How Much Does it Cost to Rent a Photocopier in 2026?

Q: Why should I rent a photocopier?

Renting is usually about flexibility and predictable costs. It lets you avoid a large upfront purchase, bundle support into a monthly payment and change devices more easily if your volumes shift. For many offices, rental agreements also align better with modern workflows, such as scanning to email, scanning to cloud folders and secure printing for shared devices.

Q: Who pays for the maintenance?

In most rental and lease setups, maintenance is covered by the supplier via a service agreement, but the exact coverage varies. Before you sign, confirm what is included, such as engineer callouts, parts and labour, remote monitoring, and replacement of consumables, like toner. Also, confirm what is not included, such as paper, staples and accidental damage, plus how quickly the supplier commits to respond if the machine goes down.

Q: How much does photocopier installation cost?

Installation is often included, especially for office-class devices, but you should not assume it is free. Ask whether the quote includes delivery, placement, network setup, driver installation on staff computers, basic training and removal of your old machine. Larger floor-standing devices can sometimes trigger extra costs if there are access constraints such as stairs, narrow doors or limited loading areas.

Q: What should you double-check for if photocopier rental costs seem unusually low?

Low monthly prices can be genuine, but they often exclude something important. Check whether the quote is excluding VAT, whether it covers the device only, whether servicing and toner are extra, and what the monthly page allowance is. A low base price with high per-page overage can cost more than a higher monthly fee with a realistic allowance. Also, check for upfront payments, delivery fees and long minimum terms that reduce your ability to change course.

Photocopier rentals start at around £20 to £55 per month for entry-level or low-volume options, while more capable A3 floor-standing machines tend to cost more. Production-grade devices can run into the hundreds per month depending on speed, duty cycle, and finishing.

Below, we’ll break down typical UK rental and lease costs, what’s usually included (and what isn’t), and how to choose a machine that fits your monthly volume without paying for horsepower you’ll never use. If you’re short on time, you can also fill in our price comparison form to receive tailored quotes from trusted UK suppliers.

How Much Does It Cost To Rent a Photocopier?

In 2026, most UK suppliers price photocopier rental and leasing based on monthly print volume and whether you print in colour. Your quote may also depend on whether you need A3, finishing options or multi-user network features.

Typical UK rental and lease price bands

Here’s a rough guide to the prices based on printing volume, according to our research. It’s worth noting that prices are often shown excluding VAT, so always check what is included.

Monthly volume band	Typical usage	Typical monthly cost, mono	Typical monthly cost, colour	What you are usually paying for
Low volume	Up to around 5,000 pages/month	£20–£55, sometimes lower for very small A4 setups	£30–£80	Basic office copying and scanning, usually A4, sometimes A3 depending on the device
Medium volume	Around 10,000 to 40,000 pages/month	£40–£100	£70–£120, or more	Faster device, larger trays, better handling for multiple users, optional finishing features
High volume	40,000 pages/month or more	£100–£250	£250–£350	Heavy-duty performance, higher duty cycles, finishing such as stapling and booklet options, stronger workflows

Cut-offs and prices vary by supplier, but the overall pattern is consistent: colour costs more, and higher volumes usually mean a bigger monthly commitment.

What is included in the monthly price?

Many businesses assume the monthly figure covers everything. In reality, quotes often include separate elements, depending on the supplier:

Device rental or lease cost, the hardware itself
Service and maintenance agreement, engineer callouts, parts, labour
Per page charges, sometimes called cost per copy, which may cover toner and other consumables

Some suppliers offer an all-inclusive plan where the device, servicing and a set monthly page allowance are wrapped into one fixed fee. Others will quote a lower hardware price but charge per page for printing and copying, which can be more cost-effective for higher volumes.

Before you request quotes, estimate these basics

Total pages per month, and roughly what percentage is colour
A3 versus A4 requirements
Must-have features, duplex printing, automatic document feeder, secure print, finishing
Whether you prefer a single monthly figure or a breakdown that includes per page charges

▶ Read more: How to Hire or Lease an A3 Laser Printer

Colour and Black & White

Black & White Only

Cost of Renting vs Buying a Photocopier

Renting or leasing can look more expensive than buying at first glance, because you are paying every month. But a like-for-like comparison needs to include running costs, maintenance and downtime risk, not just the sticker price of the machine.

Photocopier type	Typical monthly rental or lease cost	Typical purchase cost	Best for
Entry-level mono A4 copier, print, copy, scan	£20–£55/month	£800–£1,200	Small teams, low monthly volume, mostly black and white
Colour multifunction copier, often A3 capable	£40–£120/month	£2,000–£6,000	Growing offices, mixed colour and mono, shared device use
Advanced, higher volume office copier, finishing, network workflows	£100–£350/month	£5,000–£15,000 or more	Busy teams, high monthly volume, uptime and speed matter

The costs explained — what you are paying for?

Monthly rental and lease pricing often includes more than the hardware. Depending on the supplier and the agreement, your total monthly cost may include:

Use of the device
Servicing and repairs, including labour and parts
Remote monitoring and automatic meter reads
Consumables, such as toner, sometimes via per page charges
Installation, configuration, and basic staff training

When you buy outright, you typically pay less over time for very light usage, but you take on the risk of unexpected costs. Your total cost of ownership usually includes:

Upfront purchase price
Toner and other consumables
Maintenance and callout fees once the warranty ends
Replacement parts, for example, drums and fusers on higher duty devices
Disposal or resale when the machine is no longer suitable

A simple five-year example

The numbers below are illustrative because real quotes vary based on volume, colour usage, and what is included. But they show why buying is not always the cheapest option on paper, once you include running costs.

Rental scenario: £25 per month over 60 months, total £1,500, typically with servicing included, and consumables either included or charged per page depending on the agreement
Purchase scenario: £900 upfront, plus toner and consumables of around £150 to £300 per year, plus potential repairs of £150 to £400 over five years, total often £1,800 to £2,800, depending on usage and reliability

In other words, buying can be cheaper when usage is low and the machine stays reliable. Renting or leasing can be better value when you need predictable costs, fast support and the ability to upgrade.

Tax treatment, rental, lease and purchase

Tax rules depend on your business structure and the type of agreement, so use this as a general guide and confirm with your accountant.

Renting and leasing: Monthly payments are usually treated as allowable business expenses, as long as the equipment is used for your trade.
Buying: The cost is capital expenditure, which is typically claimed through capital allowances. Many smaller businesses can use the annual investment allowance to get relief faster, subject to eligibility and limits.

How to compare quotes fairly

To avoid comparing a fully serviced package with a hardware only price, ask each supplier for the same breakdown:

Monthly hardware cost
What servicing covers, response times, callouts, parts, labour
How toner is charged, including allowance versus per page charges
Minimum monthly volume, overage rates and whether unused pages carry over
Contract length, upgrade options and end of term choices

Top 5 Cheapest Photocopiers To Rent in the UK

These are some of the lowest published monthly rental or lease starting prices we could find from live UK supplier listings. Exact pricing varies by contract length, service level, page volumes and whether toner is included, and may exclude VAT or excess page charges depending on the contract.

Model	From / month	Best for	Key specs
Xerox VersaLink C405	£19.99	Compact all-in-one for small offices (incl. fax)	35ppm • Colour • 700-sheet capacity • USB/Ethernet/Wi-Fi
Ricoh IM C320	£21.00	Entry-level A4 colour MFP for day-to-day print + scan	32ppm • Colour • 250-sheet capacity • Wi-Fi/Ethernet/USB
Kyocera TASKalfa 266ci	£22.00	Low-cost shared copier-style machine with colour output	26ppm • Colour • 300-sheet capacity • USB/Ethernet • Fax optional
Canon imageRUNNER C1225	£22.10	Small office-friendly colour MFP with simple scanning + fax	25ppm • Colour • 350-sheet capacity • USB/LAN/AirPrint
Konica Minolta bizhub C258	£24.99	Step-up office copier with higher capacity and stronger scanning options	25ppm • Colour • 1,150-sheet standard (6,650 max) • Ethernet • Fax optional

1. Xerox VersaLink C405

Rental price: From £19.99 per month

A compact colour multifunction device that suits small offices that want fast everyday printing, copying, scanning and faxing, without stepping up to a floor-standing copier.

Print speed: 35 pages per minute
Paper capacity: 700 sheets, 550 sheet tray, 150 sheet bypass
Colour or mono: Colour
Functionality: Print, copy, scan, fax
Connectivity: USB, Ethernet, Wi-Fi
Size (w x h x d): 432mm x 599mm x 540mm

Xerox VersaLink C405. Source: Xerox

2. Ricoh IM C320

Rental price: From £21.00 per month

An entry level A4 colour multifunction printer that is aimed at day-to-day office printing and scanning, with straightforward connectivity and a small footprint.

Print speed: 32 pages per minute
Paper capacity: 250 sheets, standard input tray
Colour or mono: Colour
Functionality: Print, copy, scan
Connectivity: Wi-Fi, Ethernet, USB
Size (w x h x d): 460mm x 572mm x 467mm

Ricoh IM C320. Source: Ricoh

3. Kyocera TASKalfa 266ci

Rental price: £22.00 per month

A low-cost option for businesses that want a traditional office-style copier experience with colour output, suited to shared use and routine admin workloads.

Print speed: 26 pages per minute
Paper capacity: 300 sheets, standard input capacity
Colour or mono: Colour
Functionality: Print, copy, scan, fax optional
Connectivity: USB, Ethernet
Size (w x h x d): 590mm x 753mm x 590mm

Kyocera TASKalfa 266ci. Source: Kyocera

4. Canon imageRUNNER C1225

Rental price: £22.10 per month

A small office-friendly colour multifunction device, often used where teams want predictable costs and simple scanning workflows in a compact unit.

Print speed: 25 pages per minute
Paper capacity: 350 sheets, standard input capacity
Colour or mono: Colour
Functionality: Print, copy, scan, fax
Connectivity: USB, LAN, AirPrint
Size (w x h x d): 511mm x 610mm x 549mm

Canon imageRUNNER C1225. Source: Canon

5. Konica Minolta bizhub C258

Rental price: From £24.99 per month

A step up toward a shared office copier-style machine, built for departments that need stronger scan and finishing options, and higher paper capacity than an entry-level A4 device.

Print speed: 25 pages per minute
Paper capacity: 1,150 sheets standard, up to 6,650 sheets max
Colour or mono: Colour
Functionality: Print, copy, scan, fax optional
Connectivity: Ethernet
Size (w x h x d): 615mm x 779mm x 688mm

Konica Minolta bizhub C258. Source: Konica

Top 5 High-Volume Office Photocopiers To Rent in the UK

These office-class A3 multifunction copiers are designed for busy teams and printing rooms. Prices below are the latest starting figures from UK suppliers we could find and will vary by contract length, service level and usage. We’ve ordered them from cheapest to most expensive.

Model	From / month	Best for	Key specs
Sharp BP-70C65	£94.99	High-throughput A3 colour printing with scalable finishing and capacity	65ppm • Colour • 650 sheets standard (6,300 max) • USB/Ethernet/Wireless LAN
Xerox AltaLink C8055	£104 (ex VAT)	Larger workgroups needing workflow features, finishing options, and steady throughput	Up to 55ppm mono / 50ppm colour • Colour • Up to 5,140 sheets • USB/Gigabit Ethernet/NFC • Fax optional
Ricoh IM C6010	£149	Mixed high-volume office workloads with strong scanning and security	60ppm • Colour • Up to 4,850 sheets • Ethernet/USB • Bluetooth • Wireless LAN optional • Fax optional
Xerox AltaLink C8070	£151 (ex VAT)	Very busy teams producing frequent colour packs, reports, and client docs	Up to 70ppm • Colour • Up to 5,140 sheets • USB/Gigabit Ethernet/NFC • Fax optional
Konica Minolta bizhub C750i	£227	Demanding in-house production with high speed and heavy finishing needs	75ppm • Colour • 3,650 sheets standard (6,650 max) • Ethernet/USB • Wi-Fi optional • Fax optional

1. Sharp BP-70C65

Rental price: From £94.99 per month

A fast A3 colour multifunction copier built for high-throughput offices. It is designed to scale with finishing options and larger paper capacity for busy departments.

Print speed: 65 pages per minute
Paper capacity: 650 sheets standard, up to 6,300 sheets maximum
Colour or mono: Colour
Functionality: Print, copy, scan, fax
Connectivity: USB, Ethernet, Wireless LAN
Size (w x h x d): 609mm x 860mm x 662mm

Sharp BP 70C65. Source: Sharp

2. Xerox AltaLink C8055

Rental price: £104 per month, excluding VAT

A high-volume A3 colour copier aimed at larger workgroups that need strong workflow features, finishing options and reliable day-to-day throughput.

Print speed: Up to 55 pages per minute mono, up to 50 pages per minute colour
Paper capacity: Up to 5,140 sheets
Colour or mono: Colour
Functionality: Print, copy, scan, fax optional
Connectivity: USB, Gigabit Ethernet, NFC
Size (w x h x d): 640mm x 1143mm x 724mm

Xerox AltaLink C8055. Source: Xerox

3. Xerox AltaLink C8070

Rental price: £151 per month, excluding VAT

A higher-speed step up in the same family, suited to very busy teams producing frequent colour packs, reports and client-facing documents.

Print speed: Up to 70 pages per minute
Paper capacity: Up to 5,140 sheets
Colour or mono: Colour
Functionality: Print, copy, scan, fax optional
Connectivity: USB, Gigabit Ethernet, NFC
Size (w x h x d): 640mm x 1143mm x 724mm

Xerox AltaLink C8070. Source: Xerox

4. Ricoh IM C6010

Rental price: £149 per month

A 60 pages per minute A3 colour multifunction copier designed for mixed office workloads, with strong scanning, security features and high paper capacity options.

Print speed: 60 pages per minute
Paper capacity: Up to 4,850 sheets
Colour or mono: Colour
Functionality: Print, copy, scan, fax optional
Connectivity: Ethernet, USB, Bluetooth, Wireless LAN optional
Size (w x h x d): 587mm x 963mm x 701mm

Ricoh IM C6010. Source: Ricoh

5. Konica Minolta bizhub C750i

Rental price: £227 per month, from supplier listing

A high-speed A3 colour copier built for demanding environments, with very high paper capacity options and a strong set of finishing features for in-house document production.

Print speed: 75 pages per minute
Paper capacity: 3,650 sheets standard, up to 6,650 sheets maximum
Colour or mono: Colour
Functionality: Print, Copy, Scan, Fax optional
Connectivity: Ethernet, USB, Wi-Fi optional
Size (w x h x d): 615mm x 961mm x 688mm

Konica Minolta bizhub-C750i. Source: Konica

Next Steps: How To Get Your Photocopier

Photocopier pricing in 2026 is usually driven by three things: your monthly page volume, how much of it is colour, and whether your agreement bundles servicing and consumables into a single monthly figure or charges per page.

Once you know those basics, it becomes much easier to compare quotes fairly and avoid paying for a machine that is too powerful for your needs.

If you are ready to move forward, fill in our short form. A member of the Expert Market team will get in touch to discuss what you need, then source tailored quotes from up to four trusted UK suppliers. This is the quickest way to compare like-for-like pricing, including what is included in the monthly cost, service cover and page allowances.

FAQs

Why should I rent a photocopier?

Renting is usually about flexibility and predictable costs. It lets you avoid a large upfront purchase, bundle support into a monthly payment and change devices more easily if your volumes shift. For many offices, rental agreements also align better with modern workflows, such as scanning to email, scanning to cloud folders and secure printing for shared devices.

Who pays for the maintenance?

In most rental and lease setups, maintenance is covered by the supplier via a service agreement, but the exact coverage varies. Before you sign, confirm what is included, such as engineer callouts, parts and labour, remote monitoring, and replacement of consumables, like toner. Also, confirm what is not included, such as paper, staples and accidental damage, plus how quickly the supplier commits to respond if the machine goes down.

How much does photocopier installation cost?

Installation is often included, especially for office-class devices, but you should not assume it is free. Ask whether the quote includes delivery, placement, network setup, driver installation on staff computers, basic training and removal of your old machine. Larger floor-standing devices can sometimes trigger extra costs if there are access constraints such as stairs, narrow doors or limited loading areas.

What should I look out for in my rental contract?

Focus on the total cost and the rules behind it, not just the headline monthly figure. Key items to check include:

Monthly hardware cost, whether the price is excluding VAT and any setup fees
Service coverage, response times and what counts as a chargeable callout
Monthly page allowance, minimum print volumes and per-page overage rates
How pages are counted, for example, colour versus mono, A3 versus A4 equivalents
Contract length, auto-renewal terms, and the notice period to cancel
Early termination fees and upgrade terms if your needs change mid-contract
End-of-term expectations, collection fees and data wiping of internal storage

Is photocopier leasing tax efficient?

As a general rule, rental and lease payments are usually treated as allowable business expenses, assuming the machine is used for business purposes. Buying is treated differently because it is capital expenditure, and the tax relief is normally claimed through capital allowances, for example Annual Investment Allowance, where eligible.

The right option depends on your business type and the structure of the agreement, so it is worth checking with your accountant before you commit to a multi-year contract.

What should you double-check for if photocopier rental costs seem unusually low?

Low monthly prices can be genuine, but they often exclude something important. Check whether the quote is excluding VAT, whether it covers the device only, whether servicing and toner are extra, and what the monthly page allowance is. A low base price with high per-page overage can cost more than a higher monthly fee with a realistic allowance. Also, check for upfront payments, delivery fees and long minimum terms that reduce your ability to change course.

How Much Does Photocopier Rental Cost in 2026?