How Much Should You Spend on a Business Printer or Copier? A Practical Guide

So, your office printer has finally given up the ghost, and now you're stuck Googling "how much does a new business printer cost?" while your employees quietly panic about their unprinted reports. Fear not! Whether you're a small startup, a growing business, or an enterprise with major printing needs, this guide will help you find the perfect printer (without breaking the bank or losing your sanity).

First Things First: What Type of Printer Do You Need?

Before we talk dollars, let’s figure out what type of printer or copier is right for your business. Here are your main options:

1. Inkjet Printers

• Best for: Small businesses with low print volumes, small teams needing high-quality color prints
• Pros: Lower upfront cost, great for photos and color printing
• Cons: Slower than laser printers, ink can be pricey

2. Laser Printers

• Best for: Offices that print a lot of black-and-white documents
• Pros: Fast printing, lower cost per page, very durable
• Cons: Higher upfront cost, not ideal for color prints

3. Multi-function Printers (MFPs)

• Best for: Businesses needing scanning, copying, faxing, and printing all in one machine
• Pros: Saves space, great for workflow efficiency, can handle high volume printing, can integrate with cloud storage
• Cons: Can be expensive, may require employee training if using an advanced model

4. Commercial Copiers & Production Printers

• Best for: Large offices, print-heavy businesses, print shops
• Pros: High-speed, high-volume, lower cost per print in the long run, great print quality
• Cons: Heavy upfront investment, maintenance can be complex

How to Choose the Right Printer or Copier for Your Business

Now that you have an idea of the types available, let’s talk about how to choose the best one for your needs.

1. Calculate Your Monthly Print Volume

How much do you actually print? If your office only prints a few hundred pages a month, a simple laser or inkjet printer will do. If you're printing thousands of pages, you’ll need an MFP (Multifunction) or commercial copier.

2. Consider the Total Cost of Ownership (TCO)

The upfront cost of the printer is just one part of the equation. Here’s what else to factor in:

• Ink & Toner Costs – Inkjet cartridges can be expensive over time, while toner lasts longer but has a higher upfront cost.
• Maintenance & Repairs – Some high-end printers require service contracts.
• Energy Usage – Larger printers use more power, so check energy efficiency ratings.

3. Do You Need Advanced Features?

Some printers and copiers come with fancy features like cloud printing, mobile integration, automatic duplex (double-sided) printing, and security options. Make sure you’re paying for features you’ll actually use.

4. Lease or Buy?

Buying: Best if you want to own the equipment and have full control.

Leasing: Good for businesses that need a high-end copier but don’t want to invest a large amount upfront. Leasing also often includes maintenance.

Here is a sample breakdown of what a lease could look like for a 60 month lease with a managed service package.

Managed Print Services 60 Month Lease

When leasing a printer or copier under a Managed Print Services (MPS) agreement, your monthly costs typically include the price of the device (i.e printer, copier) spread across the lease term and the cost per page for black & white and color prints. For this example I will use a Lexmark Multi-Function Laser Printer (Color).

• Lexmark Multi-function Laser Printer (Color) - $6575.81
• Black & White Pages (Cost Per Page) - $0.01
• Color Pages (Cost Per Page) - $0.07

To figure out what our monthly costs might look like, let's assume our monthly volume of black and white pages is 10,794 and 3,485 for color pages, and finally that the price of the printer will be divided equally across 60 months.

• Black & White Pages (10,794) x Cost Per Page ($0.01) = $107.94
• Color Pages (3,485) x Cost Per Page ($0.07) = $243.95
• Lexmark Printer ($6575.81) / 60 (Months) = $109.60 Per Month

$107.94 (B&W) + $243.95 (Color) + $109.60 (Lease) = $461.49/month

Printer Speed vs. Cost Guide

Not all printers are created equal, and speed plays a big role in determining the right fit for your business. Here’s a quick breakdown of what you can expect in terms of speed, use case, and cost:

If you’re unsure which category your business falls into, consider how much you print daily. Small offices might get by with a low-speed printer, but if your team is constantly waiting for print jobs, investing in a higher-speed option will save time and frustration.

Making the Right Choice for Your Business

Choosing the right printer or copier comes down to balancing your needs with your budget. Consider your monthly print volume, required features (color vs. B&W, scanning, finishing options), and long-term costs like toner, maintenance, and service agreements.

For small offices, a compact multifunction printer might be enough, while high-volume businesses will benefit from a faster, more robust machine. Leasing through a Managed Print Services (MPS) agreement can help spread out costs and ensure ongoing support.

Need expert advice? Reach out to a trusted provider who can match you with the best device for your workflow and budget. At the end of the day, the right printer or copier should fit your budget, streamline your workflow, and keep your office running smoothly—even when the occasional paper jam happens. So choose wisely, and happy printing!