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How Much It Costs To Lease A Copier in 2023 (And Additional Costs to Consider)

August 9th, 2023 | 8 min. read

By Marissa Olson


Welcome to our comprehensive guide on leasing copiers in 2023! Copiers are indispensable office equipment that ensures smooth document reproduction and efficient workflows. 

If you're considering leasing a copier for your business, you're in the right place. In this article, we'll delve into the costs of leasing a copier in 2023, offering valuable insights and tips to help you make informed decisions.

Understanding the Basics of Copier Leasing

Before we jump into the costs, let's lay the foundation by understanding the basics of copier leasing. Copier leasing allows businesses to access advanced technology without the hefty upfront costs of purchasing new copiers.

Related Article: Office Copier Lease: What Are You Agreeing To?

Leasing offers flexibility, maintenance services, and equipment upgrades, which can be incredibly beneficial for modern businesses.

Leasing a copier typically involves signing a contract with a leasing company for a specified period, often ranging from 24 to 60 months.

During this lease term, you pay a fixed monthly fee for using the copier. At the end of the lease, you can choose to return the copier, upgrade to a newer model, or purchase it outright at a predetermined price.

Leasing also provides an attractive alternative to buying a copier outright, allowing businesses to conserve capital for other investments and operational expenses.

Additionally, lease payments are often tax-deductible, providing further financial benefits for businesses.

Factors Affecting Copier Lease Costs

When considering leasing a copier, you must consider various factors influencing the overall cost. Here are the primary factors that can affect copier lease costs in 2023:

The Copier Lease Term

The lease term refers to the duration of the lease agreement. Longer lease terms typically result in lower monthly payments, but you might need more time to upgrade to newer models during the lease period.

On the other hand, shorter lease terms allow for more flexibility but may come with slightly higher monthly payments.

To decide on the optimal lease term, assess your business's copier needs and growth projections. If your requirements are likely to change or if you anticipate technological advancements, a shorter lease term might be more suitable.

Alternatively, a longer lease term could be cost-effective if you need a stable copier solution for the foreseeable future.

Copier Specifications

The cost of leasing a copier largely depends on its specifications, such as printing speed, color capabilities, paper capacity, and advanced features like scanning and faxing. High-end copiers with cutting-edge features will likely have higher monthly lease costs.

Before choosing a copier, carefully evaluate your business's printing needs. For example, investing in a copier with advanced color capabilities may be justified if your business heavily relies on high-quality color printing.

However, if your printing needs are primarily monochrome, opting for a simpler copier model can save you money without compromising functionality.interactive-copier-and-printer-buying-guide

The Brand and Model

Different copier brands and models come with varying price tags. Popular and reputable brands like Xerox and Kyocera might have higher leasing costs but also provide reliability and quality. Consider your business needs and budget when choosing between various brands and models.

Research copier brands and their reputation for durability and customer support to ensure you get the best value for your money. A reliable copier with fewer breakdowns and maintenance requirements will save you money in the long run.

Consider Additional Services

Some leasing companies offer additional services like maintenance, repairs, and toner supply as part of the leasing package.

While these services can simplify copier management and reduce downtime, they can also influence the overall lease cost. Be sure to inquire about the included services before finalizing your lease agreement.

Comprehensive service and maintenance packages can provide peace of mind and minimize unexpected expenses. However, if your business can handle maintenance in-house, consider negotiating a lease without bundled services to lower the overall cost.

Exploring Leasing Companies

Lease rates can differ between various leasing companies based on their policies, reputation, and terms of service. Researching and comparing different leasing providers is crucial to find the best deal. Look for reputable companies with transparent lease terms and excellent customer support.

When selecting a leasing company, read reviews and testimonials from other businesses to gauge their level of customer satisfaction. A reliable leasing company will be responsive to your queries, offer clear and detailed lease agreements, and provide excellent after-sales support.

Related Article: Who’s the Best Copy Machine Leasing Company Near Me?

The Costs Involved in Copier Leasing

Now that you have more insight into copier leasing let's delve into the specific costs associated with leasing a copier in 2023.

Monthly Lease Payments

The primary cost of leasing a copier is the monthly lease payment. As mentioned earlier, this payment can be influenced by factors like lease term, copier specifications, and the leasing company.

Calculating the total lease cost over the entire lease term is essential to get a clear picture of your financial commitment.

Monthly lease payments are generally fixed for the duration of the lease term. While predictable and easy to budget for, these payments may vary depending on the factors mentioned earlier.

A higher-quality copier with more features or a shorter lease term will likely result in higher monthly payments.

To budget for copier leasing costs accurately, request quotes from multiple leasing companies for the specific copier models and lease terms you are considering. Compare the offers to find the best balance between cost and functionality.

Typically, for a basic black and white copier, the monthly lease cost can range from $50 to $200, depending on the lease term and the expected usage volume. The monthly lease cost can range from $100 to $500 or more for color copiers or multifunction devices with advanced features. Keep in mind these prices vary based on your office technology vendor.

Upfront Costs

Some leasing agreements require an initial down payment or a security deposit. While this upfront cost can be daunting, clarifying these expenses before signing the lease contract is essential.

Negotiate with the leasing company to minimize upfront costs and explore options like no-money-down leases.

Upfront costs can vary depending on the leasing company and negotiated lease terms. Some companies might offer promotions with reduced or waived upfront payments to attract customers.

Be cautious about any hidden fees or extra costs that might be included in the upfront payment.

Service and Maintenance

If your lease includes service and maintenance, it will be factored into the monthly payment. This can save you from unexpected repair expenses and downtime. Ensure that the leasing company offers reliable and timely service to keep your copier running smoothly.

Service and maintenance are essential components of a copier lease, as they keep the equipment in optimal condition throughout the lease term. Downtime due to copier malfunctions can disrupt your business operations, affecting productivity and profitability.

When assessing leasing options, inquire about each company's level of service and maintenance. Check for any limitations on the frequency of service calls and response times.

A reputable leasing company will have a track record of efficient service and a transparent process for handling maintenance requests.

Excess Usage Charges

Some leasing contracts have provisions for excess usage charges. This means that if you exceed the predetermined number of copies per month, you may incur additional fees.

To avoid extra charges, closely monitor your copier usage and consider opting for a lease plan that aligns with your average monthly output.

Excess usage charges can significantly impact your leasing costs, especially if your business experiences fluctuating or unpredictable printing needs. To dodge any surprises, carefully assess your average monthly printing volume and choose a lease plan accommodating reasonable usage fluctuations.

During the initial lease negotiation, discuss your expected monthly usage with the leasing company to ensure that your lease plan adequately covers your needs without unnecessary fees.


While not always mandatory, copier insurance can be an additional cost to consider for protecting your business from potential damages or theft. Make sure to evaluate the risk and assess whether insurance is necessary for your specific business needs.

Copier insurance can provide financial protection in case of accidents, theft, or unexpected damages to the leased equipment.

Before purchasing insurance, review your existing business insurance policies to determine if they already cover office equipment or if you need a separate policy for the copier.

If copier insurance is not included in the lease agreement, you can always obtain quotes from insurance providers to find the most cost-effective coverage for your copier. Assess the coverage terms and exclusions to ensure you have comprehensive protection.

How to Save on Copier Leasing Costs

Leasing a copier doesn't have to break the bank. Here are some strategies to help you save on copier leasing costs:

Negotiate the Lease Terms: Don't be afraid to negotiate with the leasing company. Discuss your requirements, budget, and desired lease terms to find a mutually beneficial agreement. Many leasing companies are willing to adjust lease terms or offer promotions to win your business.

When negotiating lease terms, be open about your budget and your expectations. Request customized lease options that align with your needs. Leasing companies are often eager to retain long-term clients, so they may be willing to offer incentives to secure your business.

Related Article: Why leasing a business copier is better than buying.

Avoid Overbuying: Assess your actual copier needs and avoid leasing copiers with unnecessary features you may not use. Opt for a copier that meets your business requirements without excessive add-ons. An honest assessment of your needs will help you save on leasing costs.

Consider conducting a thorough cost-benefit analysis of the copier features you require. If certain features are rarely used, they may not justify the additional cost. Focus on essential functionalities that align with your business workflows.

Research Leasing Companies: Shop around and obtain quotes from multiple leasing companies. Compare lease terms, rates, and included services to find the best deal for your budget. Don't rush into a lease agreement with the first company you encounter; take the time to find the best fit for your business.

Obtaining multiple quotes will give you a better understanding of the average market rates for copier leasing. In addition to comparing costs, consider the reputation of each leasing company and their level of customer satisfaction. A reliable company with excellent customer service can make a significant difference in your leasing experience.

Consider Refurbished Copiers: Refurbished copiers can offer significant cost savings while maintaining reliable performance. Many refurbished models are as good as new and come with warranties. Before dismissing the idea of a refurbished copier, inquire about the warranty and refurbishment process to ensure you're getting a quality machine.

Refurbished copiers are an attractive option for businesses looking to save on leasing costs without compromising quality. Reputable leasing companies thoroughly inspect, repair, and refurbish used copiers to ensure they meet high standards. As a result, you can get a top-performing copier at a fraction of the cost of a new one.

Opt for Shorter Lease Terms: If you anticipate technological advancements or growth in your business, consider shorter lease terms to have the flexibility to upgrade to the latest copier models. While shorter lease terms might have slightly higher monthly costs, they can provide you with the freedom to adapt to changing business needs.

Shorter lease terms allow businesses to stay agile in a rapidly evolving technological landscape. As copier technology advances, newer models with improved features and cost-efficiency may become available. A shorter lease term ensures you're not tied to outdated equipment and can upgrade to more advanced copiers sooner.New call-to-action

Your Next Steps: A Copier Lease Cost in 2023

Leasing a copier in 2023 provides businesses with the opportunity to access cutting-edge technology without substantial upfront costs. By understanding the factors influencing copier lease costs and implementing cost-saving strategies, you can make the most cost-effective decision for your business.

Remember to research, negotiate, and analyze your business needs before signing a copier lease agreement. Always choose a reputable leasing company that offers reliable service and support.

So, what’s your next step on your journey to finding the best copier lease for your business? Check out our article, How Much Does a Copier or Printer Service Contract Cost? We’re here to give you peace of mind to help you win more business.

Marissa Olson

A true southerner from Atlanta, Georgia, Marissa has always had a strong passion for writing and storytelling. She moved out west in 2018 where she became an expert on all things business technology-related as the Content Producer at AIS. Coupled with her knowledge of SEO best practices, she's been integral in catapulting AIS to the digital forefront of the industry. In her free time, she enjoys sipping wine and hanging out with her rescue-dog, WIllow. Basically, she loves wine and dogs, but not whiny dogs.