HomePhotocopiersHow much does a photocopier cost? UK business buying guide to finding the best copier prices

How much does a photocopier cost? UK business buying guide to finding the best copier prices

In today’s fast-paced business environment, a photocopier is indispensable for the smooth functioning of daily operations. Despite the push towards a paperless world, the reality is that many UK businesses still rely heavily on paper documents. Understanding the cost involved in acquiring a photocopier can be crucial for budgeting and financial planning.

This guide will navigate the factors affecting the price of photocopiers and offer insights on how to find the best deals.

Photocopier price ranges

The price of photocopiers can range from a few hundred pounds for a basic model to several thousand for high-end devices. As a rough guide:

  • Entry-level models: £150 – £400
  • Mid-range models: £400 – £2,000
  • High-end models: £2,000 – £10,000+

Understanding the full scope of photocopier expenses

When acquiring a photocopier for your UK business, the sticker price of the machine is just the beginning. To budget effectively, it’s crucial to factor in the additional costs that come with the main purchase. Here are some to consider:

ItemEstimated Cost Range
Toner or Ink£30 – £120 per cartridge
Paper£3 – £10 per ream
Service Contracts£10 – £100 per month
Out-of-Contract Repairs£50 – £300 per instance
Parts Replacement£20 – £250 per part
Electricity Usage£10 – £50 per month
Connectivity and Software£0 – £500 (one-time)
Training£0 – £200 (one-time)
Delivery and Installation£0 – £150 (one-time)
Decommissioning£0 – £100 (one-time)
Additional photocopier costs and expenses

These estimates provide a range for each cost category, offering businesses a guide to anticipate and budget for the total cost of owning and operating a photocopier beyond the initial purchase price. It’s important to note that actual costs may vary depending on specific circumstances and usage patterns.​

Consumables costs

  • Toner or ink: The cost of toner cartridges or ink can add up, especially if your business does a high volume of copying. Colour toners are more expensive than black and white.
  • Paper: The type of paper you use will also affect costs. Specialised or higher quality paper is more expensive.

Maintenance and repair costs

  • Service contracts: Many businesses opt for service contracts to cover maintenance and repairs, which can be a predictable monthly or annual cost.
  • Out-of-contract repairs: If you choose not to have a service contract, you’ll need to budget for ad-hoc repairs, which can be unpredictable and costly.

Parts replacement costs

  • Over time, parts such as drums, fusers, and rollers wear out and need to be replaced. Their costs can vary, and high-end machines may have more expensive parts.

Electricity usage

  • Photocopiers can be significant energy users, especially larger models or those that are used frequently. Energy-efficient models may have a higher upfront cost but can save money on electricity bills in the long term.

Connectivity and software costs

  • Networking capabilities to connect the photocopier to your business’s network may require additional hardware or software, incurring extra costs.
  • Software updates or management solutions to enhance functionality or security may also require additional investment.

Training costs

  • While basic training may be included with the purchase or lease, advanced training for specific features or troubleshooting could be extra.

Delivery and installation costs

  • The cost to deliver and install the machine is not always included in the purchase price. Heavy-duty copiers may require professional installation.

Decommissioning costs

  • When the photocopier reaches the end of its life, there may be costs associated with recycling or disposing of it responsibly, which is important to consider for environmental compliance.
Calculating total cost of ownership
To avoid surprises, request a detailed breakdown of all potential expenses from your supplier before making a decision. This will help you calculate the total cost of ownership (TCO) of the photocopier over its expected lifespan and determine the most economical option for your business needs.

Factors influencing photocopier cost

The cost of a photocopier in the UK can vary significantly based on several factors. Here are the key considerations:

Type of photocopier

  • Stand-alone photocopiers are typically more expensive than their multifunction counterparts that include printing, scanning, and faxing capabilities.
  • Multifunction printers (MFPs) often represent better value for money due to their versatility.

Brand and model

  • Renowned brands like Canon, Xerox, and Ricoh might command a premium, but they also offer reliability and excellent after-sales service.
  • Lesser-known brands could be more affordable but do your due diligence regarding their performance and support.

Features and specifications

  • High printing speeds, large paper capacity, and advanced features such as wireless connectivity and security options will increase the price.
  • Basic models with lower speeds and fewer features can be considerably cheaper.

New vs used

  • A brand-new photocopier comes with the latest technology but at a higher cost.
  • Second-hand or refurbished models can be cost-effective, though they may carry more risk and potentially higher maintenance costs in the long term.

Leasing vs purchasing:

  • Leasing a photocopier is an option that can spread out the costs and include maintenance and supplies in the monthly fee.
  • Purchasing outright requires a larger upfront investment but can be more economical over time, particularly if the device is used for several years.

Finding the best photocopier prices

How to find the best photocopier costs

  1. Compare suppliers

    Get quotes from multiple suppliers to compare prices and service offerings. Consider local dealers who may offer better service and faster response times for maintenance.

  2. Consider total cost of ownership

    Factor in running costs such as toner, paper, and maintenance in addition to the purchase price. Energy-efficient models may cost more upfront but save money in the long run.

  3. Look for deals and discounts

    Suppliers may offer discounts for bulk purchases or when a service contract is signed. Check for seasonal sales or promotions that could reduce the cost.

  4. Explore government incentives

    Some energy-efficient models may be eligible for tax breaks or government incentives. Investigate any schemes available for businesses that invest in eco-friendly office equipment.

Cost of buying a photocopier – Closing words

The cost of a photocopier for a UK business can vary widely, and there is no one-size-fits-all answer.

By considering the type, brand, features, and the choice between leasing and buying, businesses can find a solution that fits their needs and budget.

Always take into account the total cost of ownership when making your decision, and don’t hesitate to negotiate with suppliers for the best deal.

With careful consideration and research, your business can make a cost-effective investment in a photocopier that will serve you well for years to come.

FAQ for photocopier purchase cost

What is the average cost of a photocopier for a small UK business?

The average cost for a small UK business can range from £150 to £2,000, depending on the functionality required. Basic models suitable for limited copying needs are at the lower end, while more advanced models with multiple features will be at the higher end of this spectrum.

Does the price of a photocopier include installation and training?

This varies by supplier. Some include installation and basic training in the purchase price, while others may charge additional fees. Always confirm what’s included before completing your purchase.

Are there additional costs to consider when buying a photocopier?

Yes, consider costs for consumables like toner and paper, as well as potential repair and maintenance expenses. Extended warranties or service agreements can also add to the overall cost.

Is it cheaper to lease a photocopier rather than buy one outright?

Leasing can be cheaper in the short term as it requires less upfront capital and often includes maintenance services. However, over the long term, purchasing a photocopier may be more cost-effective, especially if the machine has a long lifespan.

Can I get a discount if I buy more than one photocopier?

Many suppliers offer volume discounts, so if you’re planning to purchase multiple units, it’s worth negotiating for a better price.

Do prices differ significantly between colour and black-and-white photocopiers?

Yes, colour photocopiers typically cost more than black-and-white ones due to the additional technology required for colour printing.

Are there hidden costs I should be aware of when purchasing a photocopier?

Beyond the purchase price, consider delivery charges, potential setup fees, and the cost of any additional features or upgrades you may require. Always ask for a detailed quote that includes all possible expenses.

Is it worth buying a refurbished photocopier to save costs?

Refurbished photocopiers can offer significant savings and often come with limited warranties. Ensure you purchase from a reputable supplier and understand the terms of after-sales support and warranty coverage.

How often will I need to replace consumables, and how does this affect the cost?

The frequency of consumable replacement depends on your usage. High-yield toner cartridges and larger paper capacities can reduce the cost per copy, but they will have a higher initial cost. Analyse your copying volume to determine the most cost-effective options.

What is the lifespan of a typical photocopier?

A typical photocopier can last between 5 to 10 years, depending on the make, model, and usage. Proper maintenance can extend the life of the machine.

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