How to Estimate Your Monthly Copier Costs (Before You Buy)

If you are thinking about getting a new copier, one of the first questions that comes to mind is, “How much will it cost each month?” The answer depends on several factors, from the type of copier you choose to how much you print.

At Pahoda Copiers & Printers, we believe businesses should plan with clear, predictable numbers. Here’s a simple way to estimate your monthly copier costs before you buy or lease.

---

1. Start with the Copier Lease or Purchase Price

The largest part of your monthly expense is the copier itself. Most businesses choose to lease rather than buy outright because it spreads the cost over several years and often includes service and supplies.

• Lease pricing: A standard office copier such as the Canon imageRUNNER ADVANCE DX C3930i or Xerox AltaLink C8230 typically ranges from $125 to $300 per month, depending on speed, features, and accessories.
• Purchase pricing: Buying a copier outright can range from $4,000 to $15,000 or more, depending on the model and configuration.

If you lease, your monthly payment is fixed and predictable. If you buy, you’ll need to plan separately for maintenance and supplies.

---

2. Add Service and Maintenance Costs

Service plans cover toner, maintenance, and repairs that would otherwise be unpredictable. They also include labor and parts, so you’re not paying extra each time a technician visits.

Most service contracts are billed based on cost per page, also called a click charge:

• Black-and-white prints: Around $0.01–$0.02 per page
• Color prints: Around $0.06–$0.12 per page

To estimate your cost, multiply your average monthly page volume by these rates:

• 5,000 black-and-white pages × $0.015 = $75
• 1,000 color pages × $0.09 = $90

Estimated monthly print cost: $165

Your exact numbers will vary based on your print volume. Higher print volumes usually get better pricing, while lower volumes tend to cost more per page.

---

3. Factor in Supplies and Consumables

If you don’t have a full service plan, you’ll also need to buy toner, drums, fusers, and other consumable parts. These costs vary widely by brand and yield. Toner alone can run from $100 to $400 per cartridge, and high-use offices may replace them monthly.

Leasing through a managed program like Pahoda often includes supplies automatically, so you never run out or overpay.

---

4. Consider Your Volume and Usage Patterns

Your print volume has a big impact on total monthly cost. Small offices printing 1,000 pages a month will spend far less than companies producing 10,000 or more.

Ask yourself:

• How many employees use the copier daily?
• What percentage of prints are color versus black and white?
• Do you print marketing materials, invoices, or internal documents?

We can help you calculate an accurate range based on your team’s habits before you commit to a lease.

---

5. Plan for Accessories and Upgrades

Optional features like finishers, booklet makers, or extra paper drawers improve efficiency but increase your total cost. Accessories can add $20–$50 per month to your lease, depending on the configuration.

While these upgrades may seem minor, they can save time and reduce labor costs—especially if your team frequently assembles packets or presentations. The right accessories often pay for themselves in efficiency gains.

---

6. Account for Networking or Setup Costs

Most businesses need their copier connected to the network for printing and scanning. If you have an in-house IT team, they can usually handle setup. Otherwise, you may want to budget $100–$300 for one-time setup costs, depending on your environment.

At Pahoda, we walk you through these details upfront so there are no surprises later.

---

Putting It All Together

Let’s look at a simple example:

A small office leases a Canon imageRUNNER ADVANCE DX C3930i for $175 per month, with a service plan covering 5,000 black-and-white and 1,000 color pages for $165 per month. Add a finisher for $25 per month and network setup for a one-time $200.

Estimated monthly cost:

$175 (lease) + $165 (service) + $25 (accessory) = $365 per month

That covers the copier, toner, service, and support—everything needed to keep your team printing reliably.

---

Why Transparency Matters

Many copier dealers avoid talking about costs upfront. We do the opposite. At Pahoda Copiers & Printers, we believe clarity builds trust. When you know what to expect, you can plan confidently and avoid hidden surprises.

We partner with Canon, Xerox, and HP to provide cost-effective, reliable copiers for businesses of every size. Our goal is to help you understand the full picture so you can make a smart, informed decision.

---

Ready to Get a Clear Quote?

If you’re ready to see what your monthly copier costs could look like, we can provide a transparent estimate based on your actual usage and business needs.

Want a quick, honest cost breakdown?
Request a Copier Cost Estimate Today

We’ll show you real numbers for your lease, service, and supplies—no hidden fees, no surprises, just clarity.