Why Schools and Universities Should Lease Their Printers Instead of Buying

Printer Leasing for Schools and Universities: Why It’s the Smarter Option

Printers and copiers might not be the most glamorous part of a school’s infrastructure, but they’re essential. From test papers and permission slips to student records and administrative forms, printers are the unsung workhorses of any educational institution.

Yet many schools in Central Texas still treat printer procurement the old-fashioned way—by buying expensive machines upfront, only to be stuck with outdated equipment and costly repairs. At Texas Office Machines, we’re here to flip the script.

This blog explores why leasing printers and copiers is a smarter, more sustainable choice for schools, colleges, and universities. Whether you’re a small private academy or a sprawling public district, leasing offers benefits that purchasing simply can’t match.

The Printing Reality in Schools

Let’s start by looking at how printers function within an educational environment.

Typical Print Needs Include:

Teacher handouts and tests
Student homework packets
Administrative paperwork
Enrollment and health forms
Event flyers and newsletters
Report cards and transcripts
Course syllabi and assignments

With hundreds or even thousands of students across multiple departments or campuses, print volume in schools is immense—and that demand puts constant pressure on equipment.

Common Challenges with Owned Printers in Schools

While some institutions still prefer to own their devices outright, many find themselves running into a few all-too-familiar issues:

🛠️ Frequent Breakdowns

School printers see heavy daily use. Cheaper models wear out fast, and repair costs (and downtime) add up quickly.

⌛ Outdated Technology

Buying a printer today means you’re stuck with it for the long haul—even as newer, faster, more efficient models come out.

💸 Budget Spikes

A large purchase drains capital upfront. And when repairs or toner orders are needed unexpectedly, it’s another hit to the budget.

🤯 Complex Management

IT departments are often overwhelmed with managing multiple machines, toner orders, and troubleshooting issues across buildings.

Sound familiar? That’s why more and more Central Texas schools are turning to leasing.

1. Budget Predictability: Fixed Monthly Costs

School budgets are tight—and constantly under scrutiny. With leasing, you get predictable monthly expenses that make it easier to plan.

Why This Matters:

No large capital outlay
No surprise repair bills
Simplified budgeting for supplies (if included)

At Texas Office Machines, our leasing plans include service, toner, and maintenance in one monthly fee—so there are no financial surprises during the school year.

2. Access to the Latest Technology

Technology moves fast—and outdated printers not only slow you down but can also pose data security risks.

Leasing Benefits:

Upgrade every few years to newer, faster models
Access to machines with better print speed, resolution, and energy efficiency
Compatibility with the latest education software and cloud printing tools

We help our school clients stay ahead of the curve by regularly cycling in modern, efficient devices with features like scan-to-email, touchscreens, wireless printing, and secure release print.

3. Hassle-Free Maintenance and Repairs

When a school-owned printer breaks down, you either call a third-party repair company (which takes time and money) or burden your internal IT team with another task.

With leasing, service is built in.

How We Make It Easy:

Same-day or next-day service from certified techs
No out-of-pocket repair costs
Automatic toner shipment and supply monitoring

This means your staff can stay focused on what matters—teaching and supporting students—instead of managing paper jams and toner errors.

4. Scalable for Multi-Campus Districts

Whether you’re managing one elementary school or five campuses across a district, printer leasing gives you centralized control and flexibility.

Leasing Makes It Easy to:

Scale equipment needs across multiple locations
Standardize device models and supplies
Track usage with print monitoring tools
Set printing permissions by department or grade level

We’ll evaluate your existing setup and create a customized leasing plan that fits the needs of your entire school or university system.

5. Built-In Data Security Features

Modern printers are sophisticated networked devices—and they can become weak points for cyberattacks if not managed properly.

Our leased machines come with:

Secure print release (to protect sensitive documents)
Data encryption on hard drives
Automated firmware updates
User authentication for staff and faculty

Your student data, test materials, and administrative records deserve more than the bare minimum—especially in today’s data-conscious world.

6. Support for Eco-Friendly Goals

Many school districts across Texas are striving to be more sustainable. Leasing supports that goal in several ways:

Eco Benefits of Leasing:

More energy-efficient machines
Reduced waste from outdated or broken-down equipment
Recycling programs for toner and used parts
Optimized print settings to reduce paper usage

We work with brands like Kyocera, HP, and Sharp that offer ENERGY STAR® certified equipment designed to meet sustainability goals.

Real Example: How One School District Improved Print Efficiency

We recently partnered with a public charter school network in Central Texas that was struggling with outdated printers, excessive toner costs, and constant repair needs.

What We Did:

Replaced 12 outdated copiers with 8 high-capacity leased multifunction printers
Implemented secure cloud printing and job tracking
Delivered automatic toner refills to each campus
Cut their monthly print-related costs by 22%

The result? Less time dealing with printer issues and more time focused on students.

FAQs About Leasing for Schools

Q: Do you offer short-term and long-term leases?
Yes. We offer flexible lease terms ranging from 12 to 60 months based on your school’s needs and budget cycle.

Q: Is service really included in the lease?
Absolutely. All service calls, parts, labor, and preventative maintenance are included.

Q: Can teachers and departments track their usage?
Yes. We provide print monitoring tools so you can view print volumes by user, department, or location—perfect for managing budgets and accountability.

Q: Can you help with installation and training?
Of course! We handle delivery, setup, and onsite training for staff and faculty so you’re up and running right away.

Q: What brands and models do you lease?
We work with top brands like Kyocera, HP, Sharp, Brother, and Canon. We’ll recommend the best fit based on your volume and workflow.

Why Partner With Texas Office Machines?

At Texas Office Machines, we’ve been serving schools and businesses across Central Texas for over 25 years. We specialize in office equipment leasing with a focus on service, simplicity, and long-term relationships.

When you lease from us, you get:

✅ Affordable, all-inclusive pricing
✅ Friendly local service (no call centers)
✅ Fast response times
✅ Reliable equipment tailored to your workflow
✅ A team that understands how schools operate

We’re proud to support educators and administrators with equipment that works as hard as they do.

Let’s Simplify Printing at Your School

Ready to ditch the printer drama and get your staff back to doing what they do best?

Contact Texas Office Machines today for a free quote or on-site consultation. We’ll help you design a lease plan that fits your budget, reduces waste, and gives your school or university the tools to thrive.

📍 Serving Austin, Cedar Park, Round Rock, Georgetown & surrounding areas
📞 Call us: (512) 983-6876
🌐 Learn more: www.texasofficemachines.com

Share the Post: