What is the cost of an Office Copier?

Having worked with office copiers for over 40 years, the first question most customers have asked us is: how much does an office copier cost? While there’s a good reason for this, there is a lot more than just the price to consider. Although the workforce is becoming more paperless and digital than ever before – still, 44% of American businesses say they use paper copies on an everyday basis. The truth is, the majority of offices use copiers daily and they will keep doing so for a good while.

But budgeting for an office copier isn’t as simple as it may sound. For one, the sheer variety of copiers and printers on the market can make starting your search confusing. Secondly, you want to avoid over-buying, or under-buying, to avoid issues with the copier later, down the road. We all have those memories working with outdated copiers that malfunction, take too long, waste paper, jam, etc. In fact, about 15 percent of business revenue in America is wasted on document- and print-related inefficiencies. To make your investment a worthwhile one that actually helps your business in the long run – not only about printing and copying but also avoiding unnecessary printing expenses and maintaining your revenue – you must think through your purchase in advance. To start, we recommend analyzing the following costs before making a final decision:

UPFRONT COSTS (Functions to Consider)

Your upfront costs for your office copier will pertain to the type of copier you decide to go with and its inclusive functions. Ask yourself why your business needs a copier in the first place… what do you plan to use it for? What are the most important functions it must have?

If you are working under a strict budget, it’s a good idea to create a priority list of functions to determine which device will be the best fit for your company. These days, you can find a copier that streamlines a slew of office functions – printing, scanning, sorting, faxing, and more. Which functions will be the best for your employees’ productivity? Here are just some of the functions to consider:

SPEED/VOLUME PPM (pages per minute)

Speed	Typical Use	Price Range
20 ppm or less	Small or home office (less than 5k copies per month)	< $2,000
21 – 35 ppm	Small offices or workgroups (less than 10k copies per month)	$2,000 – $20,000
36 – 50 ppm	Mid-sized offices (less than 20k copies per month)	$20,000 – $40,000
51 – 65 ppm	Large Offices and Copy Centers (less than 50k copies per month)	$40,000 – $60,000
66 – 80 ppm	Corporate Copy Centers (less than 100k copies per month)	$60,000 – $80,000
81+ ppm	Production Print and Copy Centers (100k – 200k copies per month)	$80,000 +

How much do you usually need to print on an everyday basis and how quickly do you need it done?

Speed and volume are two of the most important features to consider when deciding on a copier. It will depend on the size of your company and number of employees, how fast-paced your office environment is, how reliant your employees are on printing/copying, which industry you are in, etc. These factors will determine if you need to print large volumes quickly, and whether it makes sense for everyone in the company to share just one device. To give you an idea, many small businesses will be comfortable with 15-35 PPM. But keep in mind that these speeds are based on single-sided copies of typical size paper. If you will be doing a lot of double-sided or large printing, the speed will be slower. A good plan is to estimate how many pages your company produces monthly and determine your PPM from there.

Here’s a tip: if you currently use a copier, you can check the copy gauge to find this number.

2. SIZE and SPACE

It may seem obvious, but this makes a big difference! Consider the size of your office and how much space you can afford to give to the copier. Where do you plan to keep it? Generally, the smaller the copier, the slower and the more limited functions it can perform. But if your office is low on space and you still require multiple functions, you might consider opting for several smaller devices.

Remember: you want to avoid too many employees sharing one machine, causing everyone to get backed up and slowing everyone down. A second copier would also add redundancy and flexibility to your office.

3. CONNECTIVITY

Digital copiers usually have software compatibility and can connect to employee computers (or even smartphones!) through an internal WiFi network, but they’re limited in how many computers they can connect to at once. You’ll need to first decide whether or not you want wireless printing options. Then, factor in how many employees plan to use the copier and how often. If several employees plan to use the copier throughout any given workday, you’ll need higher connectivity to avoid reducing workflow.

4. FUNCTIONALITY

Do you need a stand-alone copier or a multi-function printer (MFP)? Many companies are now streamlining their print functions to save money and office space, as well as bolster multitasking. This can be a great option if multiple employees from different departments will be sharing the device but need it for different reasons. Many high functioning copiers will be able to scan, scan to email, scan to cloud, connect with business email, fax, edit images, produce branded watermarks, print on both sides, collate pages, change the printing scale, staple pages together, and even translate into different languages! Collating pages is the most often required feature and it can be added onto most machines. But maybe you’d rather keep it simple, or you’re satisfied with your current printer and just need to add a copier. You must consider your future requirements.

5. MEMORY

Many digital copiers have the option to retain document information on an internal drive, which can be great for retaining important company documents. But, if you opt for lesser memory to save money, note that insufficient memory will result in slower output. The copier may be unable to complete larger copy jobs in one run. If your company needs to save a large volume of files internally, you should choose a copier with large memory.

6. SECURITY

If you’re a company with sensitive and/or confidential documents, security is an important function to consider. Some copiers offer security and privacy options, so you don’t have to worry about sensitive documents being unprotected from network security threats, data breaches, hackers, etc. For instance, many digital copiers require users to enter a code before they make copies, which should prevent unauthorized usage. Many machines can also hold faxes or documents in memory until the correct code is entered, then print them. This prevents sensitive documents from being left in the output tray for unauthorized persons to view.

7. COLOR OR BLACK-AND-WHITE

Choosing a color copier vs. a black-and-white copier depends on your anticipated requirements. Many marketing teams, for instance, depend on a color printer to display their brand and attract clients (consider that retention of a brand is up to 82% higher when presented in color). Employees may also need to print or copy internal presentations and/or product images.

Maybe you’d prefer to save money by going with a basic black-and-white copier. Consider your budget and daily practices with the copier when making this decision. For example, if you choose a black-and-white printer only, do you plan to outsource the occasional color copies? This should get factored into your budget, as well.

8. INKJET OR LASER PRINTER

Normally, inkjet copiers are cheaper options upfront and better for printing in color, but the catch is that they’re slower and more costly to maintain in the long run, if your company prints in a larger volume. This is because inkjet copiers use inkjet toner cartridges, which can’t produce as many copies and can be quite pricy to replace frequently. A good estimate is that one $30+ cartridge produces 1,000 copies (whereas a laser printer cartridge can produce up to 15,000 copies). In terms of cost per page, laser printers are the far more cost-effective option. So, if you plan to print more than 1,000 copies per month, the laser printer is probably the right choice.

9. NEW, USED, OR REFURBISHED

A new copier is going to be the costliest option upfront, compared to a used or refurbished machine. Used will be the cheapest option, but it will be sold without repairs, updates, maintenance, or warranty, so its condition is not guaranteed. You would have to assure the device is in working condition and will function properly for the amount of time you need it. Refurbished copiers, on the other hand, have been tested, cleaned, updated, and come with a warranty. Usually, they’ve only been used for a few months or less than a year, and you can avoid breaking the bank by purchasing a brand-new machine.

10. OFFICE SUPPLY UPKEEP

Of course, having a copier means you will regularly need to order office products – including papers, toner cartridges, developer, staples, fuser oil, etc. All in all, the budget for your copier will revolve around the upfront costs of the equipment and the ongoing supply orders.

DiscountCopierSupply.com shows that you will save 40% – 50% using their made in USA compatible toners and inkjet cartridges, as compared to the manufacturer’s brand toners and inkjets cartridges. These toners and inkjet cartridges all have a lifetime warranty and there is free delivery in the USA.

Of course, you would want to know exactly how much is the copier or printer’s total cost? At DiscountCopierSupply.com, we can assist you in finding the right products, both papers, and toners, for your business and offer quotations tailored to your wants and needs. Since we do not sell the machines, just the supplies, our advice is truly unbiased. Contact us today to find out more: info@discountcopiersupply.com

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What is the cost of an Office Copier?