TL;DR: The Bottom Line
When you buy a business copier, the purchase price is only the beginning. You must also budget for ongoing, variable costs including toner and supplies (1-2 cents per page B&W, 5-10 cents for color), major maintenance parts ($500-$1,500+ every few years), and emergency service calls ($150+/hour). A managed lease bundles all these unpredictable expenses into one fixed monthly payment, eliminating surprise bills.
Thinking Beyond the Price Tag
So, you’ve decided to buy your next office copier. On the surface, it seems straightforward: you pay the upfront cost, and the machine is yours. As we covered in our The Ultimate Guide to Leasing vs. Buying a Business Copier, buying can result in a lower total cost over many years. However, that’s only true if you accurately budget for the necessary expenses that come after the initial purchase.
Many businesses are surprised by the ongoing costs required to keep a purchased machine running efficiently. Let’s pull back the curtain on the four main “hidden costs” of copier ownership.
- Consumables: The Never-Ending Need for Toner & Supplies
The most frequent ongoing cost will be toner. Unlike the starter cartridges that come with the machine, full-yield replacement cartridges are a significant expense.
- Black & White Toner: Expect to pay between 1 to 2 cents per printed page.
- Color Toner: Costs are much higher, typically ranging from 5 to 10 cents per page.
- Other Supplies: Don’t forget staples for finishing units and other specialty items.
Budgeting Tip: Review your print volume from the last 6-12 months to estimate your average monthly page count. Use this to create a realistic annual budget for toner.
- Major Maintenance Parts: The Big-Ticket Replacements
A copier is a complex piece of machinery with critical components that wear out over time. These are not small repairs; they are scheduled, major replacements that are essential to the machine’s operation.
- Drum Unit: This is what transfers the image to the paper. It will need to be replaced every 60,000 to 300,000 pages, depending on the model. Cost: $500 – $1,000+
- Fuser Assembly: This unit uses heat to bond the toner to the paper. It’s another major component with a finite lifespan. Cost: $300 – $800+
- Rollers & Maintenance Kits: These rubber components grab the paper and can cause jams when they wear out. They are typically replaced as a kit. Cost: $200 – $500+
- Emergency Service & Labor: The Unpredictable Bill
When your copier goes down unexpectedly, you have to call—and pay for—a certified technician.
- Hourly Labor Rates: Expect to pay $150 or more per hour, plus a trip charge.
- Diagnosis Time: The first hour is often just diagnosing the problem, with the repair requiring additional time and a potential follow-up visit if parts need to be ordered.
- Downtime: The True “Hidden” Cost
What is the cost to your business when your team can’t print invoices, scan contracts, or copy important documents? The cost of downtime is often the most significant expense of all. Every hour your machine is out of service, your business’s core operations can be impacted, leading to lost productivity and frustrated employees. This is a critical factor to consider when thinking about when it’s time to get a new machine.
5 Signs It’s Time to Upgrade Your Office Copier
The Solution: Predictable Budgeting with a Managed Lease
The reason an all-inclusive lease is so appealing is that it eliminates all of this guesswork. When you lease a copier with a Managed Print Services contract from Bishop Business, all the costs listed above—toner, parts, labor, and regular maintenance—are bundled into one predictable monthly payment. There are no surprise bills, no unbudgeted expenses, and proactive service helps minimize downtime.
Frequently Asked Questions (FAQ)
Q: Is it cheaper to use third-party (non-OEM) toner?
A: While initially cheaper, using non-OEM toner can lead to poor print quality, can damage your machine, and often voids the manufacturer’s warranty, leading to much higher repair costs down the road.
Q: How often does a copier need preventative maintenance?
A: We recommend a full preventative maintenance check by a certified technician at least once a year, or more frequently for high-volume environments, to replace worn parts before they cause a breakdown.
Q: Can I buy a service contract for a machine I already own?
A: Yes! Bishop Business offers comprehensive service agreements for customer-owned equipment that can provide the same peace of mind and predictable budgeting as a lease.
Contact Bishop Business to talk to a Specialist.
Your Partner in Predictable Office Technology
Ultimately, the decision to buy or lease comes down to how your business wants to manage its costs and technology. Understanding the total cost of ownership is the first step. At Bishop Business, our goal is to be more than just a vendor; we’re a partner dedicated to making your office run more smoothly and predictably. Whether it’s through a comprehensive service agreement for a machine you own or an all-inclusive lease that eliminates financial surprises, we’re here to build a solution that fits your budget and your goals.
Contact Bishop Business for a Quote.