Your Guide To Buying Or Leasing An Office Copy Machine

Copy this. You print about 34 pages a day on your office copy machine.

A multifunctional printer is one of the best investments you can make. Today’s machines go way beyond making copies. They also allow you to scan documents and then send them to an email, USB, or cloud-based server.

If you own or manage a business, chances are, you’ll have to buy or lease a new printer at some point. We’ve created this guide to make it easier to choose the right office copier.

8 Things to Consider When Choosing an Office Copy Machine

When looking at printers, consider these 8 things:

  1. What do you need it to do? Do you just need a copier machine or will it serve multiple functions? Do you need a printer and scanner? Do you need it to fax or send documents?
  2. What kinds of things do you print? Is it just text documents or do you need to produce print-quality graphics?
  3. How much room do you have? Do you have limited space in a section of the office or will it sit in a copy room?
  4. Do you only need black and white? Will it need to print color, too?
  5. What is your output? Pay attention to the specs (listed as ppm or pages per minute) to determine the print speed. Then, consider how much you print every day/week.
  6. What is the tray capacity? Small trays mean you’ll have to refill them more often. Larger machines have multiple trays, as well as different sizes.
  7. What kind of budget do you have?
  8. Do you want to buy or lease a machine?

For more information on how to choose a copier, check out this office copy machine leasing guide.

Monochrome vs. Color Printers

One big consideration is whether you need to produce monochrome (black & white) or color prints. Color printers are generally more expensive and take longer to produce copies, but they’re also more versatile. The best color copiers can produce beautiful, print-quality images.

Monochrome printers cost less to buy, and they also less expensive to maintain. With black and white printers, you only need one cartridge. Color printers require four separate cartridges. The larger and more complex the machine, the more expensive the cartridges get.

Inkjet vs. Laser Printers

How do you choose between an inkjet or laser printer? Today’s inkjet printers have come a long way. They’re the least expensive option and produce beautiful, high-res graphics. However, they print much slower than laser printers. If your business requires high output, an inkjet printer might not be for you.

A laser printer will do fine if you print mostly black & white documents with minimal graphics. Laser printers do cost more initially, but you’ll end up spending less on ink.

Leasing vs. Buying a Printer

These days, you can buy or lease an office copy machine from a company. There are pros and cons to each, so you’ll have to decide which method works for your business.

Many companies also offer maintenance and service agreements, which can cut down on repair and replacement costs. However, pay attention to the contract and see what’s covered. Each dealer has unique definitions of what constitutes a “part”, for instance.