9 Photocopier Buying Mistakes That Cost You Money (2026)
Buying or leasing a photocopier is something most businesses only do every three to five years, so it's easy to get wrong. Suppliers do this every day. You don't. The good news is that the same few mistakes come up again and again, which means they're easy to avoid once you know what they are.
Here are nine of the most expensive ones we see in 2026.
1. Buying too big
A fast A3 colour machine with a big finisher looks impressive, but if you print 2,000 pages a month you're paying for capacity you'll never use. Check your real volumes from your current meter readings before you get quotes. Our copier finder helps match size to volume.
2. Buying too small
The opposite problem. A cheap A4 desktop machine in a busy 30 person office leads to queues, breakdowns and staff printing at home. Size for your busiest month, not your quietest.
3. Comparing lease prices only
The monthly lease is only part of the cost. Click charges, minimum volumes and price rises often add more over the term. Always compare the total cost over the full contract.
4. Accepting the first click charge
Typical small business click charges are roughly 0.5p to 1.0p mono and 6p to 10p colour. If your quote is above that range, push back. Our click charges guide shows what's fair.
5. Ignoring minimum volumes
Many contracts include a minimum number of clicks each month. If you print less, you pay anyway. With more hybrid working, plenty of offices now print far less than when they signed.
6. Signing a very long lease
Five years is a long time in a fast moving office. A three year lease often makes more sense, even if the monthly figure is a bit higher. Check the total, not just the monthly.
7. Missing the auto renewal window
Lots of copier contracts renew automatically unless you give notice months before the end. Miss the window and you could be locked in for another year. Put the date in your diary the day you sign.
8. Forgetting about data security
Copiers store images of scanned and printed documents. Make sure encryption and secure print are switched on, and get a wiping certificate when the machine leaves. Our photocopier security guide explains why.
9. Not getting enough quotes
One quote tells you nothing. Two or three on the same specification show you the real market price and give you leverage to negotiate.
The cost of getting it wrong
| Mistake | Example extra cost |
|---|---|
| Paying 1.2p mono instead of 0.7p on 5,000 pages a month | £25 a month, £1,500 over five years |
| Paying 10p colour instead of 7p on 1,000 pages a month | £30 a month, £1,800 over five years |
| A minimum of 8,000 mono clicks when you print 5,000 | £24 a month at 0.8p, £1,440 over five years |
| Missing an auto renewal on a £49 a month lease | £588 for an extra year |
The figures add up fast. A small office could easily overpay by several thousand pounds over a lease without noticing.
A simple buying process
- Read your current meter for mono, colour and A3 volumes.
- Write a one page brief: volumes, sizes, finishing, security and lease length.
- Send the same brief to three suppliers.
- Compare total cost over the term, including clicks, minimums and rises.
- Negotiate on terms as well as price.
- Diary the renewal date.
Lease, buy or refurbished?
Leasing spreads the cost and usually includes service. Buying can be cheaper over a long time. Refurbished machines can save a lot upfront. Use our lease vs buy calculator to compare.
Which brand?
Every major brand, including Canon, Ricoh, Xerox, Sharp, Kyocera and Konica Minolta, makes good machines. The dealer and the contract terms matter more than the badge.
Signs you're already overpaying
- Your click charge has risen every year and you haven't checked it since you signed.
- You regularly pay for clicks you didn't use because of a minimum volume.
- The machine is too slow for your team, or sits idle most of the day.
- You can't remember when the contract ends.
- You're paying separately for toner that should be in the click charge.
If any of these sound familiar, dig out the contract and run the numbers. Our cost per page calculator shows what you're really paying per page.
FAQs
What's the biggest photocopier buying mistake?
Comparing monthly lease prices without looking at click charges, minimums and the full term.
How long should a copier lease be?
Three to five years is typical. Shorter leases give more flexibility.
How many quotes should I get?
At least three on the same specification.
What is a fair click charge?
Roughly 0.5p to 1.0p mono and 6p to 10p colour for a typical small business.
Can I get out of a bad copier lease?
Sometimes, by paying a settlement. See our cancel a photocopier lease guide.