Six things set what you pay each month to rent or lease a copier: how much you print, colour or black-and-white, the speed of the machine, the term you choose, whether you need A3 paper, and whether you add a finisher. That is why Outsource Digital quotes for your office instead of publishing one price for everyone.
Outsource Digital has rented, leased and sold Toshiba copiers to South African businesses since 2004, as a Platinum Toshiba Dealer. This guide explains each cost factor, what the service agreement covers, and what to send us for an exact quote.
What sets the monthly amount?
1. How much you print. On a copier rental you pay per copy, so your monthly page count matters most. It also decides which copier fits: a desktop copier for a small office, a floor-standing copier for an everyday office, or a high-volume copier for a busy office or a print room.
2. Colour or black-and-white. Colour copies and black-and-white (mono) copies are charged separately, so the mix of the two counts as much as the total. A colour copier still prints in black-and-white, and each person can be given their own colour and mono limits, or set to print black only, with their usage tracked.
3. The speed of the machine. The Toshiba e-STUDIO range runs from desktop machines for a small office up to high-volume machines for a print room. A faster copier suits more people sending jobs at once. One that is faster than your office needs takes up floor space with speed nobody uses.
4. The term. You can rent month to month, or take a longer-term rental with one monthly amount over the term. More on this below.
5. A3 or A4 only. Desktop copiers print up to A4. The floor-standing and high-volume copiers print A4 and A3, so if you print posters, plans or spreadsheets on large paper, the choice of machine changes.
6. A finisher. Many floor-standing and high-volume models take an optional finisher that staples, punches holes or makes booklets. Add one only if your office does that work often.
Bundle deals with copies included are also available on copier rentals. Ask about one when you ask for your quote.
What is included and what is not
Ask this of every quote you compare, because it changes what you pay outside the monthly amount. Under the Outsource Digital copier service agreement:
- toner and consumables are included; paper is not,
- parts, labour and call-outs are 100% covered,
- preventative maintenance is included,
- a technician is on site within 4 to 8 working hours of your call, and if your copier cannot be repaired quickly, we bring a loan copier,
- you get monthly usage reports.
Behind those promises is an in-house team of copier technicians, field technicians and on-site support technicians, with telephonic and online support as well. We have service partners in all the major cities, so support reaches offices throughout South Africa and into Namibia and Eswatini.
Month to month or a longer term: how the cost changes
Month to month suits a business that wants flexibility: there is no fixed end, and you carry on month by month. A longer-term rental suits a business that knows what it will need. You choose the number of months when we quote, and you pay one monthly amount for the whole term, arranged through APEX Rental Finance.
At the end of the initial rental period you can buy the equipment at a discounted rate, or carry on renting. Read more about rental finance for office equipment.
Renting vs leasing vs buying: the cost picture
| Rent month to month | Lease over a longer term | Buy outright | |
|---|---|---|---|
| First payment | No large amount upfront | No large amount upfront | The full price upfront |
| Monthly cost | Per copy, colour and mono charged separately | One monthly amount for the term you choose | None for the machine itself |
| Toner, parts and labour | In the service agreement | In the service agreement | Covered only if you sign a service agreement |
| Paper | Not included | Not included | Not included |
| At the end | Stop, or carry on month by month | Buy at a discounted rate, or carry on renting | The copier is yours |
For the full decision, beyond the cost, read rent, lease or buy a copier in South Africa.
How remote monitoring cuts downtime and toner surprises
Every copier on an Outsource Digital service agreement can be linked to our service team through Toshiba e-BRIDGE CloudConnect, Toshiba's own fleet management service.
When toner gets low, the copier tells us and a new cartridge is on its way before the old one runs out. Meter readings arrive by themselves, which keeps your per-copy bill matched to what you really printed. If an error code appears, our technicians see it straight away, and many faults can be diagnosed and cleared remotely without a visit. Firmware updates are scheduled in off-peak hours, away from the busy part of your day.
Your documents stay private: the link is encrypted, no images of what you print are collected, and no software is installed on your computers. Other copier makers run similar services. If you are weighing up brands, read our guides on Toshiba or Kyocera and Toshiba or Konica Minolta.
How to get an exact quote
WhatsApp us for a copier rental quote and tell us:
- Roughly how many pages you print a month.
- Colour, black-and-white, or both.
- Whether you need A3.
- How many people will share the copier.
- Whether you need stapling, hole-punching or booklets.
- Month to month, or a longer term.
We visit your site and you get a customised quote to rent, lease or buy. Your quote sets out the copier model, how colour and black-and-white copies are charged, the term, and what the service agreement covers, so you can compare it line by line with any other. See the full Toshiba range on our copier rental, leasing and sales page.
Frequently asked questions
What affects the cost of renting or leasing a copier?
How much you print, colour or black-and-white, the speed of the machine, the term, whether you need A3, and whether you add a finisher. On a rental you pay per copy, with colour and black-and-white copies charged separately.
Why does Outsource Digital not publish copier prices?
Because the monthly amount changes with every one of those six choices. A quote built on your own office tells you what you will really pay. WhatsApp us and we will visit your site.
Is toner included when I rent or lease a copier?
Yes. Under the copier service agreement, toner and consumables are included, and toner is sent before it runs out. Paper is not included.
Is a lease cheaper than buying a copier outright?
A lease has no large first payment and spreads the cost over a term you choose, with service and toner in the agreement. Buying outright costs the full price upfront, and repairs are quoted one by one unless you sign a service agreement.