Supplying Your Business: Your Office Copier Buying Guide

Commercial copy machines typically cost between $3,000 and $12,000, but higher-output models can cost up to $40,000. That’s a hefty investment that can cause hesitation.

Buying a copier that can’t keep up slows down your business and may force you to upgrade sooner. An oversized machine wastes space and money that could go toward other resources.

Your office copier is likely one of the most used pieces of equipment in the office. Choosing the right one keeps your office running smoothly and makes the best use of your money.

Check out these tips for choosing a copy machine for your office. 

Office Copier Usage

How often do you use your office copier? How many people are in the office sharing the equipment? Your copier usage helps choose a machine that can keep up with your demands without going overboard with a copier that’s too big for your office.

Consider the types of documents you print and copy. Graphics or marketing materials need a higher quality copier that can reproduce the high-resolution images more accurately.

Spending Budget

Like most office purchases, copiers often require some compromise and a balance between the features and the cost. Knowing your budget helps you narrow down the options and make those strategic compromises. 

If you’re purchasing the copier outright, how much money do you have available upfront? If you plan to lease, how large of a payment can you afford each month? Looking at your overall business budget helps you calculate those numbers. 

Keeping costs low is often a priority. But investing more in the copier purchase gives you a machine that may last longer and give you better value overall.

Types of Copiers

You can choose a range of copiers, from a basic black and white copier to a high-output machine with lots of extra features. You can also choose between inkjet and laser copiers, with laser machines often printing your pages faster. Laser machines tend to save money on supplies because the toner lasts longer. 

Affordable Copy Machines provides suggestions in its Office Copier Guide based on company size. Smaller offices can get away with a basic all-in-one machine that prints, copies, and faxes. Digital copiers work well for medium-size businesses, while companies with more than 30 employees benefit from a high-output copier.

Features to Consider

Compare the print speed and volume of copiers to ensure they can keep up with your demands. If you print lots of long documents or have multiple employees copying nonstop, a faster print speed helps prevent a backup at the copier and keeps your employees working more efficiently. A speed of around 52 pages per minute should work for your small business unless you have higher printing demands.

The resolution and memory can affect the performance of the printer. If you have more intense printing needs, choose a copier with higher options.

Extra features cost more but can come in handy. Wireless connectivity offers more flexible use with options to scan to your email and the cloud or printing from mobile devices. Image editing lets you add things such as watermarks, page numbers, and stamps on confidential documents.

Leasing vs Buying

You can either buy or lease a copier to best fit your situation. Leasing is ideal if you don’t have a lot of cash upfront because you make smaller monthly payments. The company you lease from handles the maintenance, repairs, and upkeep.

But buying a copier is usually cheaper over time. Lease payments often add up to more than buying a copier and owning it outright. Do the math and read the terms of a lease agreement to decide. 

Buy Your Copier

An office copier is a big investment and one you should take your time in choosing. Look at your usage and needs compared to the budget and features of different models to find a good fit.

Then, check out the Business Resources section for more useful information on running your small business.