Photocopier Leasing Costs Explained

One of the most common questions businesses ask is: “How much does it cost to lease a photocopier?”

The answer depends on several factors, including the type of machine, print volumes, contract length and whether maintenance is included.

For many UK businesses, leasing provides an affordable way to access modern office printing equipment without a large upfront investment.

This guide explains typical photocopier leasing costs and the factors that affect monthly payments.

Typical Photocopier Leasing Costs

As a general guide:

Machine Type	Typical Monthly Cost
Small Office Printer	£20 – £50
Entry-Level Multifunction Photocopier	£40 – £90
Medium Office Photocopier	£75 – £150
High-Volume Business Photocopier	£150 – £400+

Actual pricing will vary depending on the supplier, contract term and service package selected.

What Affects Photocopier Leasing Costs?

Several factors influence the monthly cost of a lease agreement.

Machine Specification

The more advanced the equipment, the higher the lease payment is likely to be.

Features affecting cost include:

Businesses with basic printing requirements can often secure significantly lower monthly costs than organisations needing production-level equipment.

Print Volume

Expected monthly print volumes are one of the biggest pricing factors.

Suppliers typically assess:

Higher print volumes usually require more robust equipment and larger maintenance allowances.

Contract Length

Longer agreements often reduce monthly costs.

Typical lease terms include:

Spreading costs across a longer period generally lowers monthly payments, although total expenditure may be higher over the life of the agreement.

Maintenance and Support

Many businesses choose lease agreements that include maintenance and servicing.

These packages may cover:

Including maintenance can provide predictable monthly costs and reduce unexpected expenses.

Example Cost Comparison

Small Business Example

A small office requiring a colour multifunction printer may pay:
• £35–£70 per month
• 3 to 5-year contract
• Maintenance package included

Suitable for:
• Small businesses
• Start-ups
• Professional services firms

Medium Business Example

A growing company with regular printing requirements may pay:
• £80–£150 per month
• Colour multifunction photocopier
• Service agreement included

Suitable for:
• Accountancy firms
• Solicitors
• Estate agents
• Healthcare practices

Large Office Example

A high-volume business requiring advanced equipment may pay:
• £150–£400+ per month
• High-speed colour photocopier
• Full maintenance package

Suitable for:
• Large offices
• Schools
• Colleges
• Corporate environments

Are there any upfront costs?

Most photocopier lease agreements require little or no upfront payment.

This is one of the main reasons leasing is popular with UK businesses.

Instead of spending thousands of pounds purchasing equipment outright, costs are spread into manageable monthly payments.

How can I reduce photocopier leasing costs?

Businesses can often lower costs by:

Obtaining several quotes is often the easiest way to identify the most competitive option.

That’s where PhotocopierRental.co.uk can help.. We compare suppliers for you!

Why compare multiple leasing quotes?

Photocopier lease pricing varies considerably between suppliers.

Comparing quotes allows businesses to:

Many businesses are surprised by the differences in pricing available from competing suppliers, often for exactly the same device.

Frequently Asked Questions

How much does it cost to lease a photocopier?

Small office machines can start from around £20–£50 per month, while larger business photocopiers may cost £150–£400+ per month.

Is maintenance included in a lease?

Many lease agreements include maintenance, servicing and technical support, although coverage varies between suppliers.

How long are photocopier leases?

Most agreements run for 3, 4 or 5 years.

Can I upgrade during the lease term?

Some suppliers offer upgrade options depending on the contract and equipment selected.

Is leasing better than buying?

For many businesses, leasing provides greater flexibility and better cash flow management, while buying may offer lower long-term costs.

Related Photocopier Guides

Continue your research with our related guides. Learn about photocopier leasing costs, compare leasing vs buying, discover the best machines for small businesses and explore Managed Print Services.

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