A3 vs A4 Photocopiers: 7 Differences (2026 UK)
One of the first questions any copier supplier will ask is whether you need A3. It sounds like a small detail, but it changes the size of the machine, the price, the speed and often the click charge. A lot of offices lease an A3 machine because it's what they've always had, then print almost nothing bigger than A4. Others choose A4 to save money, then find they can't print the plans, posters or spreadsheets they need.
Here are seven differences to think about before you decide in 2026.
1. Physical size
A3 machines are usually floor standing, with paper trays big enough for A3 sheets and room for finishers. A4 machines are often desktop or small floor models. If space is tight, A4 makes life easier.
2. Upfront and lease cost
A4 machines are cheaper to buy and lease. A mid sized A3 colour copier leases for around £49 a month for a typical small business, according to our lease price index. A4 multifunction devices often cost less, though prices vary by brand and features.
3. Running costs
Click charges on A4 machines can be similar or slightly higher per page than on A3 machines, because A3 devices are built for bigger volumes. Remember that A3 pages are usually counted as two A4 clicks. Our click charges guide explains how this works.
4. Speed and volume
A3 machines generally handle higher monthly volumes and faster speeds, with bigger paper capacity. A4 machines suit lower volumes and smaller teams. If you print more than a few thousand pages a month, an A3 machine is often the safer bet.
5. Paper handling and finishing
A3 machines offer more paper trays, bigger capacity and finishing options such as stapling, hole punching and booklet making. A4 machines have fewer options.
6. Who needs A3
- architects, surveyors and engineers printing plans
- schools printing posters and displays
- finance teams printing wide spreadsheets
- marketing teams printing proofs
- estate agents printing window cards
7. Who is fine with A4
- small offices printing letters and invoices
- home offices and small teams
- branches of larger firms
- clinics and reception desks
Comparison table
| A3 photocopier | A4 photocopier | |
|---|---|---|
| Size | Usually floor standing | Desktop or small floor |
| Lease cost | Higher | Lower |
| Monthly volume | Medium to high | Low to medium |
| Paper capacity | Large | Smaller |
| Finishing | Wide choice | Limited |
| Best for | Busy offices and big documents | Small teams and A4 only work |
A worked example
A 10 person office prints 2,000 mono and 300 colour pages a month, all A4. At 0.8p mono and 7p colour, clicks cost £16 plus £21, so £37 a month on either machine size. The real saving with A4 is on the lease and the space. If the same office prints 50 A3 colour posters a month counted as two clicks each, that's 100 extra colour clicks, or £7 a month, which might be cheaper to send to a print shop.
A hybrid approach
Many offices get the best of both by leasing one A3 machine for big jobs and adding one or two A4 machines near desks for everyday printing. That reduces walking, queues and wear on the main machine. A managed print service can bring them under one contract.
How to decide
- Check your current meter readings for A3 and A4 volumes. Your supplier can tell you.
- Ask staff what they print on A3 and how often.
- Price both options, including clicks, over the full lease.
- Consider sending occasional A3 work to a print shop.
Our which photocopier do I need tool helps narrow down the right size, and our A3 photocopier guide covers A3 models in more depth.
Space, noise and power
A3 floor standing machines need floor space, room for the paper drawers to open and space for a finisher. Measure the spot before you order, including the doorway the machine has to come through. They're also louder and use more power while printing. A4 desktop devices are quieter and can sit near desks without bothering anyone, which suits small offices and reception areas. Our photocopier energy cost calculator shows what each size costs to run.
Common A3 myths
"We need A3 for spreadsheets." Often not. Fit to page on A4 in landscape, or printing across two pages, works for most spreadsheets. If people squint at them, A3 helps, but test it first.
"A3 machines are always more reliable." Bigger machines are built for higher volumes, but a well chosen A4 machine running well within its limits is just as dependable.
"Downgrading means losing scanning." Modern A4 multifunction devices scan to email, folders and cloud just like A3 machines.
FAQs
Do I need an A3 photocopier?
Only if you regularly print A3 documents such as plans, posters or wide spreadsheets.
Is an A4 copier cheaper?
Usually yes, to buy or lease. Click charges can be similar.
Is A3 counted as two clicks?
On most contracts, yes. Check yours.
Can an A4 machine scan A3?
Usually not on the glass. Some can scan folded A3 using special modes.
Which is better for a small office?
For most small offices printing only A4, an A4 multifunction device is the better value.