Copier prices and how to buy

Prices for digital copiers have come down remarkably in recent years. However there is a very large variance in pricing, even among similar or identical models. Some copier vendors overcharge simply because they can get away with it, while others price their base machines far below market value - even below cost - to lure you in, then charge considerably more for service contracts and add-on features. Before signing a contract, make sure you understand all current and future costs.

Digital copiers for businesses start at just under $1,500 on the lowest end for a machine capable of 15 ppm and a total monthly volume around 10,000 copies. Faster models that can handle more monthly volume run from $3,000 to $10,000, and the high end of the business copier segment reaches as high as $40,000.

Top-of-the-line copiers cost more than $100,000, but the performance they offer - 100+ ppm and volumes of 600,000 to 800,000 outputs per month - is usually only needed by print shops and central copy offices for large organizations. See what other BuyerZone users have paid for color copiers.

The price is affected by a number of factors. One is the add-ons you choose. Color has the most significant impact on price: expect to pay a 20% to 30% premium over a black and white copier with similar speed and volume ratings.

Network printing is standard on some models, but may be an option you have to purchase for an additional $500 to $2,000. ADFs add $1,000 to $2,000 to the price if they are not included.

Of course, you can buy an ink-jet color printer with scanning capabilities that will essentially function as a color copier for as little as $130. However the speed and reliability of these "all-in-ones" are not adequate for most business use, and the high cost of consumables - specifically ink - will drive your per-copy cost through the roof. If you very rarely need a color copy, you may want to purchase an all-in-one to complement a black and white digital copier.

Negotiating
Few copiers are sold at list price. In general, you can expect to see discounts between 10% and 20% from the manufacturer suggested retail price. These prices are often flexible: they vary based on the options and accessories you are considering, and if you are going to purchase an extended service contract, the dealer may have more room to give on the price of the copier itself.

You may get even greater discounts depending on the competitive situation or if you are buying an older or discontinued model.

And remember, just like when buying a car: never discuss a trade-in until the end of your negotiation period. A high trade-in offer can easily blind you to an inferior deal.

Buy or lease?
Most businesses lease their copiers. The primary reason that businesses lease is to avoid the significant capital outlay required to purchase one outright. In addition, because the technology changes quickly, some leases include provisions to trade up to a newer model, allowing you to upgrade without buying anew.

As with most products, however, leasing is more expensive in the long run. Many leases charge on a per-copy basis and may include monthly copying minimums. Be careful - complex language around minimums can disguise higher costs in the future. Other leases allow you to walk away from a machine, increasing your financial flexibility if you can not afford ongoing monthly payments. For more information, check out our in-depth examination of leasing a color copier.