What is a Click Charge?
A click charge (also known as cost-per-copy or CPC) is a per-page fee charged by copier dealers for every copy, print, scan-to-email, or fax sent through your leased copier. Think of it like paying for electricity based on usage - the more you print, the more you pay.
Click charges are the foundation of modern copier service agreements. Rather than buying toner, calling technicians, and paying for repairs separately, you pay a single per-page fee that covers everything. This model shifts maintenance costs from unpredictable to highly predictable.
The term "click" comes from the mechanical counter in older copiers that literally clicked with each page printed. Today's digital copiers use electronic meters, but the name stuck. Every page that passes through the copier - whether printed, copied, scanned, or faxed - registers as a "click" and increments your billable count.
Who Charges Click Charges?
Click charges are charged by authorized copier dealers (not manufacturers) who lease copiers and provide service. When you lease from Canon, Ricoh, Xerox, Konica Minolta, or other dealers, the click charge is typically part of your lease agreement or a separate service contract.
What's Included in Click Charges
Typically Included
- All toner and consumables - Black, cyan, magenta, yellow toner cartridges automatically shipped
- Scheduled maintenance - Quarterly or bi-annual preventive maintenance visits
- Emergency service calls - On-site technician visits for breakdowns and errors
- Replacement parts - Drums, fusers, rollers, transfer belts, and other wear items
- Labor costs - Technician time, diagnostics, and installation
- Software updates - Firmware updates and security patches
NOT Included
- Paper - You must purchase copy/printer paper separately
- Specialty toners - Metallic, white, or fluorescent toners cost extra
- User-caused damage - Spills, drops, or abuse voids coverage
- Network setup - Initial installation and network configuration may cost extra
- Relocation - Moving copier to new location usually incurs fees
- After-hours service - Weekend or holiday service may cost extra
Important: Read Your Contract
What's included varies by dealer and contract. Always ask for a written list of what's covered before signing. Some dealers exclude developer units, waste toner bottles, or charge separately for color drums. Clarify everything upfront to avoid surprise bills.
Typical Click Charge Rates
- • Low volume (<5K/mo): $0.009-$0.012
- • Medium volume (5-15K/mo): $0.007-$0.009
- • High volume (15K+/mo): $0.005-$0.007
- • Low volume (<2K/mo): $0.08-$0.10
- • Medium volume (2-8K/mo): $0.06-$0.08
- • High volume (8K+/mo): $0.04-$0.06
Factors Affecting Click Charge Rates
Print Volume
Higher monthly volume = lower per-page rates. Volume discounts typically start at 10,000+ pages/month.
Copier Model
Production copiers cost less per page than desktop models due to higher-capacity toner and efficiency.
Contract Length
Longer commitments (3-5 years) secure better rates. Month-to-month contracts cost 20-30% more.
Geographic Location
Urban areas with high dealer competition offer better rates than rural areas with limited options.
How to Calculate Your Click Charge Costs
Step 1: Estimate Your Monthly Volume
Review your current print usage. Most copiers have counters showing total B&W and color pages. If you don't have a copier yet, estimate:
- •Small office (1-10 people): 2,000-8,000 pages/month
- •Medium office (10-25 people): 8,000-20,000 pages/month
- •Large office (25+ people): 20,000-50,000+ pages/month
Step 2: Determine B&W vs Color Ratio
Typical businesses print 70-80% B&W and 20-30% color. Marketing and design firms may use 50%+ color. Track this for one month to get accurate ratios.
Step 3: Calculate Monthly Cost
Example Calculation:
Monthly volume: 10,000 total pages
Ratio: 80% B&W (8,000 pages), 20% color (2,000 pages)
B&W rate: $0.008/page
Color rate: $0.07/page
B&W cost: 8,000 × $0.008 = $64.00
Color cost: 2,000 × $0.07 = $140.00
Total Monthly: $204.00
Annual Cost: $2,448.00
Don't Forget Hidden Costs
- • Base volume minimums: You may pay for unused pages
- • Overage penalties: Higher rates for exceeding committed volume
- • Annual escalation: 2-5% yearly rate increases
- • Paper costs: Add $30-50/month for quality copy paper
Negotiating Click Charges
Click charges are highly negotiable. Dealers have significant flexibility on rates, and you can save 15-30% with smart negotiation tactics.
Proven Negotiation Tactics
Get Multiple Quotes
Request quotes from at least 3 authorized dealers. Show competing quotes to each dealer and ask them to beat it. Dealers will lower rates when they know they're competing for your business.
Commit to Higher Volume
Dealers offer volume discounts. Commit to 10,000+ pages/month for 15-25% lower rates. If you have multiple locations, bundle volume across all sites for even better pricing.
Sign Longer Contracts
3-5 year contracts secure better rates than month-to-month. Dealers reward commitment with discounts. Ask for price-lock guarantees to prevent future increases.
Negotiate Base Volume Down
Dealers often propose high base volumes. Push back. If you print 8,000/month, negotiate base volume to 5,000 or eliminate it entirely. Never commit to volume you won't use.
Bundle Multiple Copiers
If you need 2+ copiers, bundle them in one contract for fleet pricing. Dealers discount heavily for multi-unit deals (save 10-20% per unit).
Remove or Cap Escalation Clauses
Many contracts include 2-5% annual rate increases. Negotiate to remove escalation entirely, cap it at 2-3% max, or tie it to CPI (inflation). Some dealers offer fixed-rate contracts.
What's Realistic?
Target savings: 15-30% below initial quotes. For example, if quoted $0.010 B&W and $0.08 color, negotiate to $0.007-0.008 B&W and $0.06-0.07 color. High-volume users (20K+/month) can often get $0.005 B&W and $0.05 color.
Common Click Charge Contract Terms
Base Volume
Minimum monthly pages you commit to print. If you print less, you still pay for base volume. If you print more, you pay your standard rate (or overage rate if specified).
Example: 5,000-page base at $0.008 = $40 minimum monthly charge, even if you only print 2,000 pages.
Overage Charges
Rate charged when you exceed your committed base volume. Should be the same as your base rate, but some contracts charge 10-25% more for overages.
Negotiate: Ensure overage rate equals your base rate, or cap overage penalty at 10% maximum.
Underage Penalties
Some aggressive contracts require you to pay for ALL committed volume, regardless of actual usage. This is predatory - reject these terms entirely.
Red flag: "Customer must pay for 10,000 pages monthly whether used or not." Walk away from this dealer.
Escalation Clauses
Annual percentage increases to click charge rates (typically 2-5% per year). Some contracts tie escalation to CPI (Consumer Price Index), others use fixed percentages.
Best option: Negotiate a price-lock (no increases) for contract duration, or cap escalation at 2-3% annually.
Meter Reading & Billing
Specifies how counts are reported and billed. Most modern copiers use remote monitoring (DCA - Device Count Analytics) that automatically reports usage to the dealer monthly.
Your right: You can audit meter counts anytime. Print usage reports monthly and compare to invoices to catch billing errors.
Frequently Asked Questions
What is a click charge on a copier?
A click charge (also called cost-per-copy or CPC) is a per-page fee charged by copier dealers for each copy or print made. Click charges typically range from $0.005-$0.01 for black & white and $0.04-$0.10 for color, and usually include toner, maintenance, parts, and service.
What is included in a click charge?
Standard click charges include: all toner and consumables (except paper), scheduled maintenance and service calls, replacement parts and labor, drum replacements, fusers and other consumables, and on-site technician visits. Paper, special toners, and user-caused damage are typically NOT included.
What is a typical click charge rate?
Typical click charge rates in 2025: B&W: $0.005-$0.01 per page (average $0.008), Color: $0.04-$0.10 per page (average $0.065). Rates depend on volume (higher volume = lower rates), copier model, contract length, and geographic location. Volume discounts start at 10,000+ pages/month.
How do you calculate click charge costs?
Calculate monthly cost: (B&W pages × B&W rate) + (Color pages × Color rate). Example: 8,000 B&W at $0.008 ($64) + 2,000 color at $0.07 ($140) = $204/month. To estimate annual cost, multiply by 12. Factor in base volume minimums and overage charges.
Can you negotiate click charges?
Yes, click charges are highly negotiable. Tactics: 1) Get quotes from 3+ dealers to compare rates, 2) Commit to higher volumes for discounts (save 15-30%), 3) Sign longer contracts (3-5 years) for better rates, 4) Bundle multiple copiers, 5) Negotiate base volume minimums down, 6) Ask for price locks to prevent escalation.
What is base volume in a click charge contract?
Base volume is the minimum number of pages you commit to print monthly. If you print less, you may still pay for the base volume. Example: 5,000-page base volume at $0.008 = $40 minimum monthly charge, even if you only print 3,000 pages. Negotiate base volume lower or remove it entirely.
What are overage charges?
Overage charges apply when you exceed your committed base volume. Typically the same as your click charge rate, but some contracts charge 10-25% more for overages. Example: Base rate $0.008, overage rate $0.01. Always read your contract to understand overage terms and negotiate lower overage rates.
Is a click charge cheaper than buying toner yourself?
For most businesses, yes. Click charges for high-volume copiers ($0.005-$0.01 B&W) are cheaper than retail toner costs ($0.015-$0.03/page). Plus, click charges include service and parts. Buy-your-own toner works for low-volume users (<2,000 pages/month) who can skip service contracts.
Do click charges increase over time?
Many contracts include annual escalation clauses (2-5% increases per year). Always check for: 1) Price lock guarantees (no increases), 2) Escalation caps (max 3%/year), 3) Tied to CPI (inflation-based). Negotiate to remove escalation or cap it at CPI. Fixed-rate contracts exist but may cost slightly more initially.
Can I audit my click charges?
Yes, you have the right to audit click counts. Most copiers have built-in counters accessible via web interface or by printing a usage report. Compare dealer invoices to actual meter reads monthly. Many dealers use remote monitoring (DCA) to automatically report counts - verify accuracy quarterly to avoid billing errors or overcharges.