A common question we hear is How much does a copier cost?

Honestly…it depends. The price of an office copier factors in more than just the machines itself. Your total cost depends on print volume, colour usage, service agreements, and whether you choose to lease or buy.

Average Business Copier Costs in the UK

Most businesses choose to lease a copier rather than purchasing outright. Typical lease ranges:

Business Size	Monthly Pages	Estimated Monthly Cost
Small office	1,000 – 5,000	£30-£90
Medium office	5,000 – 20,000	£100-£200
Large office	20,000+	£250+

These figures usually include the copier hardware, service and maintenance, and toner (with agreed usage levels). However, the cost of a business copier is influenced by more than just the monthly lease price.

What Affects Business Copier Cost?

1. Print Volume – This is the single biggest pricing factor. The more pages you print, the higher your running costs will be. Low-volume businesses pay less overall, and high volume environments require larger, faster devices which increases lease costs.
2. Colour vs Black & White – Colour printing costs significantly more per page than mono. The typical cost per page for mono is 1p-3p per page, whereas for colour, it averages 5p-12p per page. If your office rarely uses colour, choosing a mono device can dramatically lower your overall costs.
3. A4 vs A3 Copier – A4 devices tend to be smaller and cheaper. On the other hand, A3 multifunction copiers offer more features and capacity. Most SMEs opt for A3 for flexibility, but A4 may be more cost-effective for smaller teams.
4. Contract Length – Standard copier lease terms are 3-5 years. Longer contracts usually reduce monthly payments but increase total commitment. Always compare the total cost contract, not just the headline monthly price.
5. Service Agreement Structure – Many businesses underestimate this part. Your service agreement may include maintenance, parts and labour, toner supply, call-out charges, and minimum volume commitments. A cheaper lease with poor service terms can cost more long-term.

Buying vs Leasing – What’s Cheaper?

Buying a business photocopier requires an upfront purchase, costs typically range: for small office the price averages between £1,000-£3,000, a mid-range A3 device can cost £3,000- £8,000, and a high-volume enterprise copier can cost £8,000-£20,000+

Buying makes sense if your business prints very little, has capital available, or doesn’t want along-term contract. However, servicing and toner costs are separate.

Leasing a Copier

Leasing a copier is the most common route businesses take. The benefits include:

• Low upfront costs
• Servicing included
• Predictable monthly cost
• Easier upgrades

For most SMEs, leasing spreads cost and reduces risk.

Hidden Costs to Watch Out For

When comparing office copier quotes, there may be hidden costs that you need to look out for. This could be excess print penalties, minimum usage commitments, early termination fees, end-of-contract auto-renewals, or colour click charges.

Many businesses focus only on the monthly payment and overlook contract details.

How to Reduce Your Copier Cost

If you are concerned about the cost of a copier, consider reviewing your actual print volume, reducing unnecessary colour usage, comparing multiple supplier quotes, renegotiation before renewal, or switching to managed print services.

Comparing quotes properly can reduce long-term costs significantly.

Are You Overpaying for Your Copier?

Some businesses may not be aware that hey are overpaying for their copier. Signs that you may be overpaying:

• You haven’t reviewed your contract in 3+ years
• Your business has shrunk but payments haven’t
• You don’t know your cost per page
• You signed without compaering suplliers

Many companies only discover inflated costs at the renewal stage.