Photocopier Lease vs Buy Calculator: 2026 Cost Comparison
Lease or buy is the first real decision in getting a copier, and it's usually made on instinct. Leasing feels safer because the payment is small. Buying feels cheaper because there's no finance company taking a cut. Both instincts are sometimes right, which is why it's worth doing the sums with your own numbers.
Use the calculator below, then read on for how the maths works and when each option tends to win.
Calculator
If the calculator doesn't load, you can do the same sums by hand using the formulas in the next section. It takes about five minutes with a quote in front of you.
How the maths works
The calculator compares the total cost of each option over the same term.
Lease total
lease total = quarterly payment × 4 × years + click charges over the term
On a lease, the click charge normally covers toner, parts and service. So the lease total is everything you'll pay, except paper.
Buy total
buy total = purchase price + (service cost × years) + toner over the term − resale value
When you buy, you still need the machine serviced and you still need toner. You can either take a service contract with click charges (common) or pay a fixed annual service fee and buy toner separately. Either way, you subtract what you can sell the machine for at the end.
Cost per page
cost per page = total cost ÷ total pages over the term
This is the fairest single number for comparing the two, because it bakes in the volume.
Worked example
Here's a mid sized office printing 4,000 mono and 600 colour pages a month, over five years. The figures are illustrative, built from published ranges (checked October 2026).
| Item | Lease | Buy |
|---|---|---|
| Machine | £150 a quarter | £3,500 upfront |
| Machine cost over 5 years | £3,000 | £3,500 |
| Service and supplies | Clicks at 0.8p mono, 7p colour | Clicks at 0.8p mono, 7p colour |
| Clicks over 5 years | £4,440 | £4,440 |
| Resale at end | Not applicable | minus £400 |
| Total over 5 years | £7,440 | £7,540 |
| Cost per page | 2.7p | 2.7p |
In this example, they're almost identical. That's common: when the dealer prices the lease fairly and the click charges are the same, the finance cost of leasing is roughly offset by the resale value of buying. The difference comes from the variables. A cheaper purchase price, a higher resale value or a shorter term pushes towards buying. A higher purchase price, a lower resale value or an expensive service contract on a bought machine pushes towards leasing.
The lease benchmark here is consistent with Midshire's published guide of about £49 a month for a new mid sized A3 colour machine (checked October 2026). Click rates are mid range figures from published UK ranges of roughly 0.35p to 1.5p mono and 3.5p to 10p colour (Digital Office, checked October 2026).
When buying wins
Buying tends to come out ahead when:
- You keep machines a long time. Run a bought machine for six or seven years and the purchase cost is spread over more pages.
- Your volume is low and stable. You won't outgrow it, and service costs stay modest.
- You buy refurbished. A good refurbished machine can cost a fraction of new. See our second hand guide.
- You have cash and don't want finance. You avoid the finance margin built into a lease.
- You want no lock in. No minimum term, no automatic renewal and no settlement figure.
The catch: you're responsible for the machine. If it fails outside a service contract, you pay. And at the end, resale values for older copiers can be low.
When leasing wins
Leasing tends to come out ahead when:
- You want to keep cash in the business. No big upfront cost.
- You want predictable payments. A fixed lease and agreed click rates make budgeting easy.
- You expect to upgrade. Your needs may change within five years.
- You want one supplier responsible for the machine, service and supplies.
- You value tax treatment. Lease payments are often treated as a business expense. Check with your accountant, as it depends on the lease type and your circumstances.
The catch: leases are long, often renew automatically, and are expensive to leave early. Our contracts guide explains what to look for, and our hire and rental guide covers shorter options.
What the calculator doesn't capture
A calculator is only as good as its inputs, and some things are hard to put a number on:
- Downtime. A leased machine on a good service contract may come with faster response times.
- Settlement risk. If your business changes and you need to exit a lease early, the cost can be high.
- Escalators. If your click rate rises each year, the lease total grows. Enter your average expected rate, not just year one.
- Finishing and extras. Include them in both sides of the comparison.
FAQs
Is it cheaper to lease or buy a photocopier?
It depends on purchase price, lease rate, term, volume and resale value. With fairly priced quotes, the two are often close. Use the calculator with your own figures.
What resale value should I assume?
Be conservative. Office copiers lose value quickly. If you're unsure, enter a low figure or zero.
Do I still pay click charges if I buy?
Usually, if you take a service contract. Alternatively you can pay for service separately and buy toner yourself.
Can schools lease?
Only on an operating lease. The DfE says finance leases are unlawful borrowing for schools (GOV.UK, checked October 2026).
What term should I compare?
Use the same term for both, usually the lease term you're being offered, often 3 to 5 years.
Get quotes to compare
The calculator works best with real numbers. Use the form on this page to get lease and purchase quotes from suppliers, then enter them above to see which is cheaper for you.