How Much Does It Cost To Lease a Copier? 7 Key Pricing Factors

How much does it cost to lease a copier? While leasing offers clear financial advantages, most decision-makers are left frustrated by vague online information when trying to create an actual budget.

That’s why we’re breaking down exactly what factors determine your actual leasing costs.

FACTORS THAT IMPACT COPIER COST

Leasing a copier is a lot like leasing a car. The model, duration and extra features all impact the cost. Of course, there are a few key differences.

1: EQUIPMENT TYPE AND MODEL

Entry-level office copiers, which are typically small and have basic printing/copying functions, might be leased for $100–200 monthly. Advanced multifunction devices with various color, collating and high-volume capabilities can cost $300–1,000+ monthly.

2: LEASE DURATION

Standard lease terms can be anywhere from 12–60 months but typically run 36–60 months. Shorter terms mean higher monthly payments but more flexibility to upgrade sooner.

3: PRINT VOLUME

Your expected monthly print volume significantly impacts costs. High-volume users should look for machines designed for durability and efficiency.

4: ADDITIONAL FEATURES

Advanced features add to your lease cost, including:

Color printing capabilities (adds approximately 15–30%)
Finishing options like stapling, folding and booklet-making
Scanning and document management functions
Enhanced security features

5: SERVICE AND MAINTENANCE INCLUSION

Comprehensive service agreements that include parts, labor and supplies (excluding paper) usually add 10–20% to the base lease cost. This investment is especially crucial for high-volume printing businesses.

For example, if you choose a copier that needs to be serviced every 2 months, you’ll face frequent downtime and extra costs. That’s why understanding your print volume before selecting a service plan ensures you get appropriate coverage for your needs.

6: SHIPPING AND INSTALLATION

Some leases don’t include these upfront costs, which can range from $200 to $500 depending on the equipment’s size and complexity.

7: OVERAGE CHARGES

Overage charges can accumulate quickly if you exceed your monthly print allowance (typically $0.01–0.15 per page, depending on color or black-and-white printing.)

AVERAGE COPIER LEASE COST RANGES

Below, you’ll find monthly lease ranges for copiers depending on your business needs and copies made monthly.

Common copier types, their average lease cost range, and best applications.

UNDERSTAND YOUR COPIER LEASE CONTRACT

Nobody likes to read contracts, but understanding what to look for can help you determine if you’re getting a good deal or not. Here are a few things to note:

Response time guarantees
Parts and labor inclusion
Consumables (toner, etc.) — included or extra?
Technician availability

Unlike many providers with overseas support, we at NBM have a local team of technicians who can respond quickly to service needs and proactively replenish ink, toner and paper before you run out.

NBM expert installing a copier.

HOW TO SAVE ON COPIER COSTS

You don’t have to compromise on your printing needs to save money on a copier lease. After 40+ years in this business, we’ve come up with a list of ways you can cut costs without cutting quality.

Right-Size Your Equipment

Let a reputable managed service provider like NBM accurately analyze your print environment. Our assessment will help you avoid paying for excess capacity features you won’t use while ensuring your equipment meets your actual print volume and workflow needs.

Supplies

Partner with a managed service provider that has strong relationships with copier manufacturers and can provide competitive costs for toner.

Bundle Multiple Devices

Leasing several machines from the same provider often results in volume discounts.

FIND THE RIGHT COPIER LEASE FOR YOUR BUSINESS

At NBM, we simplify copier leasing. Our approach analyzes your print environment to ensure you get precisely what you need. Our local technicians respond quickly, minimizing disruption to your operations. And thanks to our proactive toner monitoring, you’ll never have to worry about running out of supplies. Lastly, we believe in complete transparency with straightforward contracts that clearly outline all terms and costs.

Ready to explore your options? Reach out today for a customized quote.