How Long Do Office Copiers Typically Last?

In this article, you’ll learn how long office copiers are expected to last, what affects their lifespan, and why most businesses choose to upgrade every 3 to 5 years—even if the copier still works.

When your office depends on printing, scanning, and copying every day, you want to know how long your investment will hold up. The answer depends on usage, maintenance, and your financial strategy—but for most businesses, a copier’s lifespan matches its lease term: about five years.

Let’s explore why that’s the benchmark and why copier lifespan is about more than just how long the machine powers on.

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The 5-Year Benchmark

Most office copiers are leased, and most copier leases last 60 months (5 years). That’s not a coincidence.

A well-maintained copier, especially one that matches your monthly print volume, is built to perform reliably for the full lease term. For the average business, this means 5 years of consistent service without major performance issues or escalating costs.

At Novatech, we use 5 years as the standard when calculating total cost of ownership (TCO), which includes:

• Equipment cost

• Supplies (like toner, drums, etc.)

• Maintenance and service

That timeline gives most companies the best value before wear and tear starts to impact performance or increase service calls.

Rule of Thumb:

• Light use + great maintenance → up to 7–8 years possible

• Average business use → around 5 years

• Heavy use + minimal maintenance → less than 5 years

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Some Copiers Last Longer—But It’s Not Always Worth It

Yes, there are offices that still use 8–10-year-old copiers. And in some cases—especially if the machine was purchased outright rather than leased—that can work out fine.

But these are the exceptions, not the rule.

As a copier ages:

• Service calls often increase

• Replacement parts become harder to source

• Supplies may be more expensive or phased out

• Device speed, quality, and features can lag behind newer technology

At a certain point, even if the copier can keep working, it becomes less cost-effective to keep it going.

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When Companies Choose to Replace Sooner

Some businesses choose to upgrade even earlier—typically on 36-month leases—to stay ahead of aging hardware and reduce the chance of downtime. This is especially common in industries where:

• High uptime is critical (e.g., legal, healthcare, finance)

• Print quality matters (e.g., marketing, real estate)

• Internal IT teams want fewer device headaches

In these cases, a 3-year replacement cycle helps ensure the copier stays in its prime.

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What Happens After the Lease Ends?

Even if your copier is still working well at the end of the lease, most companies choose to upgrade. Here’s why:

• The monthly lease payment ends, but maintenance and supply costs often go up

• Older machines may not qualify for new service contracts

• New devices may offer faster speeds, better security, and lower cost-per-print

So while the copier may have some life left in it, the financial logic shifts—and upgrading usually provides more value in the long run.

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Summary: Copier Lifespan at a Glance

 

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Plan Smart. Print Smart.

If you’re approaching the end of your copier lease, or wondering whether it’s time to upgrade, look beyond the age of the machine and consider the bigger picture: performance, cost, reliability, and support.

At Novatech, we’ve helped thousands of businesses make smart, cost-effective decisions about their copiers for over 30 years. With more than 100,000 devices under contract, we’ll help you understand when to replace—and when to hold on.

Find out how much life your copier really has left.
Schedule a quick Copier Lifecycle Review and get a clear, cost-focused plan for your business.