2025 Business Printer & Copier Leasing Costs: What You Need to Know

If you're researching business printer or copier leasing options, you've likely discovered that finding transparent pricing information can be challenging. Many providers require consultations before revealing costs, making it difficult to budget effectively.

This comprehensive guide breaks down the actual costs of leasing business printers and copiers in 2025, covering everything from entry-level desktop models to high-volume production systems. We'll examine how different features affect monthly payments and help you determine the best value for your business needs.

Quick Answer: Average Monthly Leasing Costs

Desktop Multifunction (A4)
- Monthly Lease: $30–$90
- Speed: 25–35 ppm
- Ideal Print Volume: 1,000–5,000 pages/month
Small Workgroup MFP (A4)
- Monthly Lease: $80–$150
- Speed: 35–45 ppm
- Ideal Print Volume: 5,000–10,000 pages/month
Mid-Volume MFP (A3)
- Monthly Lease: $150–$300
- Speed: 45–60 ppm
- Ideal Print Volume: 10,000–25,000 pages/month
High-Volume MFP (A3)
- Monthly Lease: $300–$500
- Speed: 60–75 ppm
- Ideal Print Volume: 25,000–50,000 pages/month
Production Printers
- Monthly Lease: $500–$2,000+
- Speed: 75–150 ppm
- Ideal Print Volume: 50,000–500,000 pages/month

Key Factors That Determine Leasing Costs

1. Print Volume & Speed

Higher-speed devices cost more but are essential for busy environments.

Cost Impact:

25–35 ppm: Base price
36–45 ppm: +$30–$50/month
46–60 ppm: +$50–$100/month
61+ ppm: +$100–$300/month

2. Black & White vs. Color

Color devices cost 20–40% more than black-and-white models.

Example:

45 ppm B&W MFP: ~$180/month
45 ppm Color MFP: ~$250/month

3. Paper Size (A4 vs. A3)

Larger paper sizes increase costs by 30–50% over standard A4 devices.

4. Additional Functions & Features

Scanning: +$10–$25/month
Faxing: +$5–$15/month
Advanced finishing: +$20–$100/month
High-capacity trays: +$10–$30/month
Security features: +$5–$25/month
Workflow solutions: +$15–$50/month

5. Lease Term Length

Longer leases reduce monthly payments but increase total cost.

24 months: ~$460/month
36 months: ~$320/month
48 months: ~$250/month
60 months: ~$210/month

6. Service Agreement Inclusion

Most leases include service agreements covering maintenance, repairs, and supplies, usually adding $0.005–$0.02 per B&W page and $0.04–$0.08 per color page.

Detailed Cost Breakdown by Printer Category

Entry-Level Desktop Multifunction Printers (A4)

Lease: $30–$90/month
Examples: HP LaserJet Pro M428fdw, Ricoh IM 350F, Kyocera ECOSYS M3655idn, Lexmark MB3442adwe
Features: 25–35 ppm, basic scanning, 250–500 sheet capacity, limited finishing
Best For: Small offices or departmental use

Small Workgroup MFPs (A4)

Lease: $80–$150/month
Examples: Ricoh IM 430F, Kyocera ECOSYS M6635cidn, Lexmark XC4150, HP M480f
Features: 35–45 ppm, enhanced scanning, 500–1,000 sheet capacity, basic finishing
Best For: Small to medium-sized businesses

Mid-Volume MFPs (A3)

Lease: $150–$300/month
Examples: Ricoh IM C3000, Kyocera TASKalfa 3553ci, Epson AM-C4000
Features: 45–60 ppm, advanced scanning, 2,000+ sheet capacity, 11×17" printing
Best For: Medium-sized businesses

High-Volume MFPs (A3)

Lease: $300–$600/month
Examples: Ricoh IM C6000, Kyocera TASKalfa 7054ci, Epson WF-C21000
Features: 60–75 ppm, enterprise-level scanning, 4,000+ sheet capacity, advanced finishing
Best For: Large businesses with complex workflows

Production Printers

Lease: $500–$2,000+/month
Examples: Ricoh Pro C5300s, Ricoh Pro C7200
Features: 75–150 ppm, professional print quality, 10,000+ sheet capacity, advanced color management
Best For: In-house print shops or high-volume marketing departments

Understanding Service Agreements & Cost-Per-Page

Most leases include coverage for:

Maintenance and repairs
Replacement parts
Toner/ink supplies (excluding paper)
Technical support

Typical Cost-Per-Page Rates (2025):

Desktop MFP | $0.01–$0.015 | $0.08–$0.12 |
Workgroup MFP | $0.008–$0.012 | $0.06–$0.09 |
Mid-Volume MFP | $0.006–$0.01 | $0.05–$0.08 |
High-Volume MFP | $0.005–$0.008 | $0.04–$0.06 |
Production Printer | $0.004–$0.007 | $0.03–$0.05 |

Example Calculation:

Mid-range color MFP: $200/month lease
5,000 B&W pages @ $0.01 = $50
1,000 color pages @ $0.07 = $70
Total Monthly Cost: $320

Making an Informed Leasing Decision

Before signing a lease:

Understand your actual print volume and requirements
Get multiple quotes with detailed cost breakdowns
Review end-of-lease terms
Consider potential changes in print needs over time

The goal is to match equipment capabilities to your actual business needs.

Get the Right Printer or Copier Without Overpaying

Leasing is an investment. The right choice balances cost, functionality, and long-term efficiency. Elevated Group helps businesses find the perfect fit:

Transparent Pricing – Clear cost breakdowns, no surprises
Customized Solutions – Equipment tailored to your needs
Expert Guidance – 30+ years of industry experience

Frequently Asked Questions

Q: Can I upgrade mid-lease?
A: Many providers allow upgrades after 24–30 months on a 36-month lease.

Q: What if my print volume changes?
A: Significant increases may allow upgrades; decreases typically do not change your payments.

Q: Can I lease refurbished equipment?
A: Yes, 20–40% lower cost than new machines.

Q: How does my credit score affect leasing costs?
A: Strong business credit lowers rates; weaker credit may require a deposit or higher payments.

Q: Can multiple printers be included on one lease?
A: Yes, many providers offer multi-device leases for simplified billing.

Q: Are supplies included?
A: Lease payments cover equipment; supplies are billed separately in a service agreement.

Q: FMV vs. $1 Buyout leases—what’s the difference?
A: FMV leases have lower payments but require buying at fair market value or returning. $1 buyout leases cost more per month but let you purchase the equipment for $1 at lease end.

How Much Does It Cost to Lease a Business Printer? Pricing & Features