In many Singapore offices, printers are part of daily work even if no one really thinks about them. Contracts, invoices, HR documents, reports, and delivery paperwork all depend on reliable printing and scanning. Most of the time, printing runs quietly in the background.

Problems usually surface only when something goes wrong. A printer stops working, toner runs out, or an error message appears that no one knows how to fix. When that happens, work slows down and more than one team often feels the impact.

For most offices, the real decision is not about choosing a specific printer model. It is about whether it makes more sense to buy a printer and manage everything internally, or rent a printer and rely on a managed service to support it. The difference becomes clearer over time, especially as usage increases.

What Managing a Printer Really Involves After Purchase

Once a printer is installed and in regular use, ongoing management becomes part of everyday office life. Parts wear out, consumables need replacing, and occasional servicing is unavoidable.

When a printer is bought outright, certain things are not included by default. Periodical parts such as drums, belts, and other wear-and-tear components are typically not covered and are chargeable when servicing is required. Warranty coverage is also limited, and unlimited on-site support is usually not part of the purchase.

Installation is another area often underestimated. Buying a printer generally does not include unboxing, on-site setup, or configuration. Tasks such as connecting the printer to multiple PCs, pairing mobile devices, setting up user profiles, and configuring scan settings are handled internally by office staff or IT.

There is also no dedicated account manager or built-in toner management. Someone in the office needs to monitor toner levels, reorder supplies, and coordinate deliveries. In many Singapore offices, this responsibility falls to admin staff or office managers on top of their main roles.

How Renting a Printer Changes Day-to-Day Office Work

Renting a printer through a managed print service shifts many of these responsibilities away from the office.

Under a printer rental arrangement, full coverage is provided for periodical and spare parts across the entire printer unit. Drums, belts, fusers, waste toner units, and other components are included for both servicing and maintenance whenever needed, removing the need for ad-hoc replacement decisions.

Rental also includes unlimited on-site warranty coverage for the full duration of the lease. Servicing, maintenance visits, and parts replacement are handled as part of the service, without hidden charges or additional delivery fees.

Toner management is included as well. Toner usage is monitored, and supplies are topped up when required, so offices do not need to track levels or place urgent orders.

Installation is handled on-site at the office, branch, or retail location. This includes unboxing, full setup, connecting and pairing all office PCs and supported devices, and providing a basic tutorial so staff know how to use the printer properly from day one.

For many offices, this results in fewer internal tasks, fewer interruptions, and more predictable printing operations.

How This Applies to a Typical Office Printer

Many Singapore offices use business printers such as the Brother MFC-L8900CDW, a colour laser all-in-one designed for shared office use. It supports printing, scanning, copying, and faxing for multiple users throughout the workday.

Whether a printer like this is bought or rented, the hardware itself performs the same functions. Staff still print invoices, scan documents, and rely on the printer daily. The difference lies in what happens behind the scenes.

When bought, the office manages parts replacement, servicing, setup, and supplies internally. When rented, the same type of printer is supported through managed print services, with parts coverage, on-site support, installation, and toner management included as part of the arrangement.

Over time, this difference becomes more noticeable than the printer model itself.

Choosing an Approach That Fits Your Office

Buying a printer can suit offices that are comfortable handling servicing, setup, and consumables on their own. Renting a printer can suit offices that prefer full coverage, structured support, and fewer internal responsibilities.

For many Singapore businesses, renting offers a practical way to keep printing reliable without placing additional demands on admin or IT teams, especially as printing volumes grow.

Next Steps With Brother Managed Print Services in Singapore

Brother offers a managed print service for offices that prefer a fully supported approach to printing. Through Brother Managed Print Services, we work with organisations across Singapore to review their current printing setup and explain how a rental arrangement could fit their operations.

If this is something you would like to explore, you can visit the Brother Managed Print Services website and fill in the enquiry form. Once submitted, a Brother representative will get in touch to talk through your current printing setup and what support might make sense for your office.

Useful links

• Printers for Rent or Lease with Brother Managed Print Services
• Brother MFC-L8900CDW Product Page