Getting Your Office IT Equipment: Which to Buy, Lease, or Rent?

In business, office IT equipment is one of the many essentials you’ll need for your operations. But with the number of items this can include, it can be overwhelming to decide whether to buy them all or even forgo some of them.

While the right decision depends on your business’s budget, flexibility needs, and long-term goals, the good thing is that you don’t necessarily have to purchase everything, as IT equipment leasing and rentals are also options.

With that, let’s walk through some common office IT equipment a business needs and which acquisition method makes the most sense.

Office IT equipment categories

Every business needs its hardware, accessories, and infrastructure to run efficiently. Here are the must-haves for most workplaces:

1. Computers and laptops

Computers are your workhorse in handling most daily operations. Types include:

Desktops – Ideal for high-performance tasks or stationary use.
Laptops – Flexible and portable for hybrid teams.
MacBooks – Used for creative work and fieldwork.

If you’re using computers daily and for the long term, it’s often more cost-effective to lease or purchase them since the cost is spread out over time. But for short-term or temporary needs, it’s often safer to rent than commit to IT equipment purchases, especially in bulk.

2. Printers, scanners, and copiers

While many businesses are going paperless, printing physical documents is still often necessary.

Multifunction printers/copiers – Good for shared use in common areas.
Scanners – Useful for digitising signed contracts or documents.

If usage is low, leasing can help you avoid upfront investment costs. If you print regularly, buying may be more cost-effective.

3. Peripherals and accessories

Paired with computers, peripherals often go unnoticed but can greatly impact productivity:

Monitors – Consider 24”+ sizes or dual-screen setups for improved productivity.
Keyboards and mice – Ergonomic designs reduce fatigue.
Docking stations – Handy for flexible workstations or hot desking.
Headsets, webcams, speakers – Crucial for remote teams and video calls.

Most peripherals are affordable enough to buy outright. Monitors, keyboards, mice, and headsets are typically best purchased for long-term use as they are personalised devices.

On the other hand, docking stations, webcams, and speakers can be bought or leased since they can be easily shared, replaced, or updated without commitment.

4. Networking and server equipment

Besides devices, you’ll need good connectivity and data infrastructure:

Routers, switches, Wi-Fi access points – Ensure fast and reliable internet throughout the office.
Firewalls – Essential for cybersecurity and data protection.
NAS (Network Attached Storage) – Ideal for centralised file access and automatic backups.
External hard drives – Useful for portable or off-site data backups.

As these are all core components for a long-term network, they are usually best bought or leased to ensure reliability and security. However, for NAS devices and external hard drives, which are central to data storage and backups, it is best to purchase them to avoid any potential data exposure that may occur when using and returning rented equipment.

Buy, lease, or rent? A comparison

Here’s a quick breakdown to help you decide between purchasing, leasing, and renting your office IT equipment:

Equipment Type	Buy, Lease, or Rent (short-term)
Desktops	✔ Buy – Long-term savings ✔ Lease/Subscribe – For monthly cash flow ✘ Rent – Not ideal unless for testing
Laptops	✔ Buy – Best for long-term use ✔ Lease/Subscribe – Flexible upgrades and scaling ✔ Rent – Great for interns, events, or remote staff
iPads	✘ Buy – Expensive in bulk ✔ Lease/Subscribe – Subscription plans available ✔ Rent – Ideal for short-term use like events
Printers/Scanners	✔ Buy – Cost-effective if used daily ✔ Lease/Subscribe – Suitable for shared-use setups ✘ Rent – Not practical for short-term needs
Peripherals	✔ Buy – Generally affordable and personal devices ✘ Lease/Subscribe – Often bundled with laptops, less common ✘ Rent – Usually bought outright
Network Equipment	✔ Buy – Best for permanent offices ✔ Lease/Subscribe – Useful for growing teams needing flexibility ✘ Rent – Setup complexity makes short-term rental difficult
NAS/External Storage	✔ Buy – Essential for data-heavy industries ✔ Lease/Subscribe – Can scale with growing data needs ✘ Rent – Only suitable for very temporary data storage needs

When does it make sense to rent IT equipment?

Renting IT equipment makes sense when your needs are temporary or flexible. Compared to leasing (which is usually long-term), scenarios where it is better to rent include:

You’re organising a short-term event or training session
You’re hiring interns or contractors temporarily
You want to test a specific device or OS before committing
Your office is still under renovation or transitioning

This also applies if long-term commitments and high upfront costs are less feasible for you, as IT equipment purchases and leasing can be pricey, especially for a big office.

Start setting up your office IT equipment with Smart Rental

Whether it's computers, peripherals, network hardware, or other devices, every office these days needs its IT equipment. However, you don’t have to settle for expensive purchases, as rentals can be cost-effective alternatives.

If you’re in need of computers for your office, consider leasing laptops with Smart Rental today! We offer a range of remanufactured devices, new computers and interactive boards suited to business needs, along with flexible iPad rental plans to keep you covered wherever you need reliable devices, be it in the office or on the go.

Explore our devices and rent for as little as a few days with us. We make it easy to stay agile and cost-efficient.

FAQs

1. Is leasing or buying computers better for business?

It depends on your company’s priorities. Buying IT equipment gives you full ownership but requires a large upfront spend and long-term maintenance. On the other hand, leasing computers spreads costs into monthly payments and often includes support, making it easier for you to manage cash flow.

Many SMEs prefer leasing or rental models because they offer flexibility to scale up or down and keep hardware current without heavy capital investment.

2. How does leasing IT equipment work?

Typically, leasing lets your business use IT equipment for a fixed monthly fee over an agreed contract period, usually 12 to 36 months. At the end of the term, you may have the option to extend the lease, return the devices, or upgrade to newer models. Most leases include technical support and maintenance, reducing the workload on your in-house IT team.

3. How much does it cost to rent a PC?

Rental prices vary depending on the device type, specifications, and rental duration. Basic office PCs in Malaysia can start from as little as under a hundred ringgit per month to several hundred more for higher-performance machines.

But the advantage of PC rental models is their predictable, upfront pricing that covers both the hardware and often support services. This makes it easier to budget IT expenses while ensuring your team always has reliable devices.