If you’re looking to compare photocopiers, it’s likely that you are trying to reduce costs, upgrade outdated equipment, or review your current copier lease. Choosing the right photocopier for your business shouldn’t just be about finding the cheapest monthly payment. You need to look at matching your monthly print volume, what features are included, and service requirements, as well as finding the right supplier.

Comparing Copiers

Many businesses sign copier contracts without comparing suppliers first. This can often result in:

• Overpaying for capacity
• Paying high cost per page rates
• Locked-in 5 year contracts
• Poor servicing response

When you compare copiers correctly, you can reduce your total copier cost significantly over the contract term

How to Compare Copiers

Step 1: Assess Your Monthly Print Volume

Before comparing brands or prices, start with understanding how much you actually print. The average monthly volumes for an office are equal to:

• 1,000 – 5,000 pages for a small office
• 5,000 – 20,000 pages for a medium office
• 20,000 +pages for a high volume business

Choosing the wrong specification can be one of the biggest causes of inflated office copier costs. If you’re unsure of your volumes, take a look at:

• Current meter readings
• Past toner invoices
• Service contract summaries

Step 2: Compare A4 vs A3 Photocopiers

A key decision, when comparing copiers, is size capability.

An A4 office copier tends to have a lower upfront cost, smaller footprint, and is suitable for low to medium use. On the other hand, A3 copiers print larger formats, have greater finishing options, and are more scalable long-term.

Most SMEs choose A3 multifunction devices for flexibility.

Step 3: Compare Leading Copier Brands in the UK

You’ll typically see the same major brands crop up when comparing copiers:

Brand	Strengths	Best For
Canon	Reliability, image quality	Professional services
Xerox	Workflow automation, security	Medium-sized offices
Ricoh	Cost efficiency	High-volume businesses
Konica Minolta	Colour output	Marketing teams
Sharp	Ease of use	General office environment

Remember there is no single ‘best copier,’ only the best fit for your requirements and service expectations.

Photocopier Costs in the UK

One of the most searched questions on this topic is ‘How much does a copier cost?’

A typical monthly office copier lease ranges; small offices see a cost of around £30-£90, medium offices average between £100-£200, and a large office ranges from £250+. However, the total cost of a copier depends on monthly print volume, colour vs mono usage, service agreement terms, contract length (usually 3-5 years), and cost per page rate. The lease price alone does not reflect the full cost of an office copier.

Leasing vs Buying a Photocopier

Most businesses will opt to lease a photocopier rather than buying it outright.

Benefits of Copier Leasing:

• Lower upfront cost
• Servicing included
• Predictable monthly payments
• Easier upgrades

Alternatively, buying a photocopier makes sense if your business has a very low print volume, available capital, or no desire for long-term agreements. For SMEs, an office copier lease typically offers better flexibility and risk protection.

Compare Service Agreements

When comparing photocopiers, you also want to look at comparing service agreements. Here is a list of important questions to ask:

• Is servicing fully included?
• What is the guaranteed response time?
• Are toner supplies automatic?
• Is there a fair usage policy?
• Are there access print penalties?

A poorly constructed service contract can increase long-term costs dramatically.

Signs You’re Overpaying for Your Office Copier

Many businesses don’t review their copier leasing contracts until renewal, which is often too late. You may need to compare copiers if:

• Your contract hasn’t been reviewed in 3+ years
• Your print volume has dropped
• You don’t know your cost per page
• You signed without comparing quotes
• Service response is slow

We help businesses compare copiers based on performance, cost, and suitability. You receive matched quotes from trusted UK suppliers, so you can make an informed decision before signing a lease.