Buying a copier for your business is a big decision. It’s not just about picking the first machine that fits your budget—it’s about finding the right copier that meets your business needs, improves workflow, and saves you money in the long run. With so many options out there, it’s easy to feel overwhelmed. But don’t worry! As copier specialists at Printer Copier Guys, we’ve got you covered. Here’s what you need to consider before making your purchase.
1. Printing Volume: How Much Do You Print?
One of the first things to think about is how often your office prints, copies, and scans. Do you run off just a few pages a day, or are you printing hundreds (or even thousands) of documents? Copiers are designed for different workloads:
- Low-volume copiers – Great for small offices with occasional printing.
- Mid-volume copiers – Ideal for growing businesses with daily printing needs.
- High-volume copiers – Best for large offices or businesses that handle bulk printing regularly.
Knowing your print volume will help you choose a copier with the right speed and capacity to keep up with your business.
2. Black and White or Color Printing?
Do you need color printing, or is black and white enough?
- Black and white (monochrome) copiers are more affordable and work well for offices that mostly print text documents.
- Color copiers are best for marketing materials, presentations, and any documents where color is important.
If you print a mix of both, consider a copier with a tiered color program, like Kyocera’s, which helps control costs by charging based on the amount of color used.
3. Features and Functions: What Do You Need?
Modern copiers do a lot more than just make copies. Think about what features will help your team work smarter:
- Multifunction (MFP) capabilities – Copy, print, scan, and fax in one machine.
- Duplex printing – Prints on both sides of the page to save paper.
- Finishing options – Stapling, hole-punching, or booklet-making for professional-looking documents.
- Wireless and mobile printing – Print directly from smartphones, tablets, or cloud storage.
- Security features – User authentication, data encryption, and secure printing to protect sensitive information.
If your business is going digital, a copier with advanced scanning and document management features can help streamline your workflow.
4. Copier Speed and Paper Capacity
A copier’s speed, measured in pages per minute (PPM), determines how quickly it can print or copy documents.
- 20–30 PPM – Suitable for small offices with occasional printing.
- 31–50 PPM – A good fit for medium-sized businesses.
- 50+ PPM – Designed for high-volume environments that need fast, continuous printing.
Paper capacity also matters. If you don’t want to constantly refill paper trays, look for a copier with high-capacity trays or multiple paper sources for different sizes and types of paper.
5. Cost of Ownership: Upfront vs. Long-Term Costs
The purchase price is just one part of the cost equation. Think about the total cost of ownership (TCO), which includes:
- Toner and supplies – Some copiers have lower-cost toner options or high-yield cartridges.
- Maintenance and repairs – Consider a copier with a reliable service plan to avoid unexpected repair costs.
- Energy efficiency – ENERGY STAR®-certified copiers use less power, which saves on electricity bills.
Sometimes, leasing a copier instead of buying one can be a smarter financial decision, especially if you want to upgrade every few years without a big upfront investment.
6. Brand Reliability and Support
Not all copiers are built the same. Choose a trusted brand like Xerox, Kyocera, Sharp, or Canon that’s known for durability and performance. Also, consider the level of customer support and service available—because when your copier goes down, you need fast solutions to keep your business running.
Final Thoughts: Choose Wisely!
Buying a copier is an investment, and the right machine can make your office more efficient and productive. By considering your printing needs, features, speed, costs, and brand reliability, you’ll be in a much better position to pick the best copier for your business.
Need expert advice? Contact Printer Copier Guys today, and we’ll help you find the perfect copier to keep your business running smoothly!