The Ultimate Guide to Business Copier Leasing Rates
Last Updated: September 21, 2023
Fact Checked By: Ashley Smith
CostOwl.com note: Need an office copier lease at an affordable rate? Fill out the 30 second questionnaire below and our office copier partners will send you free price quotes.
Summary: Office Copier Leasing Rates #
A low volume copier will cost around $75 per month while a high end copier can cost as much as $750 per month. If you add supplies to your lease it will cost around 1 penny per black and white copy. Many copier contracts offer a $1 buyout at the end of your lease term.
Are you looking to "future-proof" your technology? Need a copier for a short term business project? Need a new copier but don't want to put down a large amount to purchase a copier outright? Copier leasing might be a great option for your business. 8 out of 10 copiers are put under some kind of financing program, with the majority being a leasing program. Almost all of the major office copier brands offer leasing so this will be an option you should consider when obtaining a photocopier for your business.
Average Copier Lease Costs #
For lower volume black & white copiers (under 5,000 copies per month):
- Basic copier - $50 to $100 per month
- Multifunction copier - $75 to $150 per month
For moderate volume color copiers (5,000-10,000 copies per month):
- Color copier - $150 to $300 per month
- Color multifunction - $200 to $350 per month
For high volume copiers (over 10,000 copies per month):
- High speed black & white - $300 to $500 per month
- High speed color - $400 to $600 per month
- Production color multifunction - $600 to $1,000 per month
Typical office copier lease terms are 36-60 months. Leasing provides predictable budgeting but owning can be cheaper long term.
As stated, when first starting, leasing is often the less expensive option, at least right out the gate. Over time, purchasing costs less, assuming you buy one machine and stick with it. If you need to upgrade, though, and buy a second or higher-capacity unit, that cost negates even long-term savings.
Some businesses choose to lease equipment when they first launch, gauging their needs as they grow. Once established, purchasing equipment becomes more viable.
Maintenance and Service Fees #
Fixing copiers can be costly. If you own the copier, you are responsible for all damages, as well as maintenance. Typically, of course, purchasing a new copier includes the option to purchase a service contract at a cost of around 20 percent of the purchase price, usually renewable yearly. Reconditioned or refurbished copiers do not always include a service contract. Talk to your vendor to know for sure, and determine exactly what the service contract includes.
Leasing a copier generally includes service and maintenance as part of the lease agreement. When an issue comes up, simply call the number provided, and schedule a maintenance call. Review leasing contracts carefully for repair and maintenance plan details.
Copier Lease Pricing Real World Examples #
We interviewed several companies to find out how much they paid for their copier lease.
Small law firm leased basic B&W copier with 30ppm speed and 2500 copy monthly allowance for $49/month over 3 years.
Insurance office leased multifunction color copier/printer with 45ppm speed and 5000 copy monthly allowance for $220/month over 4 years.
Marketing agency leased high-end color copier with 65ppm speed, auto document feeder, and 10,000 copy allowance for $425/month over 5 years.
Medical clinic leased two mid-range B&W copiers with 35ppm speed and 7500 copy monthly allowance for $175/month each over 4 years.
Engineering firm leased large production color copier with 110ppm speed, high capacity paper drawers, booklet maker, and 50,000 copy monthly allowance for $975/month over 5 years.
School district leased several basic B&W copiers with 25ppm speed and 1250 copy allowance for classrooms at $39/month each over 4 years.
Nonprofit organization leased a refurbished multifunction copier with 20ppm speed and 2000 copy allowance for $59/month over 2 years.
Prices vary based on models, features, and allowances but typical office copier leases range from $50 to $300 monthly for moderate speed B&W copiers with 2,000 to 7,500 copy allowances.
Factors Impacting Copier Lease Costs #
Copy volume - Monthly copy volume needed is a major cost driver. Higher volumes require more robust, expensive machines.
Print/copy speed - Measured in pages per minute (ppm). Faster speeds allow greater output but have higher monthly lease rates.
Color vs black & white - Color capabilities add substantial cost over basic black & white only models. More toner and imaging components required.
Connectivity - Network, cloud, mobile and WiFi connectivity enables more workflow options but costs more.
Finishing options - Built-in finishing like stapling, hole punching and booklet creation increase lease cost.
Duplexing - Automatic two-sided printing impacts pricing.
Document feeder - Auto feeders allow batch scanning and raise copier lease price.
Service and supplies - Inclusive maintenance, repairs, toner and supplies lower long term costs but increase monthly lease rates.
Lease term - Longer terms like 48, 60 or 72 months have lower monthly payments but higher overall lifetime costs.
Evaluating these factors allows determining optimal copier features and lease term for business needs and budget.
Here are the pros and cons of copier leasing with the beginnings of each point bolded:
Pros and Cons of Leasing a Copier #
Lower upfront costs - Leasing requires less initial outlay vs. purchasing.
Fixed monthly payments - Makes costs predictable for budgeting purposes.
Latest equipment - Easy to upgrade to new models with faster speeds or more features.
Technical support - Maintenance, repairs and supplies often included in lease.
Conserves capital - Doesn’t tie up large amounts of capital needed for other investments.
Higher long-term costs - Leasing over extended periods is ultimately more expensive than buying.
No ownership - You pay continually without ever owning equipment.
Copy allowances - Extra fees if you exceed monthly copy allowance limits.
Early termination fees - Breaking a lease can lead to substantial early termination fees.
Lack of control - Can't customize or modify leased copiers as needed.
Overbuying features - Easy to pay for unnecessary features or higher capacity than required.
Evaluating copy volumes, equipment needs, contract terms and potential tax benefits helps determine if leasing or buying is more cost effective.
Questions to Ask Before Leasing a Copier #
What is the total monthly cost including service/supplies? Get an all-inclusive quote.
What copy volume allowances are included? Avoid overage fees.
What print/copy speeds are needed? Don't pay for speed you won't utilize.
What lease terms are available? Compare 12, 24, 36, 48 and 60 month terms.
Can lease terms, equipment, or services be changed mid-lease? Understand flexibility.
What are early termination fees? Avoid penalties for ending lease early.
Who is responsible for maintenance and repairs? Clarify upkeep duties.
How quickly can equipment be serviced if issues arise? Ensure minimal downtime.
Does the lease include a usage report system? Track copy volumes.
Is training for staff included? Learn to operate equipment properly.
Will the supplier move old copiers out and install new ones? Check for turnkey installation.
Is there an option to buy the equipment at lease end? Consider eventual ownership.
Can the contract be customized with add-ons as needed? Understand modification ability.
Doing due diligence up front ensures the copier lease meets the business's specific needs over its entire duration.