Buying VS renting office water dispensers

Choosing the right water dispenser for your workplace is usually a simple decision. The bigger question is whether you should purchase your machine outright or rent it from a supplier. Both options work in different situations, so it comes down to what matters most to your team, your budget and how hands on you want to be. Let’s break down the factors that will inform your decision.

Upfront cost vs ongoing payment

The biggest difference between purchasing and renting is how you want to structure the cost. If you purchase a water dispenser or boiling water tap, you pay for the machine upfront. This suits teams that prefer capital expenditure, or capex. The benefit is that you would own the machine from day one.

If you rent, you spread the cost with a predictable monthly fee. This means it sits in operational expenditure, or opex. For many businesses this keeps budgets simple and removes the need for a large initial outlay.

Maintenance, repairs and replacements

It is important to think about what happens after the dispenser is installed. When you purchase a machine, any future repairs or replacements are your responsibility. Parts wear over time and components can fail. If something goes wrong, you either need to arrange a repair or invest in a new machine.

When you rent a dispenser from a supplier, they will usually offer a service plan alongside it. If there is an issue, your machine will be repaired, upgraded or replaced as part of your plan. There are no extra charges and no surprise admin. This keeps your team hydrated without interruption.

Flexibility as your business grows

If your team grows or you move offices, your water needs can shift. Purchased machines are fixed assets. They might no longer be the right size, output or spec.

Renting can give you far more flexibility. You can scale up, change model or add more units whenever you need to. It is a practical option for teams that want to adapt quickly. Make sure you check your contract for finer details. To use ourselves as an example, our rental contracts don’t limit customers to the machine they start with. We understand that sometimes you need a different capacity, or just want to switch to the latest innovations.

Which option is right for you?

Purchasing works well for organisations that prefer capex, want ownership and are happy to manage maintenance themselves. Renting suits teams that want a simple monthly cost, full support and a machine that is always up to date.

If you are unsure which route is best for your team, we can help you compare options based on your workspace, usage and budget.