If you’re shopping for a new office printer or copier in 2025, you’ve probably noticed that prices can vary—a lot. One company might quote $1,500 for a desktop multifunction printer (MFP), while another lists $15,000 for a high-volume color copier.
So what gives? The truth is, multifunction printer pricing depends on several key factors, including speed, print volume, color capability, finishing options, and service plans.
In this guide, we’ll break down how much you can expect to spend on a multifunction printer in 2025, plus what affects the price and how to budget smarter whether you buy or lease.
What Is a Multifunction Printer (MFP)?
A multifunction printer (sometimes called an all-in-one printer or copier) combines several functions into one device:
- Printing (color or black & white)
- Copying
- Scanning
- Faxing (optional)
- Finishing (like stapling, collating, hole punching, or booklet making)
Today’s business MFPs are true digital hubs that connect to your network, support cloud printing, and integrate with document management systems.
Average Multifunction Printer Prices in 2025
Here’s a quick overview of what MFPs typically cost in 2025, based on size and use case:
| Type of MFP | Typical Use | Average Price (Buy) | Monthly Lease (Est.) |
| Desktop MFP | Home office / small business | $500 – $1,500 | $20 – $50/mo |
| Small Office MFP | Up to 10 employees | $2,000 – $4,000 | $60 – $120/mo |
| Mid-Size Office Copier | 10–50 employees | $4,000 – $8,000 | $125 – $250/mo |
| Enterprise or High-Volume MFP | 50+ users / heavy print environments | $8,000 – $20,000+ | $275 – $600/mo |
These figures apply to leading brands like Ricoh, Canon, and Brother.
Key Factors That Affect MFP Cost
1. Black & White vs. Color
Color-capable copiers cost more upfront and per page. If you mostly print forms, invoices, or internal documents, a monochrome model may be more cost-effective. For marketing, proposals, or client-facing materials, color is worth the investment.
2. Print Speed (PPM)
Measured in pages per minute (PPM), speed directly influences cost:
- Entry-level: 25–35 PPM
- Mid-range: 40–60 PPM
- High-volume: 70–100+ PPM
A faster device not only costs more but typically includes higher-capacity paper trays, better processors, and enhanced durability.
3. Finishing Options
Add-ons like stapling, booklet making, or hole punching can increase the price by $500–$2,000 depending on the configuration.
If your team regularly assembles presentations or reports, built-in finishing saves time and labor.
4. Print Volume
Devices are rated for an estimated monthly duty cycle—how many pages per month they can handle without wear. Overbuying means wasted money; underbuying means constant maintenance. A print assessment (often free) can help right-size your equipment.
5. Connectivity and Security Features
Modern MFPs offer features like:
- Secure user authentication
- Cloud storage integration (Google Drive, OneDrive, SharePoint)
- Remote printing
- Encrypted print jobs
These come standard on most enterprise models, but may be add-ons for smaller units.
Buying vs. Leasing a Multifunction Printer
Most businesses in the Long Island and NYC metro area lease their printers rather than buying them outright. Leasing keeps upfront costs low and includes predictable maintenance plans.
| Option | Pros | Cons |
| Buying | Full ownership; lower total cost over time | High upfront cost; responsible for service & parts |
| Leasing | Low monthly payment; includes service; easy upgrades | Slightly higher long-term cost; contract terms apply |
Typical lease terms: 36–63 months with built-in maintenance, toner, and parts coverage.
If you print heavily or prefer predictable budgeting, leasing is often the best value.
What About Service and Maintenance Costs?
When comparing prices, it’s important to look beyond the hardware. Most vendors offer service contracts that include:
- Toner and supplies
- Preventative maintenance
- On-site repairs
- Remote monitoring
Average costs:
- Black & White prints: $0.01 – $0.03 per page
- Color prints: $0.05 – $0.12 per page
A good rule of thumb: the cheaper the printer, the higher the cost per page.
Signs You Might Be Overpaying for Your Copier
If you already have an MFP, it may be time to reassess your agreement if:
- You’re printing less since moving to hybrid work
- Your lease is more than 4 years old
- You’re paying for unused features
- Your toner or service costs keep rising
A quick print assessment can uncover cost savings and right-size your setup for today’s usage.
How to Get the Best Value on a New MFP
- Evaluate your print volume. Determine average monthly output before shopping.
- Consider your color needs. Only pay for color where it adds value.
- Look for bundled service. A “cost-per-copy” or managed print agreement can include everything in one predictable rate.
- Ask about energy efficiency. ENERGY STAR-rated devices lower utility bills.
- Work with a local dealer. Partnering with a Long Island or NYC-area provider means faster service and personalized support.
MFP Cost Trends for 2025
- Leasing remains popular. More SMBs are choosing flexible, all-inclusive contracts.
- Cloud integration is standard. Devices that sync with Microsoft 365, Google Workspace, and DMS platforms are in demand.
- Security features are a must. With remote work and data privacy laws expanding, secure print release and user authentication are now essential.
- Sustainability matters. Businesses are investing in lower-energy printers and paper-saving workflows.
Bottom Line: How Much Should You Budget?
If you’re a small or midsize business on Long Island or in NYC, here’s a simple budgeting guide for 2025:
- Small Office (up to 10 users): $2,000–$4,000 purchase or $60–$120/month lease
- Mid-Size Office (10–50 users): $4,000–$8,000 purchase or $125–$250/month lease
- Enterprise / High-Volume: $8,000–$20,000+ purchase or $275–$600/month lease
Need help finding the right fit? A quick consultation or print assessment can pinpoint the best model for your volume, workflow, and budget.
LOOKING to Upgrade Your Office Printer?
If you’re looking for a new multifunction printer on Long Island or in the New York City area, Emerald Document Imaging offers:
- Ricoh, Canon, and Brother MFPs for every office size
- Flexible lease or purchase options
- Local service and fast response times
