What Does a Business Photocopier Cost?

Business photocopiers generally fall into three broad categories.

Small Office Photocopiers

Suitable for small businesses printing up to around 5,000 pages each month.

Typical purchase price:

£800–£2,000

These machines usually include:

• Printing

• Copying

• Colour scanning

• Wireless connectivity

• Automatic document feeder

Ideal for:

• Small businesses

• Start-ups

• Professional offices

• Retail premises

Medium Office Photocopiers

Designed for growing businesses with multiple users.

Typical purchase price:

£2,000–£6,000

Additional features often include:

• Faster print speeds

• Larger paper capacity

• Better finishing options

• Secure printing

• Cloud integration

• Higher monthly duty cycles

Suitable for:

• Schools

• Estate agents

• Accountants

• Solicitors

• Healthcare providers

Enterprise Photocopiers

Large multifunction devices designed for organisations with high print volumes.

Typical purchase price:

£6,000–£20,000+

Typical features include:

• High-speed colour printing

• Booklet production

• Stapling and hole punching

• Advanced workflow automation

• Departmental reporting

• Enhanced security controls

• Professional finishing

Often found in:

• Large offices

• Local authorities

• Universities

• NHS organisations

• Manufacturing businesses

Buying vs Leasing

Many businesses assume they need to buy a photocopier outright, but leasing has become one of the most popular options.

Buying

Advantages:

• You own the equipment.

• No finance agreement.

• Lower long-term costs if kept for many years.

Considerations:

• Large upfront investment.

• Equipment depreciates.

• Maintenance costs remain your responsibility.

Leasing

Advantages:

• Low monthly payments.

• Easier budgeting.

• Access to newer technology.

• Maintenance packages often available.

• Preserve cash flow.

For many organisations, leasing provides access to a higher specification machine than they could comfortably purchase outright.

Managed Print Services

Many businesses no longer purchase photocopiers in the traditional way.

Instead, they choose a Managed Print Service (MPS).

With Managed Print Services you typically pay a monthly fee that may include:

• Equipment

• Servicing

• Toner

• Parts

• Maintenance

• Remote monitoring

• Software updates

• Technical support

This approach gives predictable monthly costs while reducing unexpected repair bills.

Read our guide:
What Are Managed Print Services?

What Affects the Cost?

Several factors influence the price of a business photocopier.

Print Volume

The more pages your business prints, the larger and more capable the machine will need to be.

Colour or Mono

Colour devices generally cost more than monochrome models but provide greater flexibility for marketing materials, presentations and customer communications.

Print Speed

Devices range from around 20 pages per minute to well over 100 pages per minute.

Higher speeds generally increase purchase costs.

Finishing Options

Additional features such as:

• Stapling

• Hole punching

• Booklet making

• Folding

• Large paper trays

all add to the overall cost.

Security

Modern photocopiers often include features such as:

• PIN printing

• User authentication

• Secure document release

• Hard drive encryption

• Data overwrite

These are increasingly important for organisations handling sensitive information.

Don’t Forget Running Costs

The purchase price is only part of the overall cost.

You should also consider:

• Toner

• Paper

• Electricity

• Maintenance

• Repairs

• Replacement parts

• Downtime

• IT support

A cheaper machine can sometimes cost more over its lifetime if running costs are high.

Choosing the Right Photocopier

Rather than focusing solely on purchase price, it’s important to choose equipment that matches your business requirements.

Ask yourself:

• How many people will use the device?

• How many pages do you print each month?

• Do you need colour printing?

• Will you scan documents regularly?

• Do you need secure printing?

• Will the business grow over the next five years?

Answering these questions helps ensure you invest in a solution that delivers value over the long term.

Why Speak to an Independent Supplier?

Every organisation is different.

An independent supplier can assess your requirements and recommend the most suitable solution rather than simply selling the most expensive machine.

At Crown Procurement Services, we work with businesses across the UK to help them choose photocopiers, managed print services and workplace technology that meet both operational needs and budget requirements.

Whether you’re replacing a single office printer or reviewing your entire print infrastructure, our team can help you understand the options available.

Frequently Asked Questions

Can I lease a photocopier?

Yes. Leasing is one of the most common ways businesses acquire photocopiers, allowing predictable monthly payments without a large upfront cost.

How long should a business photocopier last?

Most business photocopiers have an expected lifespan of five to seven years, although this depends on usage and regular maintenance.

Is it cheaper to lease or buy?

Neither option is universally cheaper. Buying may reduce long-term costs for some businesses, while leasing offers flexibility, lower initial costs and easier budgeting.

What size photocopier do I need?

This depends on your monthly print volume, number of users and required features. A specialist supplier can recommend the most suitable device for your organisation.

Need Advice?

Choosing the right office photocopier isn’t just about finding the lowest price—it’s about selecting equipment that supports your business for years to come.

If you’re considering a new photocopier, upgrading your existing equipment or exploring Managed Print Services, Crown Procurement Services can provide independent, practical advice tailored to your organisation.

Contact Crown Procurement Services today to discuss the right solution for your business.