Is your copier or printer having issues? If it is, you may turn to your internal IT team or that one employee who has earned the nickname “the printer whisperer.” But even your IT department may not have someone who is an expert in dealing with copiers and printers. What do you do when the issue is more than just a paper jam or other fairly simple problem?
In today’s office, if your copier or printer goes down, it can have serious repercussions. It can even impact your sales and customer relations. That’s why copier issues are more than just minor annoyances – they’re disruptions to your workflow. When a simple restart or clearing out jammed paper doesn’t fix the issues, it’s time to reach out to a copier repair company like Common Sense Business Solutions. Here are five signs that you need one of these experts.
Sign 1: Persistent Error Messages
Modern copiers and printers have their own internal diagnostic tools that can provide you with some idea of what the issue is, but often, that’s all you get – an idea of the problem. Your copier may flash a string of numbers or other error information that doesn’t necessarily help you solve the problem. If you start seeing the same error codes come up, it’s a sign that you’re dealing with more than a simple issue.
If you’re seeing error codes on a weekly or even daily basis, especially if dealing with the problem and restarting doesn’t seem to clear the error, there’s likely a deeper issue. It could be a software glitch, a sensor malfunction, or even a failing component. Whatever the issue, if it’s not an easy fix, it’s time to reach out to a professional copier repair expert to give you a hand. These experts understand how to interpret error codes, have the diagnostic tools to help gather additional information, and will be able to get to the bottom of the issue.
Sign 2: Constant Paper Jams
Paper jams happen – there’s no getting around that. However, while the occasional paper jam may be expected, constant jams aren’t normal. In fact, they’re a sign that your copier needs attention. If you’re dealing with paper jams every day, especially multiple times a day, it’s time to call for help.
To break it down a little more, there are some specific signs to watch for. Jams in the same place, for example, can indicate that there’s an issue with a specific component. This may be the paper tray, the exit rollers, or anywhere in between. Even if paper isn’t jamming up somewhere inside the printer, you may find the final prints are crumpled a little or even have a tear in them.
What does frequent jams or other issues indicate? It may be that the pickup rollers or feed rollers can’t grab the paper correctly, which means the page may get pulled in at a wrong angle. Dirty sensors can cause a wide range of issues, as can a malfunctioning fuser unit. Ignorning these jams can lead to additional damage to your copier. Having a professional diagnose the cause of these jams and replacing or repairing the worn components will ensure that paper will pass through the device correctly.
Sign 3: Unusual Noises
You’re probably used to the standard hums, clicks, beeps, and other sounds of your copier. Any machine is going to make some sounds, but when those sounds change, stop, or become louder or more frequent, it could be a sign that something’s malfunctioning.
Pay close attention to any new sounds your printer starts making. Grinding noises, repeated clicking, high-pitched screeching or squealing, or clunking noises can all indicate issues. Don’t ignore these weird sounds. It can be easy to pretend they don’t exist, especially if the copier is still working. But doing so can result in bigger issues down the line.
What can cause these sounds? There are many potential problems here. A strange sound can indicate that the gears in the copier are wearing out or that one of the motors is starting to struggle. They can also be a symptom of a broken part or of something stuck somewhere in your copier’s interior. It often takes an expert to figure out what the sound means and how to address it, especially if the copier isn’t also flashing an error code.
Sign 4: Poor Print/Copy Quality
Is your copier quality going downhill? You may see lines on the page, faded text, blurry images, washed out color, odd spots or specks of toner, or uneven areas on your copies or prints. Issues related to toner and quality can sometimes indicate that a cartridge needs to be replaced, but it’s not always so simple. When you’re not getting the clear, readable copies that you need, your copier isn’t doing its job, and that’s a problem.
If you get a bad print or copy and the second attempt comes out fine, it could have been a fluke. However, when you’re getting persistent quality problems, there’s something else going on. Common causes for poor print quality include damaged or worn-out print drum, a problem with the fuser unit, issues with toner distribution, or a dirty lens or mirror. Trying to clean these parts yourself can result in further damage, especially if it’s a fragile part. You want an expert to handle this to avoid accidents.
Sign 5: Problems with Specific Functions
In addition to issues with print quality and print jams, today’s multifunction copiers can have issues with other functions. With a device that can copy, print, scan, fax, and provide services such as collating, stapling, and hole-punching, it’s easy for something to have an issue. When you start seeing a problem with one of these features, such as when the copier won’t staple pages correctly or can’t scan a document straight to your email, it’s a sign that you need to reach out to an expert for help.
Issues related to the printer connecting to your network, the automatic document feeder, faxing, scanning, and other specific functions and features can be connected to some of the above-mentioned printer issues, but they can also be unrelated problems that require the assistance of an expert. Sometimes, all it requires is something such as updating the software or firmware. Other times, it may mean that the entire stapling unit needs to be replaced. Regardless of the issue, when something isn’t working as it should be, you don’t want to simply ignore it. Even if it’s a feature you don’t use often, it needs to be addressed.
Hidden Wear and Tear: The Stuff You Can’t See (But Your Technician Can)
Most office staff only interact with the “surface level” parts of a copier—trays, buttons, toner cartridges. But the real damage happens deep in the machine. Worn gears, drying lubricants, belt tension issues, misaligned optical systems—none of these are visible to the average employee, including your savvy IT person.
Copier techs use diagnostic tools, infrared calibration meters, and internal logs to identify problems you’d never catch. One of the biggest 2025 trends is preventative maintenance over emergency repairs, because every technician will tell you the same thing:
By the time a copier shows obvious symptoms, the internal problem has probably been brewing for months.
Catching wear early saves money, extends the device’s lifespan, and prevents catastrophic failures—like the fuser meltdown that shuts down your whole office on payroll day.
Why Modern MFPs Require More Than Old-School Troubleshooting
The days of “just restart it” are gone. Modern multifunction printers run on hybrid firmware, cloud integrations, secure print queues, and live data sync. That means a copier repair expert isn’t just tightening screws—they’re making sure the device communicates safely and efficiently across your network.
And here’s the uncomfortable truth:
Your IT team isn’t trained on copier mechanics.
They can troubleshoot a network issue, sure. But when your automatic document feeder misaligns every third page or your scan-to-email workflow keeps failing authentication, you need a tech who knows how Canon, Ricoh, Sharp, or Konica Minolta systems behave under stress.
In many cases, businesses discover that “IT issue” was actually a hardware calibration problem—and the copier repair company fixes it in 20 minutes.
The Long-Term Benefits of Calling a Repair Pro Before It’s Too Late
Once you understand the cost of downtime—and the ripple effect it creates—calling a copier repair expert becomes less about fixing today’s problem and more about protecting tomorrow’s productivity.
Professional technicians help you:
- Extend the lifespan of expensive equipment
- Reduce recurring service calls
- Keep print quality consistent
- Prevent network vulnerabilities related to outdated firmware
- Maintain smooth scanning, faxing, and cloud workflows
According to 2025 service data, businesses that perform routine copier maintenance experience 53% fewer breakdowns and save thousands annually on emergency repairs, parts, and staff downtime.
Conclusion
These five signs are good indicators that it’s time to reach out to an office copier repair expert. Whether it’s a persistent error message that continues to pop up, regular paper jams, odd noises, or problems related to print quality or special functions, when your copier isn’t working as it should be, it can affect your productivity. This can, in turn, affect your sales and even your overall reputation with your customers. You shouldn’t ignore any of these warning signs, nor do you want to attempt a DIY solution.
Professional copier repair services such as those offered by Common Sense Business Solutions is the key to keeping your machines operating at peak efficiency. If your business in Sonoma County is experiencing any of these printer issues, it’s time to reach out to CSBS today.
