You’re ready to lease a copier or multifunction printer for your office. But after a few Google or AI searches, you’re probably wondering:
Why is it so hard to find a straight answer about how much it costs?
We hear this every day.
At AIS, we’ve helped thousands of businesses across Las Vegas and Southern California lease copiers, and we’ve seen the confusion firsthand. Some companies list teaser rates that don’t include service. Others bundle everything into a single monthly payment without explaining what you’re really paying for.
So in this article, we’re doing what most copier dealers won’t: breaking down the real costs of leasing a copier or MFP, explaining what affects your monthly payment, and helping you avoid common mistakes that could cost you more in the long run.
Why Copier Lease Pricing Can Feel So Confusing
If you’ve already searched online, you’ve likely come up empty on specific numbers. There’s a reason for that.
Most copier companies won’t list pricing because the cost depends on several key variables, such as the volume of printing, the type of features required, and whether you prefer color or black-and-white printing.
And honestly? Some companies just prefer to keep you in the dark until the sales rep shows up.
But here’s the truth: copier lease pricing doesn’t have to be mysterious. Once you understand the factors involved, it becomes much easier to estimate your cost and make an informed decision.
Copier Lease Price Ranges: What Businesses Typically Pay
Let’s get to the numbers first. While prices can vary by region, brand, and lease terms, here’s what most businesses can expect to pay for a standard 36–60-month lease.
*Please note that these prices vary depending on your company, the copier dealer, the type of machine, its features and functions, and other factors.
Entry-Level Copier or MFP
- Monthly Volume: Up to 2,000 pages
- Features: Basic printing and scanning
- Typical Lease Range: $75–$150/month
Ideal for: Small offices or teams with light usage.
Mid-Range Copier or MFP
- Monthly Volume: 2,000–10,000 pages
- Features: Color printing, advanced scanning, multiple paper trays
- Typical Lease Range: $150–$350/month
Ideal for: Growing teams, marketing departments, or shared workgroups.
High-Volume or Production-Class Copier
- Monthly Volume: 10,000+ pages
- Features: Finishing tools (stapling, folding), large capacity, high-speed output
- Typical Lease Range: $350–$600+ per month
Ideal for: Large offices, print-heavy environments, or departments with demanding workflows.
Lease Term Considerations
Most leases are for 36, 48, or 60 months in length. Shorter leases offer flexibility to upgrade more quickly, but they come with higher monthly payments. Longer leases reduce your payment but tie you into a longer commitment.
What Affects the Cost of Your Office Copier Lease?
Not all copiers are created equal. And as we mentioned earlier, your monthly lease will depend on a few key variables.
Brand and Model
Just like cars, copiers come in different makes and models. Brands such as Xerox, HP, Kyocera, Canon, Ricoh, and Sharp all have their pros and cons in terms of reliability, service requirements, and long-term costs.
At AIS, we often recommend Xerox, HP, and Kyocera because they offer high reliability with fewer service issues, which keeps your long-term costs lower, even if the upfront lease price isn’t always the lowest.
Print Volume
How much you print each month is one of the most significant factors in choosing the right machine. The more pages you produce, the larger the machine you’ll need and the higher your lease cost will be.
If you're unsure of your printing volume, check your current printer’s usage reports or consult with your office manager. A solid estimate can save you from leasing a machine that’s either underpowered or overkill.
Color vs. Black & White
Color machines are more expensive to lease and maintain, primarily because color toner is more expensive and color prints require additional internal components.
If your business prints client-facing materials or marketing content, color may be a must. However, if you only need basic documents, black-and-white models can significantly reduce your lease and service costs.
Features and Add-Ons
Features like stapling, booklet-making, large touchscreen panels, wireless printing, and document encryption can raise your lease cost. It’s not that these features aren’t valuable; they just need to be aligned with your actual workflow.
Our advice? Don’t pay for features you won’t use. But don’t skip the ones that will save your team time.
What’s Typically Included in a Copier Lease?
This is where the conversation often gets murky. When a provider quotes a lease price, make sure you understand what that price includes.
The Equipment Itself
Your monthly lease should cover the physical copier or MFP, delivered and installed at your office.
Ask if delivery and setup are included in the price. At AIS, we always include this, no surprise delivery fees.
Service and Maintenance
Most copier leases come bundled with a cost-per-click service agreement, which covers:
- Toner
- Routine maintenance
- Replacement parts
- On-site service calls
- Remote diagnostics (if supported)
You’re typically charged a few cents per page for black and white, and a bit more for color.
For example, you might pay:
- $0.009 per black-and-white page
- $0.06–$0.10 per color page
Those numbers may not seem like much, but they add up, especially in busy offices.
Supplies
Toner is often included, but be sure to confirm. Some vendors charge separately or only include a limited monthly supply.
Paper, of course, is typically not included; that’s on you.
Usage Monitoring
Many newer machines come with software that reports toner levels, tracks usage, and alerts your service provider if an issue arises. This helps ensure you’re always stocked and supported.
What’s Not Always Included—But Should Be Asked About
There are a few “gotchas” that can sneak into copier leases if you don’t ask the right questions.
Overage Charges
Your lease may include a certain number of pages per month, and if you exceed this limit, you’ll be billed at your “click rate.” Ensure you are aware of your monthly allowance and the consequences of exceeding it.
Early Termination Fees
Leases are contracts. If you cancel early, you may be required to purchase the remainder of the term or pay a cancellation penalty. Ask about early exit terms before signing anything.
Software or Cloud Integrations
Need to scan documents directly to Dropbox or route invoices through your accounting system? These features may require extra configuration or licensing fees.
Equipment Removal Fees
When your lease ends, who is responsible for removing the copier? Some vendors charge for removal or charge storage fees if you don’t act quickly. At AIS, we handle all removal as part of the lease closeout; no games.
Leasing vs. Buying: What’s Better for Your Business?
Let’s clear this up: Leasing isn’t “bad.” It just depends on your goals.
Leasing Pros
- Lower upfront cost
- Predictable monthly budget
- Service and supplies are often included
- Easy to upgrade every few years
Leasing Cons
- You don’t own the equipment
- The total cost may be higher over time
- Locked into a contract
Buying Pros
- Full ownership
- No monthly lease payment
- Better long-term savings for high-volume users
Buying Cons
- High upfront cost
- You handle service and maintenance separately
- Risk of using outdated tech if you don’t upgrade regularly
If your company is growing rapidly, values simplicity, or prefers to stay current with technology, leasing often makes more sense.
It allows you to pay for what you need now and upgrade later without substantial upfront investments.
Why Businesses Lease from AIS
We get it. Leasing a copier shouldn’t feel like signing a car lease you don’t understand. That’s why we do things differently.
Transparent Pricing
We walk every customer through the actual costs, no vague quotes or surprises. We explain what you’re paying for, why it matters, and how to keep your costs under control.
Local Support
AIS provides in-person service across Las Vegas and Southern California. If something breaks, you’re not calling a 1-800 number; you’re getting an honest technician who knows your account.
Flexible Options
We offer leasing plans across a variety of brands, features, and budgets. Whether you need one device or a whole fleet, we’ll help you choose the right model without pushing what you don’t need.
Final Thoughts: Ask the Right Questions Before You Sign
If you’re considering a copier lease, don’t stop at “What’s the monthly payment?” Ask:
- What’s included in the lease and what’s not?
- How many pages does this plan cover per month?
- What happens if I need to upgrade or cancel early?
- Who services the machine, and how fast do they respond?
The more you understand upfront, the better your decision will be.
Want a no-pressure copier lease quote? Contact AIS today. We’ll help you determine what you need, what you don’t, and what it'll actually cost, with zero sales fluff.
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