One of the most common questions businesses ask when upgrading their office equipment is, “How much does a copy machine cost?” Buying, leasing, or renting a copier depends on your organization’s specific needs, including print volume, functionality, and whether you plan to buy, lease, or rent it.
BDS has helped thousands of businesses across New England and Florida find affordable, high-performing copier and printer solutions. As an authorized dealer for Kyocera, Ricoh, Canon, Konica Minolta, Xerox, and HP, we specialize in matching companies with reliable equipment that enhances productivity while minimizing total printing costs.
Average Cost of a Copy Machine
Copy machine prices vary widely based on speed, features, and capacity. Here’s a general overview.
- Basic desktop copiers: $300 – $1,500
- Small businesses multifunction printers (MFPs): $1,500 – $5,000
- Mid-range office copiers: $5,000 – $10,000
- High-volume enterprise copiers: $10,000 – $25,000+
- Production and large-format printers: $25,000 – $100,000+
While a large business may need a copier with finishing options and workflow automation, a small office might only need a compact MFP for scanning and occasional printing.
Our team will assess your team’s workflow, print volume, and budget to recommend the right copier that will deliver long-term value.
Factors That Affect Copier Pricing
Several key factors influence copier pricing. Understanding these will help you make an informed decision.
1. Print Speed
Print speed, measured in pages per minute (PPM), is a major price driver.
- 20–30 PPM: Entry-level models for light use
- 30–60 PPM: Mid-range copiers for daily office use
- 60+ PPM: High-speed models for large organizations or print environments
The BDS team enables clients to avoid overpaying for excessive speed they don’t need – so you get the right level of performance for your actual needs.
2. Color vs. Black and White
A color copier typically costs more up front and has higher ongoing toner expenses than a monochrome copier. When it comes to brochures, marketing materials, or presentations for clients, color capabilities can prove worthwhile.
Our sales team can evaluate your print output to determine whether a monochrome or color copier will deliver the highest ROI for your business.
3. Features and Technology
Today’s multifunction copiers offer a wide range of features, such as:
- Duplex (two-sided) printing and scanning
- Secure printing and user authentication
- Wireless and mobile connectivity
- Cloud and document management integration
- Finishing options (staple, folding, booklet making)
Each added feature can increase the initial cost but also improve efficiency and reduce waste. BDS ensures you only pay for the capabilities you need.
4. Brand and Model
Brands like Kyocera, Canon, Ricoh, HP, Xerox, and Konica Minolta each offer unique strengths. BDS partners with print industry leaders to provide a variety of options at competitive prices — from energy-efficient desktop units to high-volume production systems.
5. New vs. Refurbished
Refurbished copier models can save you up to 60% compared to new models. Our certified technicians thoroughly test, clean, and inspect all equipment before refurbishing it. Each machine is backed by a warranty and local service support, ensuring reliable performance at a fraction of the cost.
The True Cost of Ownership
The purchase price is only part of the story. To understand the full cost of owning a copier, consider these ongoing expenses:
1. Toner, Supplies, and Consumables
Toner, drums, and paper can add up quickly. Typical per-page costs are:
- Black and white: $0.01–$0.03 per page
- Color: $0.05–$0.15 per page
BDS helps clients manage these expenses through automatic toner replenishment and print tracking software that reduces unnecessary printing.
2. Maintenance and Service Contracts
A well-maintained copier performs better and lasts longer. BDS offers comprehensive service and maintenance contracts that include parts, labor, and supplies. Our local technicians respond quickly to minimize downtime and keep your team productive.
Regular maintenance also prevents costly breakdowns, saving you money in the long term.
3. Energy and Paper Usage
Energy-efficient and duplex-enabled copiers reduce waste. BDS recommends ENERGY STAR-certified devices and sets duplex printing as the default option to save paper automatically.
Buying vs. Leasing a Copier
BDS offers flexible purchase, lease, and rental options to fit every business.
Buying
Buying a copier gives you full ownership and long-term cost control. It’s ideal for businesses with steady printing needs and available capital.
Advantages of buying through BDS:
- Access to competitive pricing on new and refurbished models
- Expert setup, configuration, and training
- Ongoing service and support from certified technicians
Leasing
Leasing is a cost-effective way to access high-quality copiers without the upfront investment. Monthly lease payments typically range from $100 to $900, depending on the model and features.
Benefits of leasing with BDS:
- Low upfront costs and predictable monthly payments
- Option to upgrade technology every 3–5 years
- Comprehensive maintenance and supplies include
- Flexible terms that align with your budget and business growth
Leasing through BDS ensures your team always has access to the latest copier technology without the concerns of depreciation or obsolescence.
Rentals
For short-term projects, events, or seasonal workloads, BDS provides copier rentals that deliver the performance you need without requiring a long-term commitment. Our rental packages include delivery, setup, and maintenance, allowing your team to focus on your business instead of managing equipment.
How BDS Helps Businesses Save on Copier Costs
BDS helps businesses reduce printing costs and improve efficiency. We accomplish this through:
1. Managed Print Services (MPS)
Our Managed Print Services program analyzes your printing environment, consolidates devices, and optimizes workflows to reduce waste and costs. BDS clients save 30% on annual print expenses.
2. Customized Equipment Recommendations
We don’t take a one-size-fits-all approach. Our experts assess your organization’s print volume, workflow, and document security requirements to recommend the most cost-effective machine, ensuring you never overspend on unnecessary features.
3. Local, Fast Service
With offices throughout Massachusetts, Connecticut, Rhode Island, New Hampshire, Maine, New York, and Florida, BDS provides local support and rapid service response times. This minimizes downtime and maximizes productivity, saving your business time and money.
4. Preventive Maintenance
BDS’s proactive maintenance keeps your copier running at peak performance, reducing costly repairs and extending its life span.
5. All-Inclusive Service Plans
Our service agreements cover parts, labor, toner, and maintenance — offering predictable monthly costs and peace of mind.
Choosing the Right Copier Partner
Whether you’re a small business looking for a compact copier or an enterprise needing a high-speed production system, BDS is your trusted partner. With over four decades of experience, we offer customized copier solutions tailored to your budget, performance goals, and sustainability standards.
Our experienced team will:
- Evaluate your current print environment
- Identify opportunities to save on equipment and supplies
- Recommend leasing or purchasing options that fit your budget
- Provide ongoing local service and technical support
Ready to lower office printing costs?
Contact BDS today to schedule a free copier assessment. Discover how our customized printing solutions can help your business save money, boost productivity, and stay ahead of the competition.
