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 specific business needs.

Quick Answer: Average Monthly Leasing Costs

If you're looking for quick numbers, here's an idea of what businesses usually pay to lease printers and copiers:

• Desktop Multifunction (A4) printers usually cost between $30 and $90 per month. These models print at speeds of 25-35 pages per minute (ppm) and are best for businesses with a monthly print volume between 1,000 and 5,000 pages.
  
  

• Small Workgroup Multifunction Printers (MFPs, A4) typically range from $80 to $150 a month. They print at 35-45 ppm and are suited for businesses that print 5,000 to 10,000 pages per month.
  
  

• Mid-Volume Multifunction Printers (MFPs, A3) cost about $150 to $300 per month. These printers handle speeds of 45-60 ppm and are ideal for businesses with a monthly print volume between 10,000 and 25,000 pages.
  
  

• High-Volume Multifunction Printers (MFPs, A3) range from $300 to $500 per month. They print at speeds of 60-75 ppm, and are typically needed by businesses with a higher monthly print volume of 25,000 to 50,000 pages.
  
  

• Production Printers are the most expensive, costing anywhere from $500 to $2,000 or more per month. These models print at speeds between 75-150 ppm and are designed for businesses that need to print 50,000 to 500,000 pages each month.

Note: These prices reflect 36-month lease terms with standard features. Additional functionality will increase costs.

Key Factors That Determine Your Leasing Costs

The monthly price of your printer or copier lease depends on several critical factors:

1. Print Volume & Speed

Print speed, measured in pages per minute (ppm), significantly impacts lease costs. Higher-speed devices command premium prices but can be essential for busy environments.

Cost Impact Breakdown:

• Basic (25-35 ppm): Base price

• Medium (36-45 ppm): +$30-50/month

• Fast (46-60 ppm): +$50-100/month

• High-Speed (61+ ppm): +$100-300/month

2. Black & White vs. Color Capability

Color-capable devices typically cost 20-40% more than their black-and-white counterparts due to more complex printing mechanisms and higher maintenance requirements.

Example Price Comparison:

• 45 ppm Black & White MFP: ~$180/month

• 45 ppm Color MFP: ~$250/month

3. Paper Size (A4 vs. A3)

Printers handling larger paper sizes (A3/11×17") cost significantly more than standard letter/legal (A4) devices.

Cost Difference:

• A4/Letter only printers: Base price

• A3/11×17" capability: +30-50% to monthly cost

4. Additional Functions & Features

Each additional feature increases your monthly payment:

• Scanning capability: Adds $10 to $25 per month

• Faxing: Adds $5 to $15 per month

• Advanced finishing (e.g., stapling, booklet making): Adds $20 to $100 per month

• High-capacity paper trays: Adds $10 to $30 per month

• Enhanced security features: Adds $5 to $25 per month

• Advanced workflow solutions: Adds $15 to $50 per month

5. Lease Term Length

The length of your lease significantly impacts monthly payments:

• 24-month lease: Highest monthly payment

• 36-month lease: Standard term, moderate payment

• 48-month lease: Lower monthly payment

• 60-month lease: Lowest monthly payment (but highest total cost)

Example: A $10,000 machine on different terms:

• 24 months: ~$460/month

• 36 months: ~$320/month

• 48 months: ~$250/month

• 60 months: ~$210/month

6. Service Agreement Inclusion

Most business printer leases include service agreements covering maintenance and supplies. These typically add $0.005-$0.02 per black page and $0.04-$0.08 per color page to your monthly costs.

Detailed Cost Breakdown by Printer Category

Entry-Level Desktop Multifunction Printers (A4)

Monthly Lease Range: $30-$90 Popular Models:

• HP LaserJet Pro M428fdw: $35-45/month

• Ricoh IM 350F: $40-55/month

• Kyocera ECOSYS M3655idn: $50-70/month

• Lexmark MB3442adwe: $40-60/month

Features at This Price Point:

• 25-35 pages per minute

• Basic scanning and copying

• Standard paper capacity (250-500 sheets)

• Modest monthly duty cycles (up to 5,000 pages)

• Limited finishing options

Best For: Small offices or individual departmental use with low to moderate print volumes.

Small Workgroup Multifunction Printers (A4)

Monthly Lease Range: $80-$150 Popular Models:

• Ricoh IM 430F: $85-110/month

• Kyocera ECOSYS M6635cidn: $90-120/month

• Lexmark XC4150: $100-140/month

• HP Color LaserJet Enterprise MFP M480f: $110-145/month

Features at This Price Point:

• 35-45 pages per minute

• Enhanced scanning features (higher speed, OCR)

• Larger paper capacity (500-1,000 sheets)

• Moderate monthly duty cycles (up to 10,000 pages)

• Basic finishing options (stapling)

Best For: Small to medium-sized businesses or busy departments with moderate print volumes.

Mid-Volume Multifunction Printers (A3)

Monthly Lease Range: $150-$300 Popular Models:

• Ricoh IM C3000: $160-220/month

• Kyocera TASKalfa 3553ci: $180-250/month

• Epson WorkForce Enterprise AM-C4000: $150-200/month

Features at This Price Point:

• 45-60 pages per minute

• Advanced scanning and document processing

• Large paper capacity (2,000+ sheets)

• Higher monthly duty cycles (up to 25,000 pages)

• More finishing options (multi-position stapling, hole punch)

• 11×17" (A3) printing capability

Best For: Medium-sized businesses with significant document workflow needs.

High-Volume Multifunction Printers (A3)

Monthly Lease Range: $300-$600 Popular Models:

• Ricoh IM C6000: $320-420/month

• Kyocera TASKalfa 7054ci: $350-450/month

• Epson WorkForce Enterprise WF-C21000: $300-600/month

Features at This Price Point:

• 60-75 pages per minute

• Enterprise-level scanning and document management

• High-capacity paper handling (4,000+ sheets)

• Heavy-duty cycles (up to 50,000 pages/month)

• Advanced finishing (booklet making, tri-folding, etc.)

• Enhanced security features

Best For: Large businesses with high-volume printing needs and complex document workflows.

Production Printers

Monthly Lease Range: $500-$2,000+ Popular Models:

• Ricoh Pro C5300s: $700-1200/month

• Ricoh Pro C7200: $1,500-$3,000/month

Features at This Price Point:

• 75-150 pages per minute

• Professional print quality

• Massive paper capacity (10,000+ sheets)

• Extremely high duty cycles (100,000+ pages/month)

• Professional finishing options

• Advanced color management

Best For: In-house print shops, marketing departments, or businesses with production-level printing requirements.

Understanding Service Agreements & Cost-Per-Page

Most business printer leases include service agreements that cover:

• All maintenance and repairs

• Replacement parts

• Toner/ink supplies (excluding paper)

• Technical support

These agreements typically use a cost-per-page model:

Typical Cost-Per-Page Rates (2025):

• Desktop Multifunction Printers (MFPs):

  • Black & White: $0.01 to $0.015 per page

  • Color: $0.08 to $0.12 per page

• Workgroup Multifunction Printers (MFPs):

  • Black & White: $0.008 to $0.012 per page

  • Color: $0.06 to $0.09 per page

• Mid-Volume Multifunction Printers (MFPs):

  • Black & White: $0.006 to $0.01 per page

  • Color: $0.05 to $0.08 per page

• High-Volume Multifunction Printers (MFPs):

  • Black & White: $0.005 to $0.008 per page

  • Color: $0.04 to $0.06 per page

• Production Printers:

  • Black & White: $0.004 to $0.007 per page

  • Color: $0.03 to $0.05 per page

These rates give businesses a clear idea of how much they can expect to pay for printing services as part of their lease agreement.

Example Monthly Cost 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

When considering the cost of leasing a business printer or copier, remember that the monthly payment is just one factor in the total cost of ownership. The right equipment can improve productivity and reduce total document costs despite a higher lease payment.

Before signing any lease agreement:

• Clearly understand your actual print volume and requirements

• Get multiple quotes with detailed breakdowns of all costs

• Read the fine print regarding end-of-lease terms

• Consider how your printing needs might change over the lease term

For most businesses, the ideal approach is finding the sweet spot where equipment capabilities match your needs.

Get the Right Printer or Copier Without Overpaying

Leasing a business printer or copier is an investment, and making the right choice means balancing cost, functionality, and long-term efficiency. The wrong lease could cost your business thousands in unnecessary fees and underused features.

Elevated Group helps businesses find the perfect fit—ensuring you get the right equipment at the right price, without hidden costs or complex lease terms.

• Transparent Pricing – No surprises, just clear cost breakdowns.

• Customized Solutions – Equipment that matches your actual needs.

• Expert Guidance – 30+ years of industry experience helping businesses save.

Not sure which printer or copier is right for you? Contact us today for a free print assessment and get expert advice before you lease.

Frequently Asked Questions

Q: Can I upgrade my equipment mid-lease?
A: Many leasing companies offer upgrade options after 24-30 months on a 36-month lease, though this often extends your lease term.

Q: What happens if my printing needs change dramatically?
A: If your volume increases significantly, you may be able to upgrade. If it decreases, you're typically still responsible for the agreed payments.

Q: Is it possible to lease refurbished equipment?
A: Yes, refurbished or remanufactured equipment leases can cost 20-40% less than new equipment.

Q: How does my credit score affect leasing costs?
A: Better business credit typically means lower rates. New businesses or those with challenged credit may need to provide a security deposit or accept higher rates.

Q: Can I include multiple printers on one lease?
A: Yes, most leasing companies allow multiple devices on one master lease, often simplifying billing and management.

Q: Are supplies included in the lease payment?
A: The lease payment covers just the equipment. Supplies are typically covered under a separate service agreement with cost-per-page billing.

Q: What's the difference between FMV (Fair Market Value) and $1 buyout leases?
A: FMV leases have lower payments but require you to buy the equipment at fair market value or return it at lease end. $1 buyout leases have higher payments but let you purchase the equipment for $1 when the lease ends.