Quick answer: How much does a printer cost for a business? A business printer costs anywhere from about $200 for a small desktop laser to $15,000 or more for a full office copier. Most small offices land between $400 and $2,500 for a solid laser multifunction printer. The price tag is only part of the bill, though. Toner, parts and service usually add up to more than the printer itself over its working life, which is why many offices compare the purchase price against a lease that bundles everything into one monthly payment.
This guide breaks down what each type of printer costs in 2026, what it costs to run, and how to pick the size that fits your office.
How Much Does a Printer Cost? Prices by Type
Printer prices follow two things: how many pages a month the machine is built for, and what it can do besides print. These are typical street prices for new machines at major retailers and dealers. Exact prices change often, so treat them as a starting point for your budget.
| Printer type | Typical price (new) | Best for |
|---|---|---|
| Inkjet all-in-one | $100 to $300 | Home offices and very light printing |
| Desktop black-and-white laser | $200 to $600 | 1 to 5 people printing everyday documents |
| Desktop color laser multifunction (MFP) | $400 to $1,500 | Small teams that print, scan and copy in color |
| Business-class A4 multifunction | $800 to $2,500 | Busy small offices, higher monthly volume |
| A3 office copier (floor model) | $3,000 to $15,000+ | Departments and whole offices, 11 x 17 printing, finishing |
A multifunction printer prints, scans, copies and often faxes in one machine. That’s the most common choice for offices because one device replaces three or four.
What Drives the Price Up
- Speed and duty cycle. A machine rated for 40 pages per minute and tens of thousands of pages a month costs more than one built for a few hundred pages.
- Color. Color lasers cost more to buy and more to run, because they use four toner cartridges instead of one.
- Paper size. A3 machines print up to 11 x 17 (tabloid). If you need that size, you need an office copier class machine. See our guide on A3 vs A4 paper.
- Finishing. Stapling, hole punching and booklet folding add a finisher unit to the price.
- Energy use. Efficient models cost less to run. The ENERGY STAR imaging equipment list shows certified printers and copiers.
- Scanning features. Fast two-sided scanning, scan to email and scan to cloud folders come standard on business-class models.
The Running Costs Most Buyers Forget
Once the printer is on the desk, every page has a cost. That second number matters as much as the price tag when you ask how much a printer costs to own. The usual way to compare machines is cost per page: the price of toner and parts divided by the number of pages they produce.
- Black-and-white pages on a business laser typically run about 1 to 3 cents each.
- Color pages typically run about 6 to 9 cents each.
- Inkjet pages often cost more per page than laser, which is why inkjets fit light printing best.
Page yields are measured with an industry test method, ISO/IEC 19752 for black-and-white toner, so yields from different brands can be compared fairly. On top of toner, laser printers use drums, fusers and transfer belts that wear out with use, plus paper and the occasional service call.
Here’s a simple example. An office prints 2,000 black-and-white pages a month. At 2 cents a page, that’s $40 a month in toner, or about $1,440 over three years. For a $600 printer, the toner alone costs more than twice the machine. Add color pages and the gap grows.
Buy, Lease or Rent: How Much Does a Printer Cost Each Way?
Buying works well for light printing. If a desktop laser covers your needs, buying it outright is simple, and you pay for toner as you go.
Leasing works well once you need a business-class machine. So how much does a printer cost per month on a lease? Instead of a large purchase plus separate toner and repair bills, you get one monthly payment. With 1-800 Office Solutions, a printer lease starts at $79 a month and includes free delivery, free installation, toner, maintenance and 2,000 prints per month, with terms from 12 to 63 months. For larger machines, see copier lease pricing.
Renting works well for short projects, events, seasonal rushes or a temporary office. See copier rental for short-term options.
How to Size the Right Printer
- Count your pages. Check how many pages your office prints in a typical month. Most printers show this in their settings or usage report.
- Check your color share. If color is a small part of your printing, a black-and-white machine with lower running costs may be the smarter choice.
- Decide on paper size. Letter and legal only means an A4 model. Tabloid (11 x 17) means an A3 machine.
- List what else it must do. Scanning to email, stapling, mobile printing and secure release all narrow the field.
- Compare the total cost. Add the purchase price to three years of toner and service, then compare that number to a lease quote.
Printer Cost by Office Size
The right machine depends mostly on how many people share it and how much they print. Use this as a starting point:
| Office | Typical fit | Typical price to buy |
|---|---|---|
| 1 to 5 people, light printing | Desktop black-and-white laser | $200 to $600 |
| 5 to 15 people, some color | Desktop color laser multifunction | $400 to $1,500 |
| 10 to 25 people, daily scanning | Business-class A4 multifunction | $800 to $2,500 |
| 20+ people, 11 x 17, finishing | A3 office copier | $3,000 to $15,000+ |
A Simple Checklist for the Full Cost
- Purchase price of the printer and any extra paper trays or finisher.
- Toner or ink for the pages you print each month.
- Drums, fusers and maintenance kits as the machine ages.
- Service and repairs, including parts and labor.
- Setup: delivery, installation and connecting everyone’s computers.
- Paper, which is the same cost whichever printer you choose.
Add those lines up over three years and you have a true picture. That is the honest answer to “how much does a printer cost?” Then put a lease quote next to it and compare one number to the other.
Frequently Asked Questions
How much does a printer cost for a small business?
Most small businesses spend $400 to $2,500 on a laser multifunction printer, plus toner and service. Very small offices can start with a $200 to $600 desktop laser, and larger teams often move to an A3 copier or a lease.
Is it cheaper to lease or buy a printer for a business?
For a small desktop printer with light use, buying is usually cheaper. For a business-class multifunction printer or copier, leasing is often the better value, because toner, parts and service are included in one monthly payment instead of billed separately.
How much does a commercial copier cost?
A new A3 office copier typically costs $3,000 to $15,000 or more, depending on speed, color and finishing. Leasing one spreads that cost out. A3 color floor models lease from $169 a month with 1-800 Office Solutions.
What is a good cost per page for an office printer?
For black-and-white laser printing, about 1 to 3 cents a page is typical. For color, about 6 to 9 cents a page is typical. Machines built for higher volume usually have a lower cost per page.
Is a laser printer or an inkjet better for an office?
For most offices, a laser printer. Lasers print faster, handle higher volume and usually cost less per page. Inkjets fit home offices and light printing.