Recommended machine & monthly cost
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How copier leasing really works
Most office copiers and A3 multifunction printers (MFPs) are leased, not bought. A typical lease runs 36 to 72 months and has two separate parts: the equipment lease, which pays for the machine, and a service or cost-per-copy (CPC) agreement, which covers toner, parts, drums, labor and repairs, billed per page. Dealers often quote them as a single monthly number, which makes it hard to compare offers. This calculator splits them so you can see where your money goes.
The lease payment
The monthly payment depends on the equipment price, the term, the implicit interest rate and the residual value at the end. Leasing companies express this as a rate factor – for example 0.0215 means $21.50 per month for every $1,000 financed. A rate factor of 0.0215 on a 60-month lease corresponds to an interest rate of roughly 10 %. Always ask for the rate factor in writing; it is the fastest way to compare two quotes.
Monthly cost = lease payment + (B&W pages × B&W rate) + (color pages × color rate)
FMV lease vs $1 buyout
With a fair market value (FMV) lease the leasing company keeps a residual value, so payments are lower. At the end you return the machine, renew, or buy it at market value. With a $1 buyout lease you finance the full price and own the copier at the end for one dollar. FMV suits businesses that want new technology every few years; $1 buyout suits low-volume offices that keep machines for a long time.
Choosing the right copier speed
Machine size should follow your average monthly volume, not the maximum duty cycle. Manufacturers publish a maximum duty cycle (sometimes 150,000+ pages) that the machine can survive for one month, and a much lower recommended monthly print volume (RMPV) for daily use. Size for the RMPV.
| Monthly pages | Typical class | Best for |
|---|
| under 2,500 | 20 – 25 ppm desktop A4 MFP | Small office, 1 – 5 users |
| 2,500 – 6,000 | 30 – 35 ppm A3 MFP | Small business, 5 – 15 users |
| 6,000 – 12,000 | 40 – 45 ppm A3 MFP | Department, 15 – 30 users |
| 12,000 – 25,000 | 50 – 55 ppm A3 MFP | Busy office, schools |
| 25,000 – 50,000 | 60 – 70 ppm | Print rooms, legal and medical |
| 50,000 + | 75 ppm + production | Central reprographics |
Cost per copy contracts
Typical cost-per-copy rates in the US are about 0.8 – 1.5 cents for black-and-white and 5 – 9 cents for color pages. The contract usually includes a minimum monthly volume ("base") – if you print less, you still pay for the base. Check whether rates increase every year (3 – 10 % escalators are common), whether staples and paper are included, and how fast the technician must respond.
Lease or buy?
Buying is almost always cheaper in pure dollars because you avoid interest. Leasing wins when you want to preserve cash, need predictable monthly costs, or want to refresh the fleet regularly. In the US, both leased and purchased equipment may qualify for Section 179 or depreciation deductions; ask your accountant which structure suits your business.
Seven questions before signing
- What is the rate factor, and is the lease FMV or $1 out?
- Is the service agreement separate, and can it be cancelled independently?
- What are the B&W and color click rates, the minimum volume and the annual escalator?
- Is the lease non-cancellable, and what happens if we close or move?
- Who owns the hard drive data at the end, and is secure wipe included?
- What is the guaranteed technician response time?
- Does the lease auto-renew if we don't send notice 60 – 90 days before the end?
Frequently asked questions
How much does it cost to lease a copier per month?
A small desktop MFP typically leases for $40 – $90 per month, a 35 – 45 ppm A3 color copier for $120 – $250, and production machines for $400 or more – plus the per-page service charges.
What is a good cost per copy?
Roughly 0.8 – 1.5 cents per black-and-white page and 5 – 9 cents per color page are common for service contracts in the US, depending on volume and region.
Can I cancel a copier lease early?
Most copier leases are non-cancellable. Ending early usually means paying the remaining payments or rolling the balance into a new lease. Read the termination clause carefully.
Is it better to lease or buy a copier?
Buying is cheaper over the life of the machine; leasing preserves cash, bundles upgrades and gives predictable costs. The calculator shows the difference for your numbers.
What is a rate factor?
A rate factor is the monthly payment divided by the amount financed. For example, a 0.022 factor on $10,000 equals $220 per month.
About LeaseLens
LeaseLens is an independent, free calculator that helps small businesses, schools and offices understand the true cost of leasing or buying a copier or multifunction printer (MFP). We are not a dealer, leasing company or manufacturer and receive no commissions on leases.
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The methodology combines widely published engineering rules of thumb, manufacturer data sheets and the electrical code practices that installers use every day. We review the assumptions regularly and update the calculator when typical product specifications change.
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Last updated: October 28, 2026
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