As your business grows, the need to switch from the $100 all-in-one printer and copier to a commercial-grade copier is nearly unavoidable. If your copier cannot handle the demand anymore and starts leaving half-printed pages in its wake, it might be time to upgrade.
Commercial copiers can cost between $1,500 to $37,000, with the average commercial copier costing $13,000. There is so much variance in cost because copiers come in many shapes and sizes, features, speeds, only black and white, or full color, and so on.
If buying a commercial copier outright is not currently possible, you may opt to lease one. Leasing is suitable for companies that don’t want to cover the high cost of the initial purchase, want to make smaller monthly payments and don’t mind the high cost of leasing over time. Leasing a commercial copier can be more expensive than buying in the long run if you factor in interest and fees.
It will cost an average of $275 per month to lease a commercial-grade copier. The cost for your company to lease a commercial copier can range from $60 per month to $800 per month. The model, features, and interest will affect your monthly payment amount.
Investing in a commercial copier is not something to be taken lightly. The cost of the machine and replacement ink and paper can be an expensive purchase.
This article will walk through the cost of leasing a copier vs. buying outright and other expenses you should consider. We will also cover the best type of copier for your company’s size.
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Cost of Xerox Commercial Copier
The cost of buying Xerox commercial-grade copiers starts as low as $1,500 and goes up to $25,000. The monthly lease cost for Xerox commercial copiers begins at $60 and goes up to $800. When considering which Xerox copier is right for you, you will need to look at how much printing and copying your business currently uses and how much is being printed at one time.
Xerox’s multifunctional printer, the Xerox VersaLink B605, starts at around $1,800. This copier can print up to 55ppm and at a maximum resolution of 1200×1200 dpi. It is an excellent option if your company prints approximately 3,000 pages a month or less.
A top-of-the-line copier like Xerox AltaLink B8090/HXF2 starts at $24,200. It can print up to 90ppm, which can handle most of a growing company’s copying and printing needs.
| Model | Lease Cost (Monthly) | Cost To Buy | PPM | Volume |
|---|---|---|---|---|
| VersaLink B605/s | $60/m | $1,800 | 55 | Low |
| VersaLink B615/XL B/W | $80/m | $2,500 | 63 | Low |
| VersaLink B7025 Printer | $113/m | $3,500 | 25 | Low |
| VersaLink C7025 | $245/m | $7,500 | 25 | High |
| AltaLink B8065/HXF2 | $610/m | $18,800 | 65 | High |
| AltaLink B8090/HXF2 | $780/m | $24,200 | 90 | High |
Cost of Canon Commercial Copier
Cannon is another familiar name for printers and copiers for businesses and homes (read our detailed post about canon copiers). Their commercial-grade copiers start at $500 and go up to $18,000. The lease cost for a Cannon commercial copier can range from $16 per month to $570 per month.
A basic Canon copier like the image CLASS X MF1238 starts at around $500. It can print 40ppm and has a max of 600×600 dpi. This copier is best designed for a business that needs less than 4000 pages per month.
The high-end Canon imageRUNNER C7260 cost close to $18,000. This copier can print up to 60 ppm in black and white and 55 ppm in color.
| Model | PPM | Volume | Price | Lease Cost |
|---|---|---|---|---|
| imageCLASS X MF1238 | 40 | low | $475 | $15/m |
| imageCLASS X MF1643iF II | 45 | low | $902 | $30/m |
| imageRunner 4545i | 45 | Medium | $5,800 | $186/m |
| imageRUNNER Advance DX 6860i | 60 | High | $8,500 | $276/m |
| imageRUNNER Advance DX C5870i | 70 | High | $13,000 | $425 |
| imageRUNNER C7260 | 60 | High | $17,500 | $570 |
Cost of Ricoh Commercial Copier
Ricoh’s commercial-grade copiers start at $1,500 and go up to $10,000. Their lease costs range from about $40 per month to over $270 per month.
A basic Ricoh copier, like the IM 430Fb Black and White, starts at around $1,500. This printer is only black and white and has a 45ppm output and 1200×12000 dpi.
The Ricoh IM C6000 Color starts around $10,000 and has many more features and abilities than its smaller models. This printer can print up to 60ppm and has a max dpi of 1200×12000.
| Model | PPM | Volume | Price | Lease Cost |
|---|---|---|---|---|
| IM 430Fb Black and White | 45 | low | $1,460 | $40/m |
| Aficio MP 501SPF B&W | 52 | low | $2,500 | $68/m |
| Aficio MP 501SPFTL B&W | 52 | Medium | $3,180 | $87/m |
| IM C3000 Color Laser | 30 | Medium | $5,960 | $164/m |
| IM C4500 Color | 45 | High | $7,600 | $209 |
| IM C6000 Color | 60 | High | $9,700 | $260 |
Buying Vs. Leasing A Commercial Copier
Many companies want to know whether buying or leasing a commercial copier is better. It doesn’t have to be an either-or decision. Many are available for lease with purchase options, allowing you to buy the copier at the end of your lease.
In the long run, buying a commercial copier is often less expensive than leasing. If your business requires a large number of printed pages each month, leasing a printer will likely be more costly in the long run. To figure out which option is best for you, consider your business’s current and future copying and printing needs.
Leasing a copier does come with many advantages. You typically get free maintenance and service, it is replaced when it’s old or broken, and you can upgrade at any time without penalty.
If you are new to commercial-grade copiers and aren’t sure which type is best for you, we recommend that you lease your first copier. That way, if your copying or printing needs change or you find that a different model would suit your business better, it’s easier to upgrade than if you had purchased it outright.
If your needs are fixed, and you know that you need a certain amount of copying and printing each month, buying could save you money by reducing the need to pay interest on the lease.
Interest will typically add between $2 to $20 per month to the cost of your lease. Think about this cost when comparing leasing vs. buying the right printer for your company.
Before you sign a contract, do some research to determine whether you should buy or lease your next commercial-grade copier. This will allow you to make an informed decision about which option is best for your business.
Other Costs To Consider
Once you buy or lease your commercial copier, you’ll want to consider many other costs. The cost of paper, ink, and maintenance can add up.
Ink and paper can cost between 1¢ to 9¢ per page, but this price varies depending on the copier/printer you have. With a commercial-grade color copier, you should expect to spend around 5¢ per color copy, while a black and white copier would be closer to just a few 2¢ to 3¢ for a black and white copy.
Paper costs vary widely depending on the type you use. It will usually cost between $0.01 and $0.05 per sheet for standard paper, while cardstock can cost around $0.10 to $0.35 per sheet.
Copier maintenance includes more than just checking ink levels and replacing supplies like paper and toner. Some copiers require regular maintenance that can be costly.
On average, you can expect to spend about 3% of the initial cost of your copier each year for maintenance and service. Expect this cost to range from $150 per year to $560 per year. This annual fee includes everything from cleaning to testing to diagnostics. The more you use your copier, the more likely you’ll need maintenance.
There are usually delivery fees, setup fees, and installation charges that add to your total costs.
Delivery fees typically cost between $200 to $500, while installation charges are usually around $100 to $300. Upgrade charges may also apply if you want a new model within the first year after leasing your copy machine.
In some cases, vendors will charge an early termination fee if you don’t keep your copier for the entire term of the lease. This fee is usually around $400 to $700 per year left on your contract.
Many businesses make the mistake of skimping on minor details like delivery, installation, and setup fees. It’s essential to consider these costs when budgeting for a new copier.
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What Kind of Copier Should My Office Lease?
There are two main types of copiers, analog and digital. Which machine will work better for you is dependent on your office’s needs, however, most offices do choose digital copiers these days.
Analog copiers are preferred in some situations because digital copiers are often used to store and recall copies which can make them a security concern.
Digital copiers can be significantly more convenient, though, because they can store and recall copies, whereas an analog copier must have an original to make a copy of. Many machines these days can make both kinds of copies.
Another thing to consider is whether you only need black and white copies or if you want to be able to have color copies.
As with analog and digital, many copy machines now have the capability of doing both black and white as well as color prints.
When choosing a copier, whether to lease or buy, you will also want to consider all of the available features and which ones might be really helpful or convenient in your office.
Many copy machines are now wifi ready. This can be super convenient and is an option that more and more people want to see on their machine. Most machines come with the ability to fax and scan as well.
Something else you may want to think about is the connections needed. You may have a much easier time with USB, Ethernet, or a wireless connection, in particular, depending on how your specific office is set up.
The speed of the copier, or how many pages that it can print per minute can really become an important factor if you have a lot of larger printing jobs.
Some printers average about 10 to 20 pages per minute, while more high-speed copiers can print as fast as 44 pages per minute.
The quality of your copies can make a big difference too. Will you be okay having average copies or do you need to be able to print images and photos? If you need a higher resolution, that is something to look out for when you lease a copier.
Conclusion
Buying a commercial copier is often the best option for companies that copy and print high volumes of paper each month and want to know that their copier will handle future needs.
Leasing one can save you money if your copying and printing needs are flexible and you’re just starting with a commercial-grade copier.
When comparing leasing vs. buying your next commercial grade copier, calculate the interest you’ll pay on the lease before signing the contract. Also, factor in how often you think you’ll need to replace or upgrade your copier, as well as what types of jobs are required for your business.
We recommend that you lease your first commercial copier, but if you are sure of your printing needs and won’t be abusing your copier, it could save you money to buy one outright.
Before deciding whether leasing vs. buying is right for your business, do some research and determine how much printing costs with each type of printer. You should consider the initial price of the printer and consider printer supplies like paper and ink.
After making your decision, you’ll want to make sure to factor in delivery and setup fees and maintenance costs, which can vary widely depending on the model you choose. Keeping up with the care of your new copier is critical. Spending a few hundred dollars each year for service may save you thousands by preventing major repairs later.