HomePhotocopiersPhotocopier rental costs – understanding photocopier leasing and hire prices

Photocopier rental costs – understanding photocopier leasing and hire prices

In an era where cost-efficiency is paramount, businesses across the UK are increasingly turning to photocopier rental as a means to manage their printing needs without the hefty investment of a direct purchase. This article aims to demystify the process of photocopier leasing and guide you through securing the best prices for your business.

The appeal of photocopier leasing

Leasing a photocopier rather than purchasing it outright can provide significant financial benefits. The most compelling is the conversion of a large capital expenditure into an operational cost, spreading the financial burden over months or years. This not only aids in cash flow management but also allows for greater flexibility in upgrading to newer models as technology advances.

How photocopier leasing works

When you lease a photocopier, you’re essentially renting the equipment for a predetermined period, typically 3 to 5 years. The lease agreement will stipulate a monthly or quarterly payment, which can vary depending on the model, the functionality required, and the inclusion of maintenance or additional services.

How much does it cost to rent a photocopier?

The cost of renting a photocopier in the UK can vary widely based on several factors, including the type of machine, its features, print volume, lease length, and service inclusions. Here’s a brief overview to help you gauge the potential costs:

Type of PhotocopierBasic ModelMid-Range ModelHigh-End Model
Monochrome£25 – £50 (up to 5,000 pages)£50 – £100 (5,000 – 10,000 pages)£100 – £150 (10,000+ pages)
Colour£50 – £75 (up to 2,000 pages)£75 – £150 (2,000 – 5,000 pages)£150 – £250 (5,000+ pages)
Multifunction£60 – £90 (up to 3,000 pages)£90 – £200 (3,000 – 7,000 pages)£200 – £400 (7,000+ pages)
Photocopier rental costs

*All prices are approximate monthly costs and exclusive of VAT.

Notes on print volumes:

  • Basic Model: Typically includes a limited amount of monthly prints, suited for small offices with lower print needs.
  • Mid-Range Model: Offers a higher volume of monthly prints, appropriate for businesses with moderate print needs.
  • High-End Model: Provides the highest volume of monthly prints and is best for large offices with significant print requirements.

These volumes are included as part of the lease agreement, and exceeding them could result in additional per-page costs. It’s essential to estimate your monthly print needs accurately to select the most cost-effective model for your business.

Cost by photocopier type

  • Basic Models: Ideal for small businesses with lower print demands, costs can range from £25 to £50 per month for monochrome, and £50 to £75 for colour, catering up to 5,000 and 2,000 pages respectively.
  • Mid-Range Models: Suited for medium-sized businesses, monthly costs could be between £50 to £100 for monochrome and £75 to £150 for colour, accommodating print volumes from 5,000 to 10,000 pages.
  • High-End Models: Designed for large businesses with high print volumes and the need for advanced features, you could expect to pay £100 to £150 per month for monochrome and £150 to £250 for colour, with a capacity for 10,000+ pages.

Additional cost considerations

  • Print Volume: The agreed-upon number of prints per month can affect the cost. Exceeding this limit will incur additional charges.
  • Maintenance and Supplies: Most rental agreements include maintenance and servicing. Check if supplies like toner are covered, as this can influence overall costs.
  • Lease Term: Opting for a longer lease can often reduce the monthly cost, but it’s essential to ensure the lease terms align with your business needs.
  • Extra Features: Functions like duplexing, network capability, and finishing options like stapling or hole punching can add to the cost.

Estimating the right budget

To estimate the right budget for renting a photocopier, consider your business’s specific needs and usage patterns. Start with assessing your average monthly print volume and the functionality required. Then, factor in the lease term that makes the most sense for your business’s financial strategy and potential growth.

Negotiating the best deal

Armed with the understanding of these costs, you can negotiate more effectively with suppliers. Get multiple quotes, and don’t shy away from asking for discounts or better terms, especially if you’re committing to a longer lease or if you’re a repeat customer.

The cost of renting a photocopier is not just in the monthly fee; it’s in the value it brings to your business operations. By carefully assessing your needs and the lease terms, you can ensure that the photocopier you choose is a cost-effective solution for your business.

Factors affecting leasing costs

Several variables can influence the cost of leasing a photocopier:

Model and features

Higher-end models with advanced features such as multifunction printing, high-speed output, and better image quality will command higher rental rates.

Lease duration

Longer leases may reduce the monthly cost but could result in higher overall expenditure. It’s crucial to balance the lease term with your business needs.

Volume and usage

Expected print volume can impact cost. Higher volumes may benefit from lower per-page costs, but it’s essential to accurately estimate to avoid overpaying for unused capacity.

Service and maintenance

Many lease agreements include servicing and maintenance, which can be a cost-effective way to ensure the machine’s longevity and reliability.

8 cheapest photocopiers to rent

For businesses looking to minimise their costs on photocopier rental, the following list provides some of the most cost-effective models available in the market. These models are selected for their affordability while still offering essential functions and reliability.

1. Canon iR ADV 400i

A robust monochrome A4 photocopier, perfect for small businesses with moderate printing needs. It offers reliable performance with a manageable monthly rental cost.

  • Estimated Monthly Rental: £40 – £60
  • Ideal for: Up to 10,000 pages per month

2. Xerox WorkCentre 6515

This colour multifunction printer is an excellent choice for businesses that need colour printing without breaking the bank. It includes printing, scanning, and copying functionalities.

  • Estimated Monthly Rental: £45 – £65
  • Ideal for: Up to 3,000 pages per month

3. Brother MFC-L8900CDW

A colour laser all-in-one printer with a good balance of price and features, including wireless connectivity and high-quality colour prints, suitable for small to medium-sized businesses.

  • Estimated Monthly Rental: £35 – £55
  • Ideal for: Up to 5,000 pages per month

4. Ricoh SP C261SFNw

An entry-level colour multifunction printer that offers excellent value for money with features like Wi-Fi connectivity and mobile printing.

  • Estimated Monthly Rental: £30 – £50
  • Ideal for: Up to 2,500 pages per month

5. Kyocera ECOSYS M5526cdw

This is a cost-efficient model that provides reliable colour printing with low running costs, ideal for businesses mindful of their environmental impact.

  • Estimated Monthly Rental: £40 – £60
  • Ideal for: Up to 5,000 pages per month

6. HP LaserJet Pro MFP M227fdw

A monochrome multifunction printer with a compact size, making it suitable for small offices, offering good print quality and speed.

  • Estimated Monthly Rental: £25 – £45
  • Ideal for: Up to 2,000 pages per month

7. Samsung ProXpress M4070FR

A monochrome laser multifunction printer with robust features for a business requiring high print volumes without a high rental price tag.

  • Estimated Monthly Rental: £35 – £55
  • Ideal for: Up to 10,000 pages per month

8. Epson WorkForce Pro WF-C5790

A colour inkjet multifunction printer that offers low total cost of ownership and is designed for small workgroups looking for cost savings.

  • Estimated Monthly Rental: £30 – £50
  • Ideal for: Up to 3,000 pages per month


  • These prices are for the rental of the machine only and may not include maintenance contracts or additional services like toner and paper supply.
  • The estimated page volume is a guideline for optimal usage; exceeding this may result in higher rental or per-page costs.
  • Rental prices will also vary depending on the length of the lease term, with longer terms often offering lower monthly rates.

Considerations when choosing the cheapest copier models

When opting for the cheapest models, it is important to consider not just the rental cost but also the cost per page, the reliability of the equipment, and the quality of the maintenance services provided. These factors can significantly affect the overall value and effectiveness of the photocopier for your business needs.

Please note, prices and model availability are subject to change, and it’s advisable to get updated quotes from suppliers and check the latest reviews to ensure you’re getting the best deal on the market.

Tips for finding the best prices

Conduct thorough market research

Investigate the market to understand the average costs and the range of services provided. This research will give you a solid benchmark for negotiations.

Get multiple quotes

Obtain quotes from several suppliers to compare prices and services. Don’t hesitate to leverage these quotes in your negotiations.

Negotiate on more than just price

Consider negotiating on service levels, maintenance inclusions, and the flexibility of the lease terms.

Consider the total cost of ownership

Look beyond the monthly lease payments and consider additional costs such as consumables, overage print charges, and any penalties for early termination of the lease.

Review the contract carefully

Ensure you understand all the terms and conditions, including what happens at the end of the lease, to avoid unexpected costs.

FAQ for photocopier rental costs

What is included in a photocopier rental agreement?

A rental agreement typically includes the use of the photocopier for a set period, maintenance services, and sometimes supplies such as toner, except for paper. It may also include a specified number of monthly prints, with additional costs for excess usage.

Can I upgrade the photocopier during the lease term?

Many agreements allow for upgrades, especially for long-term leases. This can be beneficial as technology advances, but the terms of the upgrade, including any cost adjustments, should be clearly outlined in the lease agreement.

What happens if the photocopier breaks down?

Most rental agreements include maintenance and service clauses. If the photocopier breaks down, the supplier is generally responsible for repairing or replacing the machine. Ensure that service response times are included in the contract to minimise downtime.

Is it cheaper to rent or buy a photocopier?

Renting can be more cost-effective for businesses that want to avoid a large upfront purchase cost, benefit from tax deductions on lease payments, and enjoy the convenience of included maintenance. However, for long-term use without the need for upgrades, purchasing might be more economical.

What should I consider when choosing a photocopier to rent?

Assess your business’s printing volume, the functionality required (e.g., scanning, faxing), print speed, colour vs monochrome, and potential growth that may require an upgrade. Also, consider the total cost of the lease, including service fees and overage charges.

How long can I rent a photocopier for?

Lease terms can vary but commonly range from 12 months to 5 years. The length of the lease can affect the monthly cost, with longer leases often reducing the monthly payment.

What are the tax implications of renting a photocopier?

In the UK, photocopier lease payments are typically tax-deductible as a business expense. This can reduce the net cost of leasing but consult with a tax professional for advice specific to your business circumstances.

Can I cancel a photocopier rental agreement?

Cancellation policies vary by contract. Some leases may allow cancellation under specific terms, often including a cancellation fee. It’s important to understand the cancellation terms before signing the agreement.

What happens at the end of the photocopier lease?

At the end of the lease, you may have the option to renew the lease, upgrade to a new model, return the equipment, or possibly purchase the photocopier at a residual value. The end-of-lease options should be defined in the agreement.

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