Photocopier Lease & Rental Prices Costs

rent or buy photocopier

When discussing a new photocopier, most office managers struggle with two big decisions: to rent or to buy one. Their task is not only to satisfy the needs of the office, but to do so without breaking the allotted budget. The two both have their pros and cons which we will get into right now.

Advantages of Hiring or Leasing a Photocopier

Leasing or hiring a photocopier means that you do not technically own it, rather you are using it for a set period of time and paying for it monthly over a one-time fee. This certainly makes the payments more manageable, and the contracts usually include maintenance costs and refills. Not only are you lowering extra costs, but you also don’t need to think about selling your old copier later on. When the lease is up, you can either sign a new one or upgrade the current one.

Disadvantages of Leasing or Hiring a Photocopier

Some managers may want to own the copier rather than leasing due to having ownership over the product. In some cases, buying may be more cost effective if the office uses it extensively or will need it for a long period of time. Managers can choose whether or not the device needs repairs or upgrades, and they can do so immediately without going through the agency. Also, if a leased copier isn’t working out, managers have to pay a return fee rather than just return or sell a bought copier.

Difference Between Renting and Leasing a Photocopier Machine

At a basic level, renting is short-term while leasing is longer term. When deciding between the two, a manager should consider the following questions:

  • Do I only need this for a few months for this specific campaign?
  • Is this something I need in the long-term? A year or multiple years?
  • How big is my office space? Do my employees require a long-term photocopier?

These are all important considerations to make when deciding between the two, as the wrong decision could be costly in the long run.

Things to Consider When Requesting a Quote for a Photocopier

When requesting a quote, make a list of what you’re looking for in a photocopier. There are all sorts of aspects to consider:

  • Black and White or Colour: Colour photocopiers cost significantly more, as does the colour toner needed to fit.
  • Functionality: Can it do everything you need? Do you need it to scan and copy, or are e-mail and faxing capabilities necessary?
  • Wireless Connectivity: Can employees print wirelessly? Does the office need this capability or can they work wired in?
  • Duplex Printing: Allows for printing on both sides of the paper. This saves money and paper.
  • Automatic Document Feeder: Helps print at faster speeds and keep a consistent workflow.
  • Fax/Scanner: Believe it or not, not all photocopiers come with this as a standard. Knowing which you need is important when making a quote.
  • Print Speed: How fast do you need your machine to print? Some smaller businesses may not need a super fast speed, while larger ones may need to take advantage of this.

These are only some of the features to consider when requesting a quote. Be sure to fill out our form up above for a quick and free quote sent over to you.

Leasing Low Volume Photocopiers

Low volume copiers are the cheapest on the market. They print slower than higher volume printers, coming in at around 20 prints per minute. If your business isn’t very big, it will be alright with this lower number of prints and this will save you money in the long run. Some managers may outright buy a low volume printer because it would be cheaper or similar to the price of leasing. If you only need a copier for a short while, this may be the way to go.

Leasing Medium Volume Photocopiers

Medium volume photocopiers come in at around 40 prints a minute, which is double the speed of a low volume one. Office spaces that do their fair share of photocopying may want to up to a medium volume one. It all depends on how long you need one for. If you only need it for a year or so, a medium volume may work best. You don’t want to lease a photocopier only for it to sit around the office.

Leasing High Volume Photocopiers

High volume photocopiers are for the biggest business and office spaces. These can range anywhere from 50 to 150 prints a minute, with multiple hundred thousand pages a month. Again, it all depends on your needs and the length of time you’ll have one in the office. All you need is your average output number and you can go from there.

Prices for Photocopier Rentals and Leases

Of the three types of copiers, each has their own general pricing for renting:

  • Low Volume: Anywhere from £8 to £12 per month.
  • Medium Volume: Anywhere from £80 to £100 per month.
  • High Volume: Anywhere from £300 to £350 per month.

As you can see, the prices vary greatly per size. That is why it is so important to know what you need before deciding which to rent. Our form up above can help you decide which photocopier is best for you and your business needs.

Who Owns the Copier at the End of a Lease Term?

A majority of the time, the leasing company owns the device at the end of the term. That said, it is entirely possible for you to bargain with them, or they may even offer to sell you the photocopier at the end of the period for a cheaper price.


Leasing a photocopier is a cheap and efficient way to take advantage of one in the office space without breaking the bank to get one. There are both cheap, short-term options and more expensive long-term options. That said, based on your needs, you may end up wanting to buy one in the long run. It all depends on what is best for the office space.

Don’t forget to fill out our form up on the top of the screen. We will provide you with specified quotes that suit your needs. Start your search for a new copier today.