- 1 Short Term Photocopier Hire
- 2 Long Term Photocopier Hire
- 3 Who Owns the Copier at the Contract End?
- 4 Photocopier Hire Costs
- 5 Low Volume Machines
- 6 Medium Volume Copiers
- 7 High Volume Photocopiers
- 8 What Impacts the Cost?
- 9 Resolution of Prints
- 10 Full Colour or Black and White Copier?
- 11 Speed of Printing
- 12 Paper Capacity
- 13 Hire a Copier with Ease
Having a photocopier in the office is essential for many businesses, but is it essential to dig deep into your business’ budget to actually buy the copier? Fortunately, there are renting, leasing and financing options widely available from copier suppliers meaning you can find the route that best suits your business’s needs, budget and timescale. We are going to take a closer look at the options and costs involved so you can find the best route for your business.
Why hire a copier? With a high volume photocopier costing between £5,000 and £10,000 to buy, you could be dealing with a far more manageable price tag of a couple of hundred pounds per month to rent or lease instead.
Hiring a photocopier is a great option for businesses who require a photocopier for a short period of time. Of course, you won’t want to splash out large amounts for a piece of equipment you’ll only utilize for a couple of weeks in a year and there’s no use in the photocopier collecting dust in the corner, so instead you could hire a copier for only the period you will be using it. Maybe you have an event coming up or it’s time to complete annual paperwork or exams, whatever the reason, hiring a copier could be the best option.
Rental is best when you are in need of a short term photocopier solution as the contracts work on a month by month basis, are very flexible and allow you to easily return, upgrade or downgrade the machine. You also don’t have to worry about any repairs or servicing as that will be covered by the copier supplier. Photocopier hire costs can vary greatly from £10 per month for basic low volume models up to £300 per month for top of the range high volume models.
When you need a photocopier for a longer amount of time you can also rent or lease a copier. There are a couple of differences between renting and leasing so it depends on your personal preference. Both can be used as long term options, although:
Renting is more flexible so is great if you want to avoid binding contracts and long term commitments. It is also a good option if you are unsure of your photocopying volume for the future as large fluctuations can mean buying or leasing a copier is out of the question. However, renting works on a month to month basis so the prices are subject to change.
Leasing involves a legal contract that you will not be able to cancel unless you pay the outstanding balance. Leasing is a great long term option for businesses who are stable, confident and have consistent copying requirements. Generally, a lease contract has a set monthly rate payable for usually a 3 or 5 year period, although it can be longer, and you will be offered the chance to buy the photocopier at the end of the contract. This makes it a good option for businesses who do not have the necessity or financial means to buy the copier now but would like to in the future.
The best route for you really depends on your budget and requirements. To help you decide which is the best option for you, below are the advantages and disadvantages of each.
|Short term (month to month contract)||The equipment is being hired to you, you do not own it|
|Very flexible in terms of rental period, return policies, upgrades, downgrades and early cancellations.||Not as cost-effective as leasing in long term situations|
|Perfect for use during high volume periods such as special events or annual paperwork|
|100% tax deductible|
|Fixed rate contract||Longer contract|
|Spreads the cost over a long period of time||Agreement terms are strict meaning you won’t be able to easily cancel, upgrade or downgrade the machine unless you are at the end of the contract|
|Potential to own the copier at the end of the agreement||There are charges for terminating the contract early|
|Cost effective for long term situations|
|100% tax deductible|
|You have ownership of the copier||The value of the copier will depreciate as time goes on|
|There are no contracts||Initial investment is high|
|You have control over the supplies||All maintenance costs will fall to you (many copier owners choose to have a maintenance contract)|
|Tax deductions (You can claim 40% of the total price against tax on year 1 and after that you can claim 25% of the remaining balance)|
If you hire a copier via renting, the copier is not and will not be owned by you no matter how long you rent it for. You are paying to use the copier and for the services specified within the contract e.g. repair and maintenance. This is why some businesses sway towards leasing because you may purchase the copier for a reduced price at the end of a lease contract.
By leasing instead of buying it gives you 3 – 5 years to use the photocopier for a monthly cost before you then take over ownership for a much lower cost. It is a long term investment that ends in ownership if that is what you would like, if you would prefer not to own the machine you can either return the copier at the end of the contract or exchange it for another model and start a new lease contract or you can return it and hire or buy another copier elsewhere.
Now we know the key features of each route, let’s compare the costs. Cost is largely determined by the volume and features of the model, however we can provide a rough guideline using the volume category. There are three main categories of copier available; low, medium and high. Low volume models produce up to 5,000 copies per month, medium volume produce between 5,000 and 40,000 per month and high volume produce upwards of 40,000 copies per month. Use these figures as a guideline to determine which copier category you will require.
Low volume models tend to be compact with basic features and the ability to print 20 pages per minute. A low volume model suitable for use within a small office would cost around £1,000 to buy. You can hire a low volume photocopier for around £20 per month and you can lease a similar model for around £30 per month.
Photocopier models within this category are suited to mid-sized businesses as they are able to print faster, at a speed of around 40 pages per minute, and have more features, increasing the functionality and efficiency. A medium volume copier would cost between £1,000 and £4,500 to buy. You can hire a medium volume photocopier for around £90 per month or lease one for around £100 per month.
The high volume photocopiers are perfect for large businesses who have continuously high demand printing requirements. The large jobs can be handled with ease using a high volume copier as they can work at speeds of over 100 prints per minute. It will cost between £5,000 and £10,000 to buy a high volume copier. You can hire one for £300+ or lease one for £200+ per month.
|Volume||Monthly Copies||Rent (monthly cost)||Lease (monthly cost)||Buy|
|Low Volume||> 5,000||£20||£30||> £1,000|
|Medium Volume||5,000 – 40,000||£90||£100||£1,000 – £4,500|
|High Volume||40,000 +||£300 +||£200+||£5,000 +|
|Cost of hiring for a 3 year period|
|High Volume||£10,800 +||£7,200 +|
Leasing tends to be the cost spread out over a set period of time, so if you are leasing for 5 years the cost per month will be small but you’ll be contracted to pay that every month for 5 years. The above prices are just a rough guide, the rule of thumb is generally the longer the contract the more cost effective it is to lease.
The cost of a photocopier varies depending on several features. You need to hire photocopier models that suit your needs in order to experience the best prices and most efficient usage. We already know that the copier volume has an effect on the price, but that is not the only consideration that needs to be made. The below factors can also have an effect on the price of the copier:
Each copier has its own print quality, this is measured in dots per inch and displayed as DPI in the specifications. A good resolution seen most commonly used for standard day to day copying and printing is 600 x 600 DPI which produces clear prints. The print resolution may be 1,200 DPI which is a higher quality and producer crisper, cleaner prints which are great for printing promotional material and images. The highest resolution on standard copiers is 2,400 DPI which produces clean, professional and detailed prints ideal for photographers, architects and graphic designers. Unless you are copying and printing highly detailed graphs, drawings etc. you probably do not need to fork out for a super high resolution copier so keep your eye on the DPI.
A colour copier is going to cost more than a black and white only copier. It will also be more expensive to run a colour copier due to the need for more, and often pricier, ink cartridges. Colour copying and printing is ideal for producing eye catching images and prints but if you are usually working with black and white text documents you may be able to save money by choosing a black and white photocopier.
This usually comes hand in hand with the volume as higher volume copiers tend to work at higher speeds. However, if the print speed is important for your business then make sure you keep an eye on the prints per minute figure shown in the specifications. Copier speeds vary from 20 prints per minute to more than 100 prints per minute.
This refers to the amount of paper the copier can hold, if you have a lot of large jobs that need to be handled you should ensure the paper capacity is high to avoid the job pausing and backing up the printing log due to the paper tray being empty. Ultimately, you don’t want to be topping up the paper tray multiple times a day, the copier should be able to handle the workload without continuous human intervention. There are often options available to upgrade the paper capacity if necessary but this will come at an upgrade fee.
When talking about paper, also think about the paper sizes you use. Many photocopiers are standard A4 but you can get A3 photocopiers too. The A3 copiers tend to cost more and are often found in the medium to high volume categories.
We’ve just overviewed the factors that impact the price of a copier, many businesses find that when they hire a copier instead of buying one they are able to utilize newer and more advanced models thanks to the lower prices that are offered. Hiring a copier has its advantages and we hope this article has shown you some of them. If you are interested in hiring or leasing a copier, the best way to do this is to request a quote from a couple of trusted companies so you can get an idea of the average asking price. You can then compare the quotes, photocopier models and agreement terms of each and decide which suits your business better. Remember that rental contracts are month to month and flexible whereas lease contracts are usually 3 to 5 years and have fixed terms.