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How Much Do Photocopiers 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 and remote access among others.

Price can also be affected by your decision to either purchase outright or lease on a contract, as many service agreement contracts include maintenance and toner fees in the monthly payment, whereas if you purchase outright, you’ll need to stump these costs up yourself.

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


What type of copies do you need?


Photocopier Pricing Features

The cost of photocopiers varies from supplier to supplier, depending 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 that have a reputation for excellence in the products they manufacture and maintain. The key to making your decision is to assess whether you will require your photocopier to perform tasks other than making copies, and if so, which ones?

Extra tasks that modern photocopiers perform include:

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

Whether you decide on a simple black and white desktop model, or a professional grade printing system, you will also need to consider the features that determine the speed, efficiency, and ultimately, price of your photocopier.

These will include:

  • Black and white or colour printing
  • The speed of copying and printing
  • How many copies per month
  • Different size and type of paper

Make sure you know which of these features are essential to your business, and which are only occasionally required, before you get price quotes on different models.

Leasing Photocopiers

If purchasing a photocopier is not within your company budget, or if you are looking to get more features without the added cost of ownership, then leasing is the best option. Leases generally include maintenance costs and entitle you to upgrades at no cost.

However, 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, with small, low-density machines starting at a few pounds a month and progressing up to the highest-density machines costing several hundred pounds a month.

One of the key advantages of leasing a copier is that maintenance and toner costs are included in your monthly charge, so there’s no need to worry about it should the worst happen. Likewise, it is possible to update your machine throughout your contract, ensuring you stay at the forefront of technology and can constantly improve productivity.

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

Purchasing Photocopiers

Although most businesses start out with a photocopier lease or rental, you may find that outright purchase could make more sense for your business. This makes choosing the right model all the more important, as 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 be aware of the additional costs that come with every photocopier, such as ink and toner replacements, as well as maintenance and repairs when necessary.

Additional cost factors to consider are the brand and make of your photocopier. The better the brand and the better the model, 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, considering the downtime caused by machines that require constant repair, this is not a good option for businesses looking to get the most efficiency out of their photocopier. 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 the form at the top of this page and a select group of excellent suppliers will get in touch with you.