How Much Does It Cost to Lease or Rent a Printer or Copier in 2025?

The Skinny
In this blog, you’ll explore the current costs of leasing and renting printers and copiers, understand what factors impact those costs, and why security upgrades before 2026 are critical. Whether you’re in a small business, corporate office, or enterprise environment, this guide breaks down what you should expect to pay, how to structure your lease, and what hidden fees to watch out for. You’ll also learn how to compare lease offers and why your next copier lease needs to prioritize cybersecurity features.

1. Understanding Leasing vs. Renting vs. Purchasing

Before we dig into cost, let’s define what you’re actually paying for. Renting, leasing, and purchasing all serve different needs:

• Renting: Short-term use, usually for a project, event, or temporary site. Contracts are daily, weekly, or monthly, and prices reflect the flexibility.

• Leasing: Long-term agreement (typically 36 to 60 months) with fixed monthly payments. Includes service, maintenance, and often toner or parts.

• Purchasing: Buying the device outright, sometimes financed. You own it, manage it, and handle all service and supplies yourself.

For most Colorado businesses, leasing offers the best combination of predictability, cash flow control, and flexibility.

2. What It Costs to Lease or Rent a Copier or Printer in 2025

Here’s a general breakdown of current leasing and rental costs based on device class and usage:

Short-term rentals will always carry a higher monthly price because they include delivery, setup, removal, and no long-term commitment. Leases, on the other hand, are cheaper monthly but come with contractual obligations.

3. What Drives the Cost of Leasing?

Several factors directly impact what you’ll pay each month:

Device Type & Features

• Faster print speeds (PPM)
• Color vs. black-and-white
• Advanced scanning and finishing options (stapling, folding)
• Extra trays or high-capacity feeders

Print Volume

• Leases often include a monthly base page allowance
• Overages are charged per page (typically higher for color)

Service & Supplies

• Most leases include toner, maintenance, and parts
• Make sure your quote includes everything to avoid surprise costs

Lease Term

• Shorter terms (36 months) cost more monthly but allow faster refreshes
• Longer terms (60 months) are cheaper but increase the risk of outdated tech

Installation, Delivery, and Removal

• Some vendors bundle these in; others charge separately
• Clarify if you’re responsible for device removal at the end of the lease

4. Hidden Costs to Watch Out For

When comparing lease quotes, keep an eye on:

• Overage Charges: Cost per page over your monthly allowance

• Service Limitations: Caps on technician visits or slow response times

• Excluded Supplies: Some leases exclude drums or high-capacity toner

• Termination Fees: Breaking your lease early may come with a penalty

• Device Removal: You may have to pay for de-installation

• Security Features: Some vendors charge extra for firmware updates or secure print options

5. The Growing Importance of Security in Printer Leases

By 2026, security compliance will be a standard part of IT infrastructure — and that includes your printers and copiers.

Why It Matters

• Printers store sensitive data (user credentials, scanned documents)
• They are connected to your network and can be hacked if unpatched
• Regulators now expect print devices to be as secure as servers

Must-Have Security Features

• Encrypted hard drives
• Secure boot and firmware integrity checking
• Regular firmware patching and remote update capability
• User authentication (badges, PINs, LDAP)
• Secure print release
• End-of-life data wiping

When you lease, ask specifically for security-hardened devices. Even if they cost slightly more, they’re worth it.

6. Sample Scenarios (each situation is different)

Small Office (5 Users, B&W Printing)

• $75/month lease for a basic MFP
• Includes 2,000 pages/month
• Secure print and maintenance included

Mid-Size Business (20 Users, Color Printing)

• $250/month lease for a color MFP
• Includes 10,000 pages/month
• Finishing features and security firmware included

Marketing Team (High Volume Color)

• $600/month lease for production color printer
• Includes 25,000 pages/month
• Full finishing, booklet maker, security, scanning

7. How to Negotiate a Copier Lease

To get the best deal:

• Negotiate overage rates and include a page buffer
• Request mid-term upgrade options
• Make security a must-have, not an optional add-on
• Include removal and decommissioning in the contract
• Clarify end-of-term options: renew, return, or buyout

8. Lease vs. Purchase: What’s Right for You?

Lease Advantages:

• Low upfront cost
• Regular refreshes
• Maintenance included
• Security updates managed by vendor

Purchase Advantages:

• Long-term cost savings (maybe)
• No monthly payment after payoff

But Consider:

If your device needs to be secure, patched, and monitored, a lease often simplifies management — especially if you’re not in IT.

9. Planning Ahead for Security and Compliance (Pre-2026)

Printers and copiers are now considered endpoints — just like laptops or servers. That means:

• Choose equipment that supports encrypted storage and firmware updates
• Work with vendors who monitor device health remotely
• Avoid five-year leases unless the device supports mid-term upgrades
• Make sure devices can integrate with security monitoring tools

As we approach 2026, cyber threats and compliance expectations will only grow. Secure leasing is the easiest way to stay compliant and operational.

Get a Print Environment Assessment Today!

Ready to see what a secure, customized copier or printer lease will cost your Colorado business?

Get a tailored quote that includes:

• Full-service and supply coverage
• Built-in cybersecurity features
• Transparent pricing with no surprises
• Upgrade flexibility for 2026 and beyond

Click here to get started — and secure your next copier lease the right way.