Office Copier Buyer’s Guide

With over $25 billion in annual revenue and more than 1.6 million new copiers sold each year, manufacturers are continuously innovating their products. Meanwhile, vendors providing installation and support operate in a highly competitive landscape. This dynamic means customers must be well-informed to make the best decision when purchasing a business copier.

This guide from Profiles And Reviews provides essential information on selecting an office copier, from identifying your needs and comparing features to finding reliable sellers and understanding price points. Additionally, we can connect you with qualified vendors for competitive price quotes.

Key Considerations for Choosing Office Copiers

What do I need my copier to do?
Modern copiers, often called multifunctional products (MFPs), can perform tasks such as printing, scanning, faxing, emailing, collating, and even creating booklets. They save space by consolidating functions and enable seamless integration with internal networks.
How much do I need to print and copy?
Determine your monthly copy volume by reviewing your current copier’s usage counter or tracking your paper consumption. Be sure to account for future growth by adding a 15% buffer to your estimated volume.
How fast do I need it to be?
Copier speed is measured in pages per minute (ppm), and the industry categorizes copiers into six segments based on speed. Faster machines often cater to larger offices or commercial needs.

Copier Speed Segmentation Table

Segment	Speed (ppm)	Recommended Use
1	15-20	Very small or home offices
2	20-25	Small offices
3	30-50	Small to mid-sized offices
4	40-80	Mid to large offices
5	70-95	Very large offices or print runs
6	95+	Commercial printing needs

Tip: For most businesses, a copier in segments 2 to 4 (20–70 ppm) is sufficient. Complex tasks like two-sided or larger paper copying may slow performance, so plan accordingly.

Features of Modern Copiers

Today’s copiers have evolved far beyond simple photocopying, offering a variety of advanced features to improve office efficiency. Multifunction printers (MFPs), also called all-in-one copiers, provide numerous capabilities that can centralize and streamline your business operations.

Key Features of Multifunction Printers

Printing

Modern copiers often serve as the central printer for an office. By connecting to the office network, employees can print directly from their desks.
Benefits include:

Saving space by eliminating the need for separate printers.
Reducing costs on additional equipment and replacement inks.
Enhancing productivity with features like stapling, duplex printing, and sorting.

Scanning

MFPs can double as scanners, allowing users to send scanned documents directly to emails or desktops.
Advanced options:

Optical Character Recognition (OCR): Converts scanned text into editable files.
Dual Imaging Document Feeder (DIDF): Scans both sides of a page simultaneously for faster processing.

Faxing

Although email has largely replaced faxing, MFPs still include fax capabilities, eliminating the need for a standalone fax machine. Some devices also allow users to fax documents directly from a computer.

Email

Many copiers can email scanned documents directly. They often include an address book for storing frequently used email addresses for quick access.

Double-Sided Copies

Duplex printing saves paper by allowing users to print on both sides. This eco-friendly feature also helps reduce costs.

Collating

Collation arranges printed pages into the correct order for multi-page documents. This is particularly useful for creating multiple copies of a single document.

Image Editing

Some copiers offer basic editing features, such as:

Adding watermarks or page numbers.
Adjusting image rotation.
Compressing multiple pages into one.

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Additional Features to Consider

Security

For businesses handling sensitive information, copiers can include security measures such as:

Requiring a code to access the machine.
Locking confidential documents, such as faxes, until a user enters a code.

Energy Saving

Energy saver modes help reduce electricity usage and wear on the device by powering down when not in use. Benefits include lower utility bills and a smaller environmental footprint.

Feeders

Automatic document feeders (ADF) and dual imaging document feeders (DIDF) allow for fast, efficient copying of multi-page or double-sided documents.

Sorting

Some copiers can organize print jobs by offsetting groups of pages for easier identification.

Finishing Options

For businesses with specialized needs, finishing options can save time and effort. These include:

Stapling: Automatically staples multi-page documents.
Hole Punching: Precisely punches holes for binders.
Folding: Creates neatly folded brochures or pamphlets.
Saddle-Stitch Binding: Folds and staples booklets in one process.

Paper Trays

Modern copiers often have multiple trays to accommodate different paper types and sizes, such as:

Standard size.
Legal size.
Letterhead.
Specialized paper stocks or transparencies.

For high-volume printing or varying paper needs, multiple trays can reduce interruptions and improve efficiency.

Feature Comparison Table

Feature	Benefit	Notes
Color Printing	Produces vibrant and professional documents	Assess your need for color versus black & white
Networking	Enables shared use among multiple users	Essential for office environments
Collating & Stapling	Organizes and finishes documents automatically	Saves time on large projects
Duplex Printing	Allows two-sided printing	Reduces paper usage
Booklet Creation	Creates professional-looking booklets	Ideal for marketing materials

With these insights, you’re ready to explore copier options that align with your needs and budget. Keep in mind that the right choice often balances functionality, speed, and cost-effectiveness.

What to Consider Before Buying an Office Copier

With so many options available, finding the right copier for your business can feel overwhelming. A copier that suits one business may not meet the needs of another. This guide outlines key factors to think about before making a purchase.

Questions to Ask Before Buying

Do I need just a copier, or do I want a multifunction printer (MFP)?
MFPs combine copying, printing, scanning, faxing, and other features into one device, saving space and adding convenience.
How much will I print and copy?
Your monthly volume is crucial in determining the type of copier that fits your needs.
What speed is appropriate for my business?
Consider how fast you need your copier to process jobs to ensure efficiency.

Topics Covered in the Buyer’s Guide

Copier Volume: Matching your copier to your monthly usage.
Copier Speed: Understanding the output speed you need.
Multifunction Printers: Exploring the benefits of all-in-one devices.
Copier Features: Identifying which features are essential for your business.
Leasing vs. Buying: Comparing the pros and cons of each option.
Copier Pricing: Learning how much to budget.
Top Brands: Discovering reliable copier manufacturers.

Once you’ve answered these questions, we can connect you with reputable copier vendors in your area to provide free price quotes.

Understanding Copier Print Volume

Your monthly printing volume is one of the most important factors in choosing a copier.

Small Businesses (500 copies/month): Likely only need a compact, cost-effective machine.
High-Volume Businesses (50,000+ copies/month): Require robust, commercial-grade copiers to handle the workload.

If you’re unsure of your monthly volume, here’s how to estimate:

Existing Copier Owners: Use the internal counter (like a car odometer) to check total usage.
Print Shop Users: Refer to your receipts for a ballpark figure.
New Buyers: Track your paper usage for a few weeks to estimate monthly needs.

Estimation Tips

Keep it Simple: Don’t stress over precise calculations.
Add a Buffer: Increase your estimate by 15% to allow for future growth and any potential errors in your guesswork.

By determining your needs upfront, you can confidently select a copier that fits your business and avoids unnecessary costs.

Understanding Copier Speed and Multifunction Printers

When selecting a copier, speed is a crucial factor. Copier speed is typically measured in copies per minute (CPM) or prints per minute (PPM). Both terms are interchangeable, so you’ll see them used in different contexts. The speed you need depends on your monthly printing volume, and estimating this volume will help you choose a copier that matches your needs.

Copier Speed and Typical Uses

Speed (PPM/CPM)	Best For	Examples of Use
15–20 ppm	Small or home offices with light printing needs	Occasional document printing or copying
20–35 ppm	Small businesses with moderate printing needs	Daily office tasks like reports and memos
35–50 ppm	Medium-sized offices with steady printing requirements	Internal documents, presentations, and proposals
50–70 ppm	Larger offices with high-volume printing needs	Bulk printing, multi-user environments
70+ ppm	Large organizations or commercial use	Professional-quality, large-scale printing

Note: The speeds listed above are based on single-sided prints on standard-sized paper. Tasks like double-sided printing or handling larger paper sizes may reduce speed.

Multifunction Printers: The All-in-One Solution

Modern copiers are much more than simple copy machines. They have evolved into multifunction printers (MFPs) that combine several office functions into one device, helping businesses streamline operations.

Features of MFPs:

Printing, Copying, Scanning, and Faxing: Save space and consolidate tasks with a single machine.
Network Integration: Ensure your MFP connects seamlessly with your office network for easy sharing.
Additional Capabilities: Many MFPs come with features like duplex printing, stapling, or booklet creation, often included at no extra cost.

Common Mistakes to Avoid

Unnecessary Purchases: Avoid spending on separate fax machines, scanners, or printers if you’re investing in an MFP.
Overpaying for Features: Don’t pay for capabilities you don’t need, but take advantage of the bundled features included with most MFPs.
Compatibility Issues: Confirm that the copier or printer integrates smoothly with your existing office network.

By choosing the right copier speed and considering the advantages of MFPs, you can save time, reduce costs, and increase productivity in your office.

Understanding Copier Service Agreements

While modern copiers are more durable and reliable than ever, service agreements still provide peace of mind for some customers. Unlike warranties, which have a fixed expiration, service agreements are ongoing and outline the terms for repairs, including labor and parts. Since prices for service agreements vary significantly between vendors, it’s essential to compare quotes for the same level of coverage.

Key Points About Service Agreements

Copy Volume Estimates

Service contract pricing is based on estimated copy volume.
Be cautious about overestimating your volume to secure a lower per-copy rate, as you won’t be refunded for unused capacity.
Similarly, underestimating your volume can lead to costly per-copy fees for exceeding the limit.
If your usage varies, consider a pay-as-you-go plan or a contract based on annual estimates rather than monthly quotas.

Negotiating Payment Terms

Some contracts allow for fixed monthly payments that cover parts and repairs but exclude supplies.
Others might offer lower monthly payments with higher per-copy fees.
Aim to negotiate terms that match your business’s typical copier usage.

Typical Coverage in Service Agreements

Parts and Labor: Most plans cover repair and maintenance costs, including parts like fuser rollers and cleaning blades.
Preventative Maintenance Kits: Often included to replace wear-and-tear components.
Consumables: Items like toner and drums may be included, but confirm with your vendor.

Emergency Repairs and Response Time

Verify whether emergency repairs are fully covered or charged as needed.
Get a written agreement on service response time (typically up to 4 hours) and availability during evenings or weekends.
Ask about loaner services for extended repairs; many vendors provide temporary replacements.

Additional Considerations

Future Costs

Service contract costs should increase by no more than 8% annually. Discuss these terms upfront to avoid surprises.

Consumables

Consumables like toner are often excluded unless you opt for an all-inclusive plan.
You can often save 15%-20% on supplies by purchasing them from alternate sources instead of the copier vendor.
Be aware that sellers cannot legally require you to buy consumables exclusively from them.

Tips for Simplifying the Process

Get a clear, detailed list of what the service agreement covers and compare across vendors.
Ask vendors about emergency services, loaner options, and consumables.
Let vendors know you’re considering other sources for service or supplies to negotiate better pricing.
Review all terms carefully to avoid unnecessary expenses and ensure the agreement meets your business needs.

By taking these steps, you can confidently choose a service plan that provides value and aligns with your copier’s demands.

Copier Prices and Options: Buying vs. Leasing

The cost of a copier varies widely depending on its speed, size, and features. As a general rule, faster speeds and more features equate to higher prices. Below is a breakdown of typical copier prices based on speed, as well as an overview of the pros and cons of leasing versus buying.

Copier Price Estimates by Speed

Speed (Pages Per Minute – ppm)	Cost Range	Best For
15–20 ppm	$2,000–$4,000	Small or home offices with light use
20–35 ppm	$4,000–$6,000	Small to medium businesses
35–50 ppm	$6,000–$10,000	Medium-sized offices with steady needs
50–70 ppm	$10,000–$20,000	Larger offices with high-volume tasks
70+ ppm	$20,000 and up	Large organizations or commercial use

Note: Prices above are for outright purchases. Leasing rates will vary based on terms and agreements.

Leasing vs. Buying: Pros and Cons

Buying a Copier

Advantages	Disadvantages
Full ownership—no ongoing payments	High upfront cost
Long-term savings	Responsible for repairs and maintenance
No restrictions on use	Technology becomes outdated over time

Buying is best for businesses that can afford the initial cost and plan to use the copier for many years.

Leasing a Copier

Advantages	Disadvantages
Lower upfront cost	Higher long-term costs
Maintenance often included	Some leases require a monthly minimum
Easier to upgrade to newer models	Per-copy charges may apply
Flexibility to walk away	Limited ownership benefits

Leasing works well for businesses that need access to newer technology and prefer predictable monthly payments.

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Understanding Digital Copier Memory

Memory (RAM) in digital copiers plays a crucial role in supporting advanced features like scanning, printing, faxing, and automated tasks. While most modern copiers come with sufficient memory for standard office functions, adding extra memory can enhance productivity for businesses with more complex needs, such as print shops.

Types of Copier Memory

General Copier Memory

Copiers store scanned images of documents in memory, allowing for the scan once/print many feature. This eliminates the need to repeatedly scan the same originals, saving time and wear on the machine.
The capacity for duplicating pages depends on the memory size, the detail level of the original, and the number of pages.
Most copiers come equipped with enough memory for general office use, but for complex tasks like image editing or large multi-page documents, you’ll need at least 16 MB of RAM.
Memory configurations can vary: some copiers dedicate a small amount of memory to each function (copying, printing, faxing), while others share a single larger memory pool. Understanding how memory is allocated can help you choose the right copier for your needs.

Memory by Function

Function	Purpose	Recommended Memory
Copying	Stores scanned images for multiple print runs without re-scanning the original	Standard memory is typically adequate
Faxing	Holds documents in memory for sending or resending	1 MB holds about 60–80 pages
Printing	Determines how efficiently and quickly documents are processed, especially detailed or color-rich files	At least 8 MB; consider upgrades for heavy use

Fax Memory

Fax machines come with dedicated memory for storing documents before transmission.
1 MB of fax memory typically holds 60–80 pages, sufficient for most offices.
Upgrades may be necessary if your office sends multiple international faxes and needs to hold them for off-peak hours.

Printer Memory

Printer memory impacts both speed and efficiency, especially when processing complex or high-detail documents.
Memory-intensive printing languages like PostScript can require additional RAM for optimal performance.
While many printers come with 2–8 MB of memory, upgrading is often recommended for businesses handling detailed graphics or large print volumes.

Why Hybrid Machines Make Sense

Color designs are now standard for marketing materials, boosting your business’s credibility.
Hybrid copiers that handle both color and black-and-white printing are often the most cost-effective and versatile choice for businesses.
These machines balance functionality and cost, making them ideal for offices that need quality color output without sacrificing efficiency in black-and-white printing.

When selecting a copier, ensure it has enough memory to handle your daily tasks, but avoid overspending on upgrades unless your business requires advanced features like frequent image editing or high-volume complex printing.

Buyers Guide mcynar December 7, 2024