Copier Buyer's Guide
Everything you need to know to choose the right copier or multifunction printer for your business.
Choosing the right copier or multifunction printer is a critical business decision that affects productivity, costs, and efficiency. This comprehensive guide will help you navigate the options and make an informed choice that fits your needs and budget.
Key Considerations
Print Volume
Calculate your monthly page count to determine the duty cycle you need. Small offices typically need 5,000-20,000 pages/month, while larger businesses may require 50,000+ pages/month.
- Track usage for 1-2 months
- Account for growth
- Consider seasonal fluctuations
Color vs Black & White
Determine if you need color printing for marketing materials and presentations, or if black and white is sufficient for documents and forms.
- Color costs more upfront
- Color toner is more expensive
- Consider occasional vs frequent color needs
Speed (Pages Per Minute)
Choose a speed that matches your workflow. Higher speeds reduce wait times but cost more. Consider 25-35 ppm for small offices, 40-60 ppm for medium, and 60+ ppm for high-volume environments.
- Faster = more expensive
- Consider peak usage times
- Balance speed with budget
Features & Functions
Modern copiers offer scanning, faxing, mobile printing, cloud connectivity, and advanced finishing options. Identify which features are essential vs nice-to-have.
- Scan to email/cloud
- Duplex printing
- Stapling and finishing
- Mobile printing
- Security features
Paper Handling
Consider paper capacity, sizes supported, and whether you need multiple trays. High-volume users should look for expandable paper capacity.
- Standard vs expandable capacity
- Multiple tray needs
- Large format support
- Specialty media
Budget & Total Cost
Look beyond the purchase price to include toner, maintenance, repairs, and supplies. Leasing options can provide predictable monthly costs.
- Calculate cost per page
- Include service contracts
- Factor in downtime costs
- Compare lease vs buy
Lease vs Buy: What's Best for You?
Leasing
Pros
- No upfront capital
- Predictable monthly costs
- Service included
- Tax deductible
- Easy upgrades
Cons
- •Long-term commitment
- •Doesn't build equity
- •May cost more over time
Buying
Pros
- Own the equipment
- No monthly payments
- Asset on balance sheet
- No contract terms
Cons
- •Large upfront cost
- •Maintenance extra
- •Technology becomes outdated
- •Depreciation