How Much Does a Printer/Copier Cost?

Submitted by Karla Metzler on Wed, 02/07/2024 - 14:55


Are you on the hunt for a printer but can't get the thought of "How much will it cost?" out of your head? Don't worry, we get it! As a long-time print vendor, we know how important it is to address pricing upfront and transparently.

However, it's more complex than providing a straightforward number, as a printer's price can vary significantly based on your needs. From how much you print per month to how many people use the printer and whether you plan to lease or buy and pay for additional maintenance costs. It can be overwhelming, but fret not! We've got you covered.

As an informed buyer, it's essential to know how much to budget so you're not caught off guard when it's time to buy your office printer/copier.  

Our guide provides:

  • The main factors that determine the cost of a printer.
  • Examples of monthly expenses based on print quantity and workgroup size.
  • Monthly budget comparisons for leasing and purchasing options.  

So, let's dive in and figure out what expenses to expect when buying a printer.

But first…We suggest that you always do your research before purchasing any copier machine. Many consumers buy one that can't handle their workload and end up with a costly replacement.

Educate yourself first to avoid this, and read our free Guide To Purchasing or Leasing a Printer to make an informed decision.     

4 Factors that Determine the Cost of a Printer/Copier

We must note that the four factors that influence printer cost are not the only elements to consider when discussing the price of a printer.  

The total cost of ownership (TCO) includes the initial cash purchase or base lease payment, usage fees (cost per print or copy), maintenance fees, and ongoing expenses such as supplies, services, energy usage, and security.

The TCO of a printer varies from consumer to consumer and depends on several components, such as the services or accessories you want to add.

To keep it simple, we will first discuss the four main factors that determine the cost of the machine itself:

1. Type of Printer 

One of the most significant factors determining a printer's cost is the type of printer you choose. Generally, most offices have two types of printers: single-function and multifunction printers.

  • Single-function printers are devices that can only print and are usually smaller and less expensive than multifunction printers.
  • Multifunction printers, on the other hand, are larger machines that can print, copy, scan, and fax. They act as an all-in-one printing solution for offices that require a single machine to perform multiple tasks. Multifunction printers are more expensive since they offer additional features.

Choosing between a single-function or multifunction printer depends on your specific printing needs, budget, and whether you require more than just printing functionality.

Read our blog on multifunction printers and how they differ from regular printers to learn more.    

2. Monthly Print Volume   

The recommended monthly print volume refers to how much printing a machine can safely handle each month. Consequently, every printer available in the market will have a specific recommended monthly print volume listed under its primary specifications.   

Knowing the estimated monthly print volume helps you select a printer that can handle your company's printing capacity rather than guessing. Additionally, the higher the recommended monthly print volume, the more expensive the printer. Thus, it is a crucial pricing factor for printers.

Read our blog on why print volume is important when choosing a printer to learn more.     

3. Maintenance and Supplies 

The third significant cost factor for printers is the supplies required to operate the machine and the parts needed to accomplish your printing objectives.

Supplies are included in the monthly payment you will make for the duration of your printer ownership if you take advantage of a maintenance plan.

Some consumers receive automatic toner shipments, typically costing around $6-30 per month, depending on the size of the machine, as part of their maintenance contract. Purchasing supplies like toner and ink cartridges can significantly contribute to the total cost of ownership.   

Maintenance is usually included in your contract and serves as insurance for any repair issues during your ownership period.    

4. Additional Accessories  

The final pricing factor for your machine is the addition of extra features and accessories. These can range from print finishing options like stapling and hole punching to applications for your printer and additional paper trays.

Remember that adding accessories to your printer will increase its cost, often by a significant amount, depending on what you choose to add.

For more information on additional printer accessories, read these blogs:   

How Much Should You Expect to Pay for a Printer Based on Workgroup Size?

When working in an office or a business setting, sharing a printer with colleagues is expected. Workgroup size refers to the number of people who use one printer. We have simplified the cost structure for printers based on the monthly printing volume of three different workgroup sizes: small, medium, and large.

The figures in this section are solely based on the workgroup size and volume and do not include any additional accessories or maintenance plans. We want to help you understand the minimum amount you need to pay for a printer without any add-ons.  

While additional accessories are popular, they are optional and not mandatory. The following price ranges apply to both leasing and purchasing options.  

Small Teams

5 people or less. Or about 1,200 prints per month

Color Copier

$99 per machine per month

Black & White Copier

$79 per machine per month


Purchasing Price Range: $500 - $3,000

Xerox Multifunction / All-in-One Laser Printers for Medium Sized Teams

Xerox Multifunction / All-in-One Laser Printers for Small Teams

Medium-Sized Teams

10 people or less. Or about 5,000 prints per month

Color Copier

$265 per machine per month

Black & White Copier

$163 per machine per month


Purchasing Price Range: $4,500-$9,300

Large Teams

20 people or less. Or about 10,000 prints per month

Color Copier

$535 per machine per month

Black & White Copier

$322 per machine per month


Purchasing Price Range: $7,500 - $16,000

Xerox Multifunction / All-in-One Laser Printers for Large Teams

The numbers provided are estimates designed to help you understand the potential cost of a printer based on the size and volume of a workgroup.

Many factors go into the total cost of an office machine, including the type of printer you're getting, your monthly print volume, maintenance, supplies, and any additional accessories or digital solutions you might want.

Printer prices will not be the same at every vendor, print provider, or retail store you choose from. Each situation is different, and there are hidden costs, such as property taxes and insurance fees, that you might incur during your ownership of a printer.    

When leasing or purchasing a printer, consider the relevant workgroup size and use the prices in this article as a starting point.


Monthly Printer Payment Structure    

In the previous sections, we talked about the factors that determine the price of a printer and showed you the approximate cost of a printer without a maintenance plan. Now, let's incorporate the maintenance fees to create a monthly expense plan for your printer.

Remember that the total cost of owning a printer includes the initial cash purchase or base lease payment, usage fees (cost per print or copy), and maintenance fees.

Whether you buy or lease a printer, you can invest in a maintenance plan. After purchasing a printer, it is crucial to be aware of the ongoing costs of printing and maintenance.

Purchasing Option   

If you opt to purchase your machine, below is what you can expect to see on your monthly invoice:    

  1. Maintenance Fee: Around $10-$30 per month  
  2. Black-and-White Prints: Around $0.0079-$0.03 per page  
  3. Color Prints: Around $0.05 - $0.30 per page   

Leasing Option   

If you decide to lease your machine, below is what you can expect to see on your monthly invoice:     

  1. Base Lease Payment: Around $79-$535 per month  
  2. Maintenance Fee: Around $10-$30 per month  
  3. Black-and-White Prints: Around $0.0079 - $0.03 per page  
  4. Color Prints: Around $0.05 - $0.30 per page    

The cost of a printer/copier varies depending on the machine type, supplies, and type of prints you make.

However, you can use these estimates as a starting point to figure out your monthly expenses, including maintenance, usage, and base lease payment, if you opt for leasing.

If you need clarification on whether leasing or purchasing a printer/copier is the right choice, check out our blog on leasing vs. purchasing a printer/copier.  


Monthly Payment Examples (Leasing vs. Purchasing)

Now, let's compare example monthly payment plans for leasing and purchasing side by side.

Monthly Payment Plan (Leasing)

Your company leased a new copier. Congrats!

Your base lease payment for the copier is $100.

You also have a $12 monthly maintenance fee.

The first month you print 100 black and white papers, which are $0.01 each.

You also print 100 color papers, which are $0.07 each.

$100 + $12 + $100(.01) + 100(.07) = $120 per month

Monthly Payment Plan (Purchase)

Your company purchased a new copier. Congrats! You have a $12 monthly maintenance fee.

The first month you print 100 black and white papers, which are $0.01 each.

You also print 100 color papers, which are $0.07 each.

$12 + 100(.01) + 100(.07) = $20 per month.

Ready to Purchase a Printer?

By reading this guide, you've gained more knowledge about the general costs of printers. You are on the right path toward making the most informed buying decision possible.

The price ranges provided above are estimates of what you might expect to pay when purchasing or leasing a new machine. Make sure to consider the amount of cash or lease payments you are willing to spend, the service plan you prefer, and the expected usage of your printer. Considering all these factors will help you make a purchasing decision you won't regret later.

However, it would be best to customize your machine to determine the exact cost for the specific printer you want. Our product configurator can help you achieve that.

You can target a specific printer by selecting specifications like printing speed, price range, and paper size to ensure the ideal printer matches your requirements. Once you've chosen the machine you want and configured your options (if available), you can input your checkout information, and a business consultant will reach out promptly to finalize your purchase.

If you have any further questions about purchasing options or printer costs, please get in touch with us. Our experienced printer technicians can help you find the right solutions.