Got a niggling feeling your office photocopier lease is costing more than it should? You’re not alone. Loads of UK businesses sign long-term copier deals, thinking they’re getting a fair price, only to discover later they’ve been paying over the odds for years.
Let’s break down what to look for, how to check if your lease is too pricey – and what you can do if it is.
What Makes a Photocopier Lease Cost More?
Not all copier leases are created equal. Here are a few things that push prices up:
- The machine itself A top-of-the-range colour copier that prints, scans, staples and makes your tea (well, almost) will obviously cost more than a basic black-and-white one. If you’re paying for features you don’t use, that’s wasted money.
- How much you print Leases usually come with an agreed number of pages per month. Go over that, and you’ll pay extra. Use less? You could still be charged for pages you didn’t print. It’s a bit like paying for a gym you don’t go to.
- The lease length Longer leases often mean lower monthly payments – but they can cost more over time. They also lock you in, making it harder to change if your needs shift.
- Maintenance and toner Most leases include a service contract. That covers things like toner, engineer visits, and parts. But make sure you’re not paying for premium response times or unnecessary extras.
- The finance deal The leasing company and the finance provider might both be taking a slice. Different suppliers offer different rates, so it pays to shop around.
How to Check What You’re Actually Paying
👉 NEW! Use Evolve Document Solution’s FREE Contract Checker.
Not sure if you’re getting a fair deal on your photocopier lease? This free, no-obligation review is designed to help you find out. Aimed at newsletter readers, it cuts through the jargon and offers a straightforward way to spot hidden costs, overpriced contracts, and awkward tie-ins.
All you need to do is send over your current lease info. In return, you’ll get a plain-English breakdown showing what you’re paying, what you’re getting, and whether you could do better. No bots, no waffle – just honest advice from real people, only if it’s needed.
Here’s that link again: 👉 https://www.evolvedocumentsolutions.co.uk/contract-check/
Alternatively, there are steps you can take yourself.
Grab your lease agreement (or ask whoever deals with it) and look for:
- Monthly or quarterly payments – your base cost for the copier.
- Service charges – is it a flat fee, per copy, or both?
- Cost per copy – especially if you print lots of colour pages.
- Minimum print volumes – are you tied to a certain number of pages each month?
- Annual price increases – some contracts bump up your costs every year.
- Hidden extras – setup fees, admin charges, or insurance you didn’t realise you were paying.
- End-of-lease options – can you upgrade, buy the machine, or walk away cleanly?
You might be surprised what’s buried in the small print.
Compare Your Lease to the Market
Once you know what you’re paying, it’s time to see if it’s reasonable.
Get a few quotes – contact other copier suppliers and ask for quotes based on what you actually use (not what you think you might need).
Compare like-with-like. Lower quotes to win the business may not include everything you need. Worse, some incumbents will squeeze prices with services you don’t need. This can result in an uneven playing field. Reputable copier leasing companies will only quote for what you need.
Use comparison sites – they can give you a rough idea of what’s out there, but always follow up with a proper quote.
What If Your Lease Is Too Expensive?
Don’t panic – but don’t ignore it either.
Try renegotiating Armed with quotes and knowledge, go back to your current supplier. They might lower the cost to keep your business.
Check the fine print before cancelling Exiting a lease early can be costly. Look for penalty clauses or notice periods – and weigh up whether it’s worth it.
Plan ahead If you’re stuck for now, start planning for when your lease ends. Don’t let it roll over without looking at alternatives. Put a reminder in your calendar six months before it ends and start shopping around early.
Takeaway: If your photocopier lease feels pricey, you can find out once and for all. By understanding what you’re paying for, comparing it with other deals, and knowing your options, you can avoid overpaying and free up cash for better things – like biscuits for the office kitchen.
One last time 😉 👉 NEW! Use Evolve Document Solution’s FREE Contract Checker.
