner, parts, and a repair bill every time it breaks. When you rent, everything goes on one monthly bill. To compare fairly, add up the total cost over the machine’s working life, not just the price in the brochure.
| Cost | Rent | Buy |
|---|---|---|
| Upfront payment | None | Machine price |
| Toner | Included | You buy it |
| Repairs and parts | Included | Paid every time it breaks |
| Replacement machine | Yes, same day | None |
| Changing machines when your needs change | Yes, through a contract amendment | Sell it yourself, at a loss |
| Tax invoice (faktur pajak) | Attached to every monthly invoice | Once, at purchase |
Worked example: an office of 15 people
Say your office prints 3,000 pages a month on a black-and-white A4/F4 multifunction machine. Over 2 years, the numbers look roughly like this:
| Cost (2 years) | Rent | Buy |
|---|---|---|
| Machine | Included | Rp 12,000,000 |
| Toner for 72,000 pages | Included | Rp 4,500,000 |
| Repairs and parts | Included | Rp 1,500,000 |
| Rental fee, 24 months | Rp 14,280,000 | None |
| Total | Rp 14,280,000 | Rp 18,000,000 |
These figures are an example and exclude VAT. The method is what matters: add up every line, including toner and repairs. If the totals are close, pick the option with less risk for you.
The time cost people forget
A machine that breaks at a busy moment means staff stop working. They call a technician, wait, then print everything again. For hotels and villas, it can happen right as guests check in. For schools, the night before exam papers are due.
Try putting a number on it: if the machine is down for half a day, how many staff are waiting, and how many documents go out late? This cost never shows up on a bill, so it’s easy to leave out.
When is buying the better choice?
- You print little, roughly fewer than 1,000 pages (2 reams) a month.
- You have staff who can maintain the machine.
- You need the machine for more than 5 years and accept the risk of breakdowns.
- Your office doesn’t need to copy or scan, so a small printer is enough.
In these cases your own printer is often cheaper. We’ll tell you straight if that’s true for your office.
When does renting make more sense?
- You print regularly, above about 1,000 pages a month.
- The whole office shares one machine, so when it stops, everyone stops.
- You’d rather not tie up capital upfront.
- Your needs may change, for example more staff or a need for color next year.
5 questions to ask before you sign a rental contract
These apply to any vendor, including us.
- Is the machine new or used? A low price often means a refurbished machine.
- How many pages are included, and what does each extra page cost?
- Are toner and all parts included? Some vendors charge for parts separately.
- How fast does a technician come, and what happens if they’re late? Ask for the promise in writing.
- What are the terms if you stop mid-contract?
A quick way to work it out for your office
Note how many pages you print a month, then use the quick check on the office printer rental page. Rental at ASG starts at Rp 350,000 a month, excluding VAT. We’ll suggest the right machine and tell you straight if buying is cheaper.
