Photocopier Click Charges Explained: 2026 UK Cost Per Copy
The click charge is the part of a copier contract that most people skim past when they sign and then argue about for five years. It's a small number, often less than a penny, which is exactly why it gets ignored. But on a busy machine it can easily cost more than the lease itself.
Here's what a click charge is, what you should expect to pay in 2026, and how to avoid the common traps.
What a click charge covers
A click charge, also called cost per copy, cost per page or CPC, is a fee for every page your copier produces. The name comes from the meter inside the machine that "clicks" up by one for each page.
The charge normally pays for the running of the machine rather than the machine itself. According to Digital Office's published guide (checked October 2026), a click charge should cover:
- toner and other consumables
- all parts
- all labour
- engineer travel
- remote monitoring and automatic meter readings
What it usually doesn't cover:
- paper
- staples, unless stated
- the lease or rental of the machine itself
It's worth asking for that list in writing, because contracts vary. Some exclude staples, some charge extra for certain parts, and a few still charge separately for engineer callouts.
Mono and colour are charged separately
Every contract has at least two rates: one for mono (black and white) pages and one for colour. Some also have separate A3 rates. ExpertSure notes that A3 pages are conventionally billed at double the A4 rate, because an A3 sheet counts as two clicks (checked October 2026).
That matters if you print a lot of A3. A 1p mono A4 rate effectively becomes 2p for every A3 sheet.
Typical rates in 2026
Here are published UK ranges, checked October 2026:
| Page type | Market low (high volume) | Typical small business | Market high | Source |
|---|---|---|---|---|
| A4 mono | 0.2p | 0.5p to 1.0p | 1.5p | ExpertSure |
| A4 colour | 3.5p | 6p to 10p | 10p+ | ExpertSure |
| A3 mono | 0.4p | 1.0p to 2.0p | 3.0p | ExpertSure |
| A3 colour | 7p | 12p to 20p | 20p+ | ExpertSure |
Digital Office's guide gives a similar range of roughly 0.35p to 1.5p mono and 3.5p to 10p colour, and suggests that anything above about 1.5p mono on a modern device is worth challenging. Midshire publishes rates from 0.35p mono and 3.5p colour.
For comparison, a Ricoh rental agreement published on the government's Contracts Finder site, let to an NHS trust under the RM6174 framework, shows 0.37p mono and 2.85p colour. That's what very high volume and public sector buying power gets you. A small office shouldn't expect to match it, but it shows how much room there is.
How the click bill adds up
Small numbers become big ones fast. Here's an office printing 5,000 pages a month, 20% of them colour:
| Rate set | Mono (4,000 pages) | Colour (1,000 pages) | Per month | Over 5 years |
|---|---|---|---|---|
| 1.2p / 9p | £48 | £90 | £138 | £8,280 |
| 0.8p / 7p | £32 | £70 | £102 | £6,120 |
| 0.5p / 5p | £20 | £50 | £70 | £4,200 |
The gap between the first and last row is £4,080 over a typical five year term, for exactly the same machine and the same printing. That's why it's worth negotiating.
Minimum volumes
Many contracts include a minimum monthly or quarterly volume, sometimes called a minimum billing or standing charge. If you agree to a minimum of 3,000 mono pages a month and only print 1,500, you still pay for 3,000.
Suppliers do this because the click rate is priced on the assumption you'll print a certain amount. But minimums are often set too high, especially when a salesperson is keen to quote a low click rate. The government's guidance for schools buying copiers specifically tells them to check that "the standing charge or minimum monthly page use is realistic" (GOV.UK, checked October 2026). That's good advice for any business.
Before you sign:
- Check your actual volume from your current machine's meter for the last 12 months.
- Make sure any minimum is below your lowest normal month, not your average.
- Ask whether unused volume rolls over, or simply disappears.
Hidden fees
Beyond the headline rates, look out for:
Annual escalators. Some contracts let the click rate rise by a fixed percentage, or by inflation, every year. A 0.6p rate rising 5% a year is about 0.73p by year five. Digital Office lists annual cost per page escalators among the main things to watch.
Charges for scans. Unusual, but some contracts charge for scanning. Scans don't use toner, so you should push back.
Low coverage assumptions. Click rates assume a typical amount of toner per page, often around 5% coverage. A few contracts allow extra charges if you print a lot of heavy coverage pages, such as full page photos. Ask whether there's a coverage clause.
Delivery or admin fees on toner or meter readings. These should be inside the click charge.
Colour counted by any colour. On most machines, a page with any colour on it is billed as colour. Some manufacturers, Kyocera for example, offer tiered colour billing for low coverage pages. Ask.
Reading your meter invoice
Click bills usually arrive quarterly and show an opening meter reading, a closing reading, the difference, and the rate applied. Check three things every time. First, that the readings are actual rather than estimated; an estimate that runs high means you pay early for pages you haven't printed. Second, that mono and colour have been split correctly. Third, that any minimum volume shown matches your contract. You can check the meter yourself on most machines from the settings or counter menu on the control panel, so take a photo on the last day of each quarter and you'll always have your own record to compare.
How to negotiate
Click rates are more negotiable than most people realise. Here's what works:
- Get competing quotes for the same specification. Nothing moves a rate like a written alternative.
- Negotiate mono and colour separately. Dealers often have more room on colour.
- Ask for a fixed rate for the full term, with no escalator. If that's refused, cap the increase.
- Set the minimum below your quietest month.
- Ask what's included, in writing, and make sure staples, travel and parts are covered.
- Check the meter reading method. Automatic remote readings avoid estimated bills.
If you're stuck in an existing contract with high rates, it's still worth asking your current supplier for a review. Our contracts and lease guide covers your options, and our cost guide explains how click charges fit with the lease.
FAQs
What's a good click charge for a small business?
Based on published ranges, roughly 0.5p to 1.0p mono and 6p to 10p colour is typical (checked October 2026). Lower is possible with higher volume or strong negotiation.
Is the click charge the same as the lease?
No. The lease pays for the machine. The click charge pays for running it: toner, parts and service. You usually pay both.
Why do A3 copies cost double?
An A3 sheet is the size of two A4 sheets and is normally counted as two clicks.
Can I get a copier without click charges?
Some suppliers offer all inclusive packages or a fixed monthly fee with a set number of pages. Others sell machines outright with toner bought separately. Compare the total cost, because there's no free lunch.
Do scans count as clicks?
Normally not. If a contract charges for scans, query it.
Get a better rate
The fastest way to find out whether your click rate is fair is to get quotes. Use the form on this page to tell us your monthly volume and we'll put you in touch with suppliers who can quote.