Are you on the hunt for a printer but can't get the thought of "How much will it cost?" out of your head? Don't worry, we get it! As a long-time print vendor, we know how important it is to address pricing upfront and transparently.
However, it's more complex than providing a straightforward number, as a printer's price can vary significantly based on your needs. From how much you print per month to how many people use the printer and whether you plan to lease or buy and pay for additional maintenance costs. It can be overwhelming, but fret not! We've got you covered.
As an informed buyer, it's essential to know how much to budget so you're not caught off guard when it's time to buy your office printer/copier.
Our guide provides:
- The main factors that determine the cost of a printer.
- Examples of monthly expenses based on print quantity and workgroup size.
- Monthly budget comparisons for leasing and purchasing options.
So, let's dive in and figure out what expenses to expect when buying a printer.
But first…We suggest that you always do your research before purchasing any copier machine. Many consumers buy one that can't handle their workload and end up with a costly replacement.
Educate yourself first to avoid this, and read our free Guide To Purchasing or Leasing a Printer to make an informed decision.
4 Factors that Determine the Cost of a Printer/Copier
We must note that the four factors that influence printer cost are not the only elements to consider when discussing the price of a printer.
The total cost of ownership (TCO) includes the initial cash purchase or base lease payment, usage fees (cost per print or copy), maintenance fees, and ongoing expenses such as supplies, services, energy usage, and security.
The TCO of a printer varies from consumer to consumer and depends on several components, such as the services or accessories you want to add.
To keep it simple, we will first discuss the four main factors that determine the cost of the machine itself:
1. Type of Printer
One of the most significant factors determining a printer's cost is the type of printer you choose. Generally, most offices have two types of printers: single-function and multifunction printers.
- Single-function printers are devices that can only print and are usually smaller and less expensive than multifunction printers.
- Multifunction printers, on the other hand, are larger machines that can print, copy, scan, and fax. They act as an all-in-one printing solution for offices that require a single machine to perform multiple tasks. Multifunction printers are more expensive since they offer additional features.
Choosing between a single-function or multifunction printer depends on your specific printing needs, budget, and whether you require more than just printing functionality.
Read our blog on multifunction printers and how they differ from regular printers to learn more.
2. Monthly Print Volume
The recommended monthly print volume refers to how much printing a machine can safely handle each month. Consequently, every printer available in the market will have a specific recommended monthly print volume listed under its primary specifications.
Knowing the estimated monthly print volume helps you select a printer that can handle your company's printing capacity rather than guessing. Additionally, the higher the recommended monthly print volume, the more expensive the printer. Thus, it is a crucial pricing factor for printers.
Read our blog on why print volume is important when choosing a printer to learn more.
3. Maintenance and Supplies
The third significant cost factor for printers is the supplies required to operate the machine and the parts needed to accomplish your printing objectives.
Supplies are included in the monthly payment you will make for the duration of your printer ownership if you take advantage of a maintenance plan.
Some consumers receive automatic toner shipments, typically costing around $6-30 per month, depending on the size of the machine, as part of their maintenance contract. Purchasing supplies like toner and ink cartridges can significantly contribute to the total cost of ownership.
Maintenance is usually included in your contract and serves as insurance for any repair issues during your ownership period.
4. Additional Accessories
The final pricing factor for your machine is the addition of extra features and accessories. These can range from print finishing options like stapling and hole punching to applications for your printer and additional paper trays.
Remember that adding accessories to your printer will increase its cost, often by a significant amount, depending on what you choose to add.
For more information on additional printer accessories, read these blogs:
- Pros and Cons of Printer Apps: Should You Invest?
- What Are Print Finishers and Should I Include Them?
- 6 Upgrades You Can Purchase for Your Printer
How Much Should You Expect to Pay for a Printer Based on Workgroup Size?
When working in an office or a business setting, sharing a printer with colleagues is expected. Workgroup size refers to the number of people who use one printer. We have simplified the cost structure for printers based on the monthly printing volume of three different workgroup sizes: small, medium, and large.
The figures in this section are solely based on the workgroup size and volume and do not include any additional accessories or maintenance plans. We want to help you understand the minimum amount you need to pay for a printer without any add-ons.
While additional accessories are popular, they are optional and not mandatory. The following price ranges apply to both leasing and purchasing options.
Small Teams
5 people or less. Or about 1,200 prints per month
Color Copier
$99 per machine per month
Black & White Copier
$79 per machine per month
Purchasing Price Range: $500 - $3,000
Medium-Sized Teams
10 people or less. Or about 5,000 prints per month
Color Copier
$265 per machine per month
Black & White Copier
$163 per machine per month
Purchasing Price Range: $4,500-$9,300
Large Teams
20 people or less. Or about 10,000 prints per month
Color Copier
$535 per machine per month
Black & White Copier
$322 per machine per month
Purchasing Price Range: $7,500 - $16,000
