Copier Cost Guide:
What to Expect in 2025
Comprehensive pricing data for equipment, service contracts, supplies, and total cost of ownership. Compare costs by copier type, brand, and usage level.
Understanding Copier Costs
Copier costs extend far beyond the initial purchase price. To make an informed decision, you need to understand the complete total cost of ownership (TCO), which includes equipment, service contracts, supplies, and operating costs over the copier's lifespan.
One-Time Costs
- Equipment purchase or lease down payment
- Delivery and installation ($200-$800)
- Network setup and configuration ($150-$400)
- User training ($100-$500)
- Software licenses ($500-$2,000+)
Recurring Costs
- Monthly lease/loan payment
- Service contract/maintenance ($100-$800/month)
- Toner and supplies ($50-$600/month)
- Paper costs ($30-$200/month)
- Electricity ($20-$100/month)
Copier Pricing by Type
Desktop Copiers
Best for: 1-5 users, 500-3,000 pages/month
Popular Models & Prices:
- HP LaserJet Pro MFP M428fdw$1,500-$1,800
- Canon imageRUNNER 2625i$2,000-$2,400
- Brother MFC-L6900DW$1,200-$1,500
Office Copiers
Best for: 5-20 users, 3,000-10,000 pages/month
Popular Models & Prices:
- Ricoh IM 430F$4,500-$5,200
- Canon imageRUNNER ADVANCE 525i$5,800-$6,800
- Konica Minolta bizhub C287i$6,200-$7,200
- Xerox VersaLink C7025$7,000-$8,000
Workgroup/Departmental Copiers
Best for: 20-50 users, 10,000-50,000 pages/month
Popular Models & Prices:
- Ricoh IM 550F$9,500-$11,000
- Canon imageRUNNER ADVANCE DX 727iF$12,000-$14,500
- Konica Minolta bizhub C659$14,500-$17,000
- Xerox AltaLink C8135$16,000-$19,000
Production Copiers
Best for: Print rooms, 50,000-500,000+ pages/month
Popular Models & Prices:
- Ricoh Pro C5300$25,000-$32,000
- Canon imagePRESS C910$45,000-$60,000
- Konica Minolta AccurioPress C14000$70,000-$95,000
- Xerox Iridesse Production Press$85,000-$120,000
Service Contract Costs
Service contracts (also called maintenance agreements or click charges) are essential for business copiers. They provide predictable costs and ensure your copier stays operational.
| Contract Type | What's Included | B&W Cost/Page | Color Cost/Page |
|---|---|---|---|
| All-Inclusive | Parts, labor, toner, preventive maintenance | $0.008-$0.015 | $0.06-$0.10 |
| Parts & Labor Only | Service calls, parts, preventive maintenance (no toner) | $0.005-$0.010 | $0.04-$0.08 |
| Per-Call Service | Pay per service visit (no contract) | $150-$300/visit + parts | |
Service Contract Cost Calculator
Example: If you print 5,000 pages per month (80% B&W, 20% color):
- 4,000 B&W pages × $0.01 = $40$40/month
- 1,000 color pages × $0.08 = $80$80/month
- Total Service Contract Cost:$120/month
Hidden Costs to Watch For
Common Hidden Fees
- Documentation/Admin Fees$50-$200 per lease
- Overage Charges2-5¢ per page over contracted volume
- Network Setup$150-$400 for IT integration
- Early Termination FeeRemaining lease payments × 50-85%
- End-of-Lease Return Fee$200-$800 for shipping/refurbishment
Cost-Saving Tips
- Negotiate Equipment Price FirstGet 10-20% off MSRP before discussing lease terms
- Compare Multiple QuotesGet 3-5 quotes to leverage competitive pricing
- Right-Size Your VolumeAccurate estimates prevent costly overage charges
- Bundle Multiple UnitsVolume discounts of 5-15% for multiple copiers
- Consider Certified RefurbishedSave 40-60% with warranty-backed equipment
5-Year Total Cost of Ownership Examples
Understanding the true 5-year cost helps you budget accurately. Here are real-world examples:
Small Office (5,000 pages/month)
- Canon imageRUNNER 525i: $6,000
- Lease (60 months @ 2.0% LRF): $120/month
- Service contract (5,000 pages): $75
- Paper (10 cases): $40
- Electricity: $30
Medium Office (15,000 pages/month)
- Ricoh IM 550F: $10,000
- Lease (60 months @ 1.8% LRF): $180/month
- Service contract (15,000 pages): $180
- Paper (30 cases): $120
- Electricity: $50
Large Department (30,000 pages/month)
- Xerox AltaLink C8135: $18,000
- Lease (60 months @ 1.6% LRF): $288/month
- Service contract (30,000 pages): $360
- Paper (60 cases): $240
- Electricity: $75
Frequently Asked Questions
How much does a business copier cost?
Business copier costs range from $1,500-$3,000 for desktop models, $3,000-$8,000 for office copiers, $8,000-$20,000 for workgroup/departmental copiers, and $20,000-$100,000+ for production copiers. Monthly lease payments typically range from $50-$150 (desktop), $150-$350 (office), $350-$800 (workgroup), to $800-$3,000+ (production).
What is the average cost per copy?
Average cost per copy ranges from $0.008-$0.015 for black & white copies and $0.06-$0.12 for color copies, including toner, maintenance, and service. High-volume production copiers can achieve $0.004-$0.006 for B&W and $0.04-$0.06 for color. Desktop printers cost significantly more at $0.03-$0.05 per B&W page and $0.15-$0.25 per color page.
Are copier maintenance contracts worth it?
Yes, maintenance contracts are essential for business copiers and typically cost $0.005-$0.01 per B&W page and $0.04-$0.08 per color page. Contracts include parts, labor, toner, and preventive maintenance. Without a contract, service calls cost $150-$300 per visit, and parts can be $500-$2,000+. For copiers printing 1,000+ pages/month, contracts save significant money.
What are hidden copier costs to watch for?
Hidden costs include: delivery/installation ($200-$800), user training ($100-$500), paper ($30-$50/case), network setup ($150-$400), additional software licenses ($500-$2,000), overage charges (2-5¢ per page over contracted volume), staples/finishing supplies ($50-$200/year), electricity ($20-$100/month), and end-of-lease return fees ($200-$800).
How much do copier supplies cost per month?
Monthly supply costs vary by usage: Low volume (500-1,000 pages): $50-$100/month. Medium volume (2,000-5,000 pages): $150-$300/month. High volume (5,000-10,000 pages): $300-$600/month. Supplies include toner, developer, waste toner containers, staples, and drums. Many businesses include these in service contracts for predictable costs.
Is it cheaper to buy or lease a copier?
Buying costs less long-term (20-40% savings over 5 years) but requires large upfront investment. Leasing costs more overall but offers: lower monthly payments (1/60th vs full cost), included maintenance, easy upgrades, preserved capital, and tax benefits. For most businesses, leasing is more cost-effective when factoring in total cost of ownership and cash flow.
How much does toner cost for business copiers?
Toner costs vary significantly: Standard yield black toner: $100-$200 (5,000-10,000 pages). High yield black toner: $200-$400 (20,000-30,000 pages). Color toner set (CMYK): $400-$1,200 per set (8,000-15,000 pages). Cost per page: B&W: $0.003-$0.006, Color: $0.03-$0.05. Many service contracts include toner, eliminating surprise costs.
What affects copier pricing the most?
Key pricing factors: 1) Print speed (25-35ppm: $3K-$8K, 45-55ppm: $8K-$15K, 70-85ppm: $15K-$30K), 2) Color vs B&W (color costs 40-60% more), 3) Paper capacity (multiple trays add $500-$2,000), 4) Finishing options ($1,500-$5,000 per finisher), 5) Brand (Xerox/Ricoh premium priced, Canon/Sharp more affordable), 6) Print volume capability.