The Copier Guy

Understanding Copier Rental Cost & Tips for Choosing the Best Plan

Copier Rental Cost

If you’re looking for a new copier for your office, you may be wondering how much it will cost to rent one.

The cost of renting a copier can vary depending on a number of factors, including:

  • Type of copier
  • Features of the copier
  • Length of the rental period
  • Your monthly usage

By the end of this article, you’ll have a better understanding of the factors that affect the cost of renting a copier, and make an informed decision about which copier package is right for your business.

Read Further: How Does a Copier Lease Work

Factors Affecting the Cost of Renting a Copier

The cost of renting a copier can vary depending on a number of factors, including the type of copier, the features it has, and the length of the rental period.

Here are some factors that can affect the cost of renting a copier:

Copier Machine Specs & Features

The copier brand, features and specs you choose will affect the cost of renting it. Here is some information to help you understand further.

Model of the copier

  • Old model with limited functionality, or
  • New and sophisticated model that is more future-proof

Type of copier

  • Colour copier (cost more), or
  • Black and white copier (cost less)

Condition of copier

  • Brand new copier (expensive in cost but low risk in breakdown), or
  • Reconditioned copier (recond) (cheaper with higher risk of breakdown), or
  • Used copier (cheapest but higher risk of breakdown)
  • Learn more about the comparison between new vs reconditioned copier

Technical specs

  • Speed, memory, storage size, etc
  • Check your needs with your supplier

Print load/volume

  • High-volume printing (heavy-duty machine that is more expensive), or
  • Medium to low printing (standard machine that is cheaper)

Additional features and add-ons

  • Wireless connection, built-in document feeder, paper size supported, duplex printing, etc
  • Check available features and add-ons based on your requirements

Copier Lease Terms

When renting a copier, there are a few lease terms that you should be aware of. Let’s explore some important terms.

Contract period

  • Contract period is the length of time that you will be leasing/renting the copier
  • Longer contract periods will typically offer lower monthly rental fees
  • However, it is important to weigh the cost savings of a longer contract period against the flexibility of being able to end the contract early if your needs change

Lease admin fees

  • Lease admin fees are fees charged by the copier rental company for late payment, annual fees, invoicing fees, and collection fees
  • These fees can vary depending on the rental company, so it is important to ask before you sign a lease agreement

Initial rental payments

  • Initial rental payments are payments that are made upfront when you lease a copier
  • These payments can vary depending on the copier rental company and the copier that you are leasing

Post-rent payments

  • Post-rent payments are payments that are made after the contract period has ended
  • These payments can include small payments to retain the title of the equipment or large balloon payments

Your Monthly Usage

The amount of usage you get out of the copier will also affect the cost. Depending on your usage (light or heavy usage), you will need to factor that into the cost.

Cost per copy or cost per page

  • This is the cost charged per copy or print made by the copier per month
  • The copier rental company will use a meter to measure the total number of prints and charge a separate usage fee

Black & white or colour print

  • The cost per copy/page will be different when printing black (cheaper) or colour (more expensive)
  • This is because colour ink is more expensive than black ink

Other Factors

Service and maintenance fees

  • These fees may vary depending on the level of service provided by the rental company
  • Some copier rental company includes these fees as part of their monthly rental fee

Cost of supplies such as toner and paper

  • These costs may vary depending on the usage and the type of supplies required.
  • Some copier rental companies may have included these in their monthly rental fee

It is important to compare these costs from different rental companies and to read the rental contracts carefully to get the best overall rental cost.

Copier Rental Cost Factors vs Your Business Needs

Business Needs Factors to Consider Explanation
High-volume printing
  • Heavy-duty machine (more expensive)
  • Cost per copy
  • Service and maintenance fees
Businesses with high-volume printing needs should consider a heavy-duty machine that can handle the workload. You should also consider the cost per copy and service and maintenance fees to ensure that the overall cost of renting a copier is within your budget.
Colour printing
  • Colour copier (cost more)
  • Cost per copy for colour prints
Businesses that require colour printing should consider a colour copier, which typically costs more than a black and white copier. You should also consider the cost per copy for colour prints to ensure that the overall monthly cost is still within your budget.
Limited budget
  • Black and white copier (cost less)
  • Reconditioned copier (cheap & reasonable risk of breakdown) or used copier (cheapest but higher risk of breakdown)
  • Medium to low printing machine (cheaper in cost)
  • Choose only necessary features and add-ons based on your requirements
Businesses with limited budgets should consider a black and white copier, which typically costs less than a colour copier. You may also consider a reconditioned or used copier, which is cheaper than brand new copier but come with a higher risk of breakdown. You should also choose only necessary features and add-ons to keep costs down.
Flexibility to change rental plan
  • Shorter contract periods
  • Lease admin fees, initial rental payments, post-rent payments
Businesses that require flexibility to change their rental plan should consider shorter contract periods, which offer more flexibility. You should also be aware of the different fees involved when starting or ending your contract to ensure that the overall cost makes business sense in the long run.

Read More: How To Calculate Copier Lease Rates

Types of Copier Rental Plans

There are a few different types of copier rental plans available, including:

  • Pay-as-you-go plans: These plans charge you based on the number of pages you print
  • Flat-rate plans: These plans charge you a set monthly fee, regardless of how many pages you print
  • Rent-to-own plans: These plans allow you to rent a copier with the option to buy it at the end of the lease term

Some rental companies may combine some of these plans to offer a more unique plan for your needs.

For example, The Copier Guy offers a unique combination of a flat-rate plan + pay-as-you-go plan. This unique combination comes with the following benefits:

  • Cheaper flat-rate monthly rental fee
  • Cheaper cost per copy/print based on your usage
  • Free monthly copies (the monthly usage will only start after you’ve finished your free copies)

Learn more about our copier rental plans.

Benefits of Renting a Copier (Instead of Buying)

There are several benefits to renting a copier instead of buying one, including:

  • Lower upfront cost
  • No need to worry about maintenance or repairs
  • Up-to-date technology
  • Flexibility to change your rental plan as needed

Read further

Tips to Save on Copier Rental Cost

If you’re considering renting a copier for your business, it’s important to compare different rental plans and rental company to find the best option for you.

You can use the following tips to help you find the best rental plan:

  • Get quotes from several copier rental providers
  • Compare the specs and features of the copiers that are offered
  • Compare the overall cost of rental (including monthly rental fee, usage cost and other admin fees)
  • Read the rental contracts carefully (learn how to negotiate your copier lease)

By following these tips, you can be sure to find the best copier rental plan for your business. If you are stuck with a copier contract that doesn’t serve you well, learn how to get out of your copier lease agreement.


Renting a copier is a smart move that brings a bunch of perks compared to buying one. With lower upfront costs, maintenance is taken care of hassle-free, and access to cutting-edge technology, you’re in for a smooth ride. Plus, renting offers the freedom to adapt to your ever-changing needs.

Just remember to keep an eye on important factors like copier specs, lease terms, monthly usage, service fees, and rental plans. Get quotes, compare options, and review contracts to find the perfect fit for your business and budget. It’s all about making an informed decision and maximizing your ROI.

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