The average cost to lease a copier typically ranges from $50 to $700 or more per month, depending on the type of machine, print volume, features, and lease term. Small black and white desktop units fall on the lower end of that range, while high-speed color multifunction printers for large offices sit on the higher end.
However, there is no single flat “average” price. Copier leasing costs vary based on your business needs, page allowances, service coverage, and contract structure. What looks like a simple monthly payment is actually influenced by multiple factors that determine the true cost of your lease.
Factors That Influence Your Copier Lease Costs
The term "average" in copier leasing is a broad generalization; oftentimes, it hides several key components.
Leasing these types of equipment is in high demand. In fact, when you look at the projected growth of the office equipment rental market, reaching $1.13 billion between 2021 and 2026 with a CAGR of 4.2%, it pretty much highlights the demand for leasing these types of equipment.
However, to accurately estimate your monthly payments, it's extremely important to look into the elements that contribute to the overall copier lease price.
Copier Type and Features
The monthly lease cost for a copier is directly tied to its capabilities. More advanced features like color printing, print volume, multifunctionality, and higher speeds result in a higher monthly payment.
- Black & White vs. Color: A standard black and white copier will almost always be more affordable to lease than a color unit. Color printing involves more complex toner technology and greater mechanical demands, driving up both the equipment cost and the corresponding lease payments.
- Basic Copier vs. Multifunction Printer (MFP): A standalone copier is designed for one primary task. In contrast, a multifunction printer (MFP) combines printing, scanning, copying, and often faxing capabilities into a single device. These versatile machines offer significant convenience and can streamline workflows, but their enhanced functionality translates to higher monthly payments. Lease payments typically range between $50-$200+ per month for basic black and white copiers and multifunction devices and $100 - $500+ per month for color or more advanced multifunction devices.
- Print Speed (PPM): Devices with higher print speeds (pages per minute) are generally more robust and designed for higher print levels. This increased performance capability often comes with a higher lease cost.
- Advanced Features: Features like automatic document feeders (ADF), duplex printing (two-sided printing), advanced finishing options (stapling, hole-punching), and robust paper handling capabilities add to the overall sophistication and cost of the machine, influencing your copier lease expenses.
- New vs. Refurbished: While leasing new equipment offers the latest technology and full warranty coverage, opting for a certified refurbished machine can significantly reduce your monthly payments. Refurbished units can offer substantial savings, sometimes costing about half the price of new machines, while still providing reliable performance.
Print Volume and Print Levels
Your business's printing habits are arguably the most critical factor influencing copier lease pricing. Understanding your print volume and typical print levels helps in selecting the right machine and can impact the pricing structure within your lease agreement.
Low Volume (Under 2,000 pages/month)
For businesses with minimal printing needs, such as small home offices or specialized departments, a basic black-and-white copier might suffice. Copier leasing for these low-volume needs is often at the lower end of the spectrum. Copier leases regularly cost between $100 and $900 per month, with low-volume copy machines available for as little as $65/month.
Moderate Volume (2,000 - 7,500 pages/month)
This range typically applies to small to medium-sized businesses with regular printing needs. These might require more capable black and white devices or entry-level color MFPs. Prices for moderate B&W copiers with 2,000 to 7,500 copy allowances typically fall between $50 to $300 monthly.
High Volume (Over 7,500 pages/month)
Larger organizations or those with significant document output will need robust, high-speed machines. The cost to lease these higher-capacity devices will naturally be higher.
Production Printing
For very high-volume printing (tens of thousands of pages or more), specialized production printers are required, which come with substantially higher leasing costs and often involve different contract structures.
Lease Term and Agreement Structure
The duration of your copier lease and the specifics of the lease agreement or Copier Lease Agreement play a crucial role in determining your monthly payments.
Typical Lease Terms
Most copier leases conform to 36, 48, or 60-month terms [source: Multiple industry sources]. Shorter lease terms generally result in higher monthly payments because the cost of the equipment is spread over fewer months. Conversely, longer lease terms (like 60 months) lead to lower monthly payments but mean you'll be using the equipment for a longer period. A $10,000 copier might cost about $200 on a 5-year lease and about $300 on a 3-year lease.
Understanding the Lease Agreement
It's vital to thoroughly review your lease agreement. Pay attention to clauses regarding mileage (for copiers), overage charges (fees for exceeding your included page count), early termination penalties, and end-of-lease options. A comprehensive service agreement is often bundled within the lease, detailing maintenance coverage and support.
Overage Charges
Most leases include a specific monthly page allowance. Exceeding this limit will incur overage charges, typically ranging from $0.01 to $0.15 per page. Accurately assessing your print volume is key to negotiating a fair allowance and avoiding these extra costs.
Understanding Managed Print Services (MPS) and Cost Efficiency
Beyond the direct cost of the copier itself, adopting a strategy of Managed Print Services (MPS) can profoundly impact your overall cost efficiency. MPS is a comprehensive approach to managing your organization's printing and imaging assets, encompassing not just the lease of devices but also the associated supplies, maintenance, and workflow optimization.
MPS advantages include:
- Bundled, predictable pricing: Equipment lease, toner, maintenance, and sometimes software combined into one monthly payment.
- Improved budget control: Fewer surprise repair or supply expenses.
- Right-sized equipment strategy: Devices matched to your actual print volume and workflow needs.
- Reduced waste and overprinting: Ongoing monitoring helps optimize usage.
- Minimized downtime: Proactive maintenance and responsive service support productivity.
- Operational cost efficiency: Shifts copier expenses from large capital outlays to manageable monthly operating costs.
Ready to Upgrade Through Leasing?
Leasing a copier can be a strategic move for your business, but the cost depends on your specific needs and the terms of your lease. To make the most of your investment, consider these actionable steps:
- Assess your printing needs: Determine print volume, color vs. black-and-white requirements, and multifunction features needed.
- Evaluate lease terms: Compare monthly payments, lease length, and buyout options to find the best fit.
- Look for comprehensive coverage: Ensure maintenance, service, and supplies are included to avoid unexpected costs.
- Consider Managed Print Services (MPS): Bundling leasing with MPS can optimize device usage, reduce waste, and streamline operations.
- Choose an experienced provider: Partner with a trusted company like eCopier Solutions to receive expert guidance and reliable equipment.
- Prioritize transparency and comparison: Review quotes carefully, ask about hidden fees, and ensure the lease aligns with your long-term business goals.
By following these steps, your next copier lease becomes a smart, cost-efficient upgrade that supports productivity and growth.
.png)
