7 Helpful Insights for Evaluating Your Next Business Copier

business copier

Pretty much every office in the world uses and owns a copier machine. A business copier is essential for dealing with paperwork and making copies for distribution among different departments or staff. Even in an age of digital documents, many companies still use hard copies for safety reasons.

Not all copiers are made the same, however. And there’s a big difference between a commercial copy machine and a printer for home use.


Here are seven things to keep in mind when you buy a commercial copier.

1. Total Output

A business copier goes through a lot of volume in its lifetime. Larger copiers are used to print, fax, and perform many other functions.

Every time it’s used, a person has to either press buttons or activate a touch screen which can cause wear and tear. There are also all the different mechanisms that happen inside of the machine.

Make sure you’re buying a commercial copier that can handle all of that use without developing any problems. If this is your first machine, review your average print volume at your local print shop. Pay a little extra to get an extended warranty on your copier for an extra layer of protection.

2. Black and White vs. Color

Even though you can purchase a copier that prints in color, it’s not always required for your business. Unless you make copies of marketing material, presentations, or full-color images, you’re better off getting a black and white copier.

The cost of ink can range from $20 to $100 for a replacement color ink cartridge. In comparison, you can get a standard black ink cartridge for half that cost. Additionally, black and white printing is often much faster than color printing.

Only purchase a color copier if you know you’re going to take full advantage of it.

3. Business Copier Features

In many cases, a business copier isn’t just a copy machine. More often than not, your standard office equipment will come with multiple functions that will benefit your workflow. Many modern copiers also allow you to plug your laptop or a USB device directly into the machine.

For example, a Xerox Workcentre is an ultra-fast printer copier with a fast print speed. It can handle up to 22,000 pages printed every month. Copies can be made up to 600 x 600 dpi.

But wait, there’s more. It’s usable as a wireless printer, can scan paperwork, and fax documents. It may cost more than a machine with only one function, but it helps save time and space in your office.


4. Storage Options

Most people don’t associate internal storage with a copier. However, there are some models that have a hard drive installed. You can use it to store copies of documents or transfer documents to another device.

One reason you may want a copier with a hard drive is so you can store template-style documents. Plugin whatever device you have to automatically gain access to important forms and checklists.

Additionally, internal storage will make your device more efficient when used with an online network. While it’ll still need to download the files to print, it won’t immediately lose access to them in the case of an issue with the network. This is especially helpful if all of your work is normally stored in the cloud.

5. Wireless Connectivity

All of the latest copies have some kind of wireless printing capabilities, so you don’t have to take your laptop with you to make copies. This increases productivity and streamlines your workflow.  There are also models with Bluetooth capabilities, which can make copying from a mobile device much easier.

Make sure that whatever copier you buy has some kind of built-in network security system. The last thing you want is for your important documents to get hijacked or copied by a misguided hacker.

6. Budget

Of course, your business’s budget is always a concern when making any substantial purchase. A startup may spend as little as $10,000 or as much as $125,000 on all of their equipment.

The average copier will cost you around $1,500. However, higher-grade commercial brands could cost ten times that amount. It all depends on the quality and advanced features it boasts.

If opting for a more expensive copier, consider financing the cost. It may be worth it if you need something that can handle a high volume and expect to make a profit in the near future. However, don’t be afraid to purchase used equipment if you want to save money.

7. Brand

Even if multiple brands produce and sell the same types of equipment, there are always differences between them. To play it safe, try to avoid any unknown brands that don’t have a lot of reviews. It’s not worth it to save a little money if it causes you more trouble than it’s worth.

Some of the best copier brands with a long history of excellence include HP, Canon, Xerox, and Sharp.

HP copiers produce high-quality prints, though the cost of ink tends to run high. Canon copiers print fast and efficiently, but their lower-end models have questionable print quality.

Xerox copiers are easy to use and have high print speeds. However, some users have reported poor customer service. Meanwhile, it’s easy to replace toners and paper in Sharp copiers, though they’re expensive to purchase.


Get the Right Business Copier for Your Office

Whatever business copier you choose will be with you for at least the next few years. As such, it’s important to buy the best one for your current and future needs. You can always finance a more expensive option if you desire the extra functionality it provides.

Commercial Copy Machine sells and leases copiers and printers for your office. Whether you need one for your small home office or for enterprise-level operations, we’ve got you covered. Check out our stock online and contact us to get a quote.