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How Much Does a Photocopier Cost?

Photocopier Prices in the UK

When looking for a new photocopier, you will quickly discover that these useful and versatile machines can range from a few hundred pounds, right through to tens of thousands. So which one do you choose and how much will it cost?

Factors that affect price include:

  • machine size
  • print speed
  • paper capacity
  • functionality
  • remote access

Price is also affected by your decision to purchase outright or lease on a contract. Many service agreement contracts include maintenance and toner fees in the monthly payment, whereas if you purchase outright you’ll need to pay these costs yourself.

This article will explain the price factors to consider when purchasing or leasing a photocopier machine for your specific business needs.

Jump toPricing FeaturesLeasing Photocopier MachinesPurchasing Photocopier MachinesExtra costs to consider

What type of copies do you need?


Photocopier Pricing Features

The cost of photocopiers varies from supplier to supplier. It also depends on the needs of your business, and how much you are willing to invest over time or up front.

There are a number of photocopier suppliers in the UK with a reputation for excellence in the products they manufacture and maintain.The key to making your decision is to assess your day to day needs. Will you need your copier to perform tasks other than making copies? If so, which ones?

Extra tasks that modern photocopiers can perform include:

  • Scanning
  • Automatic binding
  • Image editing
  • Faxing
  • Email capability

Whether you decide on a simple desktop machine, or a professional grade printing system, you will also need to consider the model's specific features.

These will include:

  • Black and white or colour printing
  • The speed of copying and printing (ppm)
  • How many copies can be produced per month
  • Size and type of paper
  • Efficiency

Make sure you know the kind of tasks that are essential to your business, and the tasks that are rarely required. Find these out before you get price quotes on different models. Having a clear goal of what you are looking for will help you to decide which extra costs are worth it.

Leasing Photocopiers

Why choose to lease instead of buy?

It may be more convenient to pay just once and buy a photocopier outright. But there are many reasons you may want to lease and pay gradually instead:

  • Purchasing a photocopier may not be within your current company budget
  • Your company budget may only cover the cost of a basic machine
  • You may want to test out how much use the machine gets before investing in ownership
  • You may want temporary use of complex features without the added cost of ownership

If any of these are true for you then leasing is the best option.

Factors to Consider

It is important to be clear as to what is covered by the lease when comparing prices. As with purchasing, there can be a huge difference in rental costs. Small, low-density machines start at a few pounds a month. The highest-density machines can cost several hundred pounds a month.

One of the key advantages of leasing a copier is that generally maintenance and toner costs are included in your monthly charge, which will take a load off your mind. Likewise, it is often possible to update your machine throughout your contract, for no added cost. This ensures you stay at the forefront of technology and can constantly improve productivity.

Whether you choose to lease or purchase your photocopier, it is important to research the model, brand and features that your businesses will need before you ask for a quote.

Purchasing Photocopiers

If you are sure about what you will need then you may find that an outright purchase could make more sense for your business. This makes choosing the right model all the more important. You will find that you can spend anywhere from a few hundred pounds to upwards of £20k for state-of-the-art models.

You should also factor in the additional costs that come with every photocopier, such as ink and toner replacements, and maintenance and repairs when necessary.

The better the brand and model you choose, the higher the price. Considering that most photocopiers last about five years, you should calculate the total cost of ownership with this time frame in mind.

Alternatively, you can purchase a second-hand photocopier for around half the price of a new model. However second-hand machines may needs more repairs, so this is not a good option for businesses looking for maximum efficiency. Check with suppliers to get the best deals and specifications for second-hand models.

What Else to Include in Cost Calculations

Unless you have a low volume copier that has an all-inclusive monthly cost, you will need to factor in the cost of consumable to the overall cost of ownership. This can have a significant impact on how much you spend on copying.

For example, a 25,000 sheet toner cartridge for the Xerox 4250 Work Centre will cost around £174 to replace, staple refills cost about £50 each, and if the drum cartridge needs to be replaced, this will cost your business £350.

On top of that, any software additions you require can increase the cost; a scan to PC licence for 5 users will typically add another £10 per month to your monthly payment.

Next Steps

If you are interested in buying or leasing a photocopier for your business, just fill out our form and a select group of excellent suppliers will get in touch with you.