Dean Herr

How much does it cost to lease a copier

How much does it cost to lease a copier?

Has the time has come for you to lease a copier? Maybe your current lease is expiring or your business has grown past the point of going to the local office supply center to purchase or make copies. Typically the first consideration when we make any purchase is cost. The trick here is finding a technology partner willing to give you a complete understanding of the copier leasing process. Very few are willing to discuss the insider information, leaving you with the burning question of “have I paid too much for my copier lease”.


So, let’s try to break down some of the costs and give a general sense to the question: “How much does it cost to lease a copier?”

Copiers in general are broken down by capacity. The amount of use a machine will get over the life-span is directly related to the cost. Also, as you increase capacity the rule of thumb is that you will in turn increase the speed at which the copier operates. I like to use the analogy that you wouldn’t purchase a pick-up truck to haul a tractor trailer load and why have a tractor trailer when a pickup shall suffice? Understanding your monthly volume is the first step in assessing cost.MX_C301W_overview

The next important consideration when leasing a new copier is paper! Although the amount a machine can carry on board is important and will impact cost, the true cost influencer would be what the maximum size paper needed will be. A copier/MFP capable of producing prints and copies up to 11×17 is what we in the industry refer to as an A3 machine. If the maximum paper size that you’ll need to produce copies and prints are only 8 ½ x 14, then an A4 machine will suit your needs.

A3 vs. A4:

The first real noticeable difference in these two models is the physical size of the unit. An A4 copier is typically viewed as a desk or tabletop model, while an A3 is free-standing. A3’s are typically a more heavy duty robust model, where A4’s are compact and much more space friendly. It is important to note, that in today’s age of scanning, an A4 model will also only handle originals up to 8 ½ x 14 as well. So if you regularly receive documents that need to be scanned at full 11×17, you’ll need to consider an A3 machine. Features and options must also be taken into account when deciding between these two units. Most A4 units are not capable of handling complicated finishing functions such as stapling, folding and booklet making as well as increased paper capacity for those long runs. What you will gain is speed. Because of the more compact size and shorter paper path, A4 copiers are considerably faster than their A3 counterparts for much less cost.

Kyocera TASKalfa 8001iNow that you better understand the differences, you’ve been patient enough, let’s get to the reason you are here: COST TO LEASE A COPIER!

Cost to lease a copier (A4): When leasing a business class A4 device from a reputable authorized dealer you could look to spend anywhere between $50 and $100 per month depending on options and length of lease term.

Cost to lease a copier (A3):

The costs here will be much broader, since the capacity could change so drastically. Again, finding a reputable dealer is pivotal, and the costs should be in the neighborhood of $90 and $400 per month with consideration given towards options and length of term.

Important to note, the pricing supplied is for the hardware only, I have not included any costs associated with the maintenance and supplies needed to operate the machine.

Here are some of the considerations that could impact your copier lease price:

  • Color or B&W Copier
  • Stapling/Finishing features
  • Large capacity paper handling
  • Fax
  • Engine Speed

Providing you with some basic facts and a price model to fit your needs is what a true trusted advisor and quality leasing agency will be able to do. Understanding your needs is important, be honest with yourself and in turn you’ll be able to get the best possible price.

As always, let me know if I can help? Advice is always FREE!


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