Franking Machine Cost Calculator: Rent, Lease Or Buy In 2026

The monthly figure on a franking quote is only part of the story. Ink, servicing, software, the length of the term and what the machine's worth at the end all change what you'll really pay. This calculator puts those together so you can compare renting, leasing and buying on the same footing.

Pop in the figures from your quotes and it'll show you the total cost of each option over the term you choose, the equivalent cost per month, and which works out cheapest.

Rent vs lease vs buy

Before you run the numbers, it helps to understand what each option actually means.

Renting usually means a shorter agreement, often with servicing included. You pay more each month, but you can hand the machine back sooner. It's the flexible choice if you're not sure your post volume will last. Our rental guide has more.

Leasing is the most common way businesses get a franking machine. You pay a fixed monthly amount over a set term, usually several years. The monthly price is lower than renting, but you're committed for the whole term, and many leases renew automatically unless you give notice.

Buying means paying upfront. It can work out cheaper over a long period, and you may be able to sell the machine later. You'll still need a postage account and, on most machines, a software or meter subscription from the manufacturer, so it doesn't free you from ongoing costs entirely. See franking machines for sale and our second hand guide.

Total cost of ownership

The calculator uses one simple formula for each option:

Total cost = upfront cost + (monthly cost x 12 x years) + (yearly service cost x years) minus resale value

Ink is added in as a monthly cost. The resale value only applies if you buy, and it's often small, so be cautious. A machine that isn't Mailmark enabled has no resale value at all, because Royal Mail has only accepted franked mail with a Mailmark barcode since 1 January 2023 (Royal Mail, checked October 2026).

What the calculator doesn't include is postage itself, because you'll pay Royal Mail's franking rates whichever way you get the machine. To see your postage saving against stamps, use our savings calculator.

Worked examples

The figures below are examples to show how the comparison works. They're not quotes. Use your own.

A three year comparison

Option A, rental: £45 a month including service, ink £10 a month. Total = (£45 + £10) x 12 x 3 = £1,980.

Option B, lease: £30 a month, ink £10 a month, service £100 a year. Total = (£30 + £10) x 12 x 3 + (£100 x 3) = £1,440 + £300 = £1,740.

Option C, buy: £1,800 upfront, software fee £8 a month, ink £10 a month, service £100 a year, resale £200. Total = £1,800 + (£18 x 12 x 3) + £300 minus £200 = £1,800 + £648 + £300 minus £200 = £2,548.

Over three years, the lease wins in this example.

The same options over five years

Rental: £55 x 60 = £3,300. Lease: (£40 x 60) + £500 = £2,900. Buy: £1,800 + (£18 x 60) + £500 minus £100 = £3,280.

The lease still wins here, but the gap with buying closes. Change the upfront price or the software fee and buying can come out ahead. That's exactly why it's worth running your own figures.

How to read the results

The calculator shows three numbers for each option: the total cost over the term, the equivalent cost per month, and a simple verdict on which is cheapest.

Don't just look at the cheapest total. Ask yourself how confident you are about your volume over the whole term. If the lease is only slightly cheaper than rental but locks you in for five years, and there's a real chance your post will drop, the flexibility of rental might be worth the extra. Equally, if buying wins on paper only because of a high resale value you've guessed at, rerun it with a lower resale figure and see whether it still comes out on top.

Run a "bad case" too. Add a year to the lease to reflect what happens if you miss the renewal window. If that changes the answer, it's a sign to put the notice date in your diary the day you sign.

Things that change the answer

• Contract length. Longer leases lower the monthly figure but increase the total commitment.
• Auto renewal. If you forget to cancel, a lease can roll into another term. Factor that risk in.
• Upgrades. If your volume might grow, renting or a shorter lease makes upgrading easier.
• Service cover. A cheap deal without service can get expensive when the machine breaks.
• Ink pricing. Ask what a cartridge costs and how many impressions it gives. Our ink cartridges guide explains how to compare.

Finally, keep a copy of your calculator results with the quotes you based them on. When the contract comes up for renewal, you'll have a ready made baseline to compare new offers against, and you'll know straight away whether a renewal price is a good deal or not.

FAQs

Is it cheaper to buy or lease a franking machine?

It depends on the term and the deal. Leasing is often cheaper over three to five years once software and service are included, but not always. Run your quotes through the calculator.

Can I buy a machine and avoid monthly fees?

Usually not entirely. Most machines need a manufacturer software or meter service to download postage and comply with Mailmark.

What resale value should I enter?

Be conservative. Used franking machines don't hold their value well, and older models can become unusable when standards change.

Does the calculator include VAT?

Enter figures consistently, either all including or all excluding VAT, and the comparison will still work.

Looking for a deal?

The best way to get accurate figures for the calculator is to get real quotes. Compare franking machine prices or browse our franking machine prices guide.