When looking for a new business copier there are many considerations to take into account. It’s not just a matter of which machine has name brand recognition or an attractive touch screen display. You will at the very least want to evaluate the following 6 considerations to help ensure that you make the best choice for your company’s specific needs.
Key Points When Researching Business Copiers
- Service Reputation of Copier Service Company – The single most important consideration when evaluating which copier to acquire is the quality of service that you will receive from the company from who you acquire the copier. I always suggest that you request 7 to 8 companies that you can speak with who are currently using the copier service company that you’re considering. Furthermore, I would ask that these 7 or 8 companies are located in your geographic area to get an accurate read on the level of service response that you can expect in your area.
- Lease vs. Purchase – One of the most critical things to decide before you begin actively researching business copiers is to develop your budget. 75% of all business copiers are leased because leasing allows you to acquire the necessary equipment with no down payment, no money out of pocket of any kind in exchange for agreeing to a stream of monthly payments. The summarized reason that you would consider a lease is preservation of current cash flow. If you decide to lease it will benefit you to decide what you are able/willing to invest on a monthly payment basis. If you prefer to purchase it is recommended to develop a budget at to what you are willing to spend for the copier you choose. It’s always best to know what you can afford before encountering the sparkle and sway of shiny new equipment.
- Relative Value of Purchase Price/Monthly Lease Payment – I would recommend not sharing your budget with copier sales people. Let the copier company tell you what their best offer is for the equipment that you’re interested in. If the price is within or below your desired budget that’s great. I would guard against sharing the budget up front because that may allow a sales person to price the copier at or near your disclosed budget when potentially they would have offered a lower price if they were unaware of what price point you were looking to spend.
- Terms and Price of Service Contract – Whether you choose to purchase or whether you choose to lease, in either case you will almost certainly sign up for a service and supply agreement. Almost every service agreement is identical in the respect that the contract covers any and all service, parts and supplies with the exception of paper and staples. Also in virtually every case the customer is assigned a per page cost for each black copy made and a per page cost for each color copy made. It is critically important to ask how long these per page rates are guaranteed against increase and what the cap is on any increases. I would recommend asking that the rate is guaranteed for a minimum of 2 years and that there is a cap to any future increase not to exceed 5% to 10% annually. Lastly, it is important to determine if there is any base monthly cost in addition to the per page rates and also whether there is a minimum commitment regarding the number of black and color prints for which you will be charged. I would that you not accept a contract with a base fee or with a minimum volume requirement.
- Features and Capabilities to Meet Current and Future Needs – Most business copiers offer all of the standard features required by most companies including but not limited to; Automatic document feeder, at least 2 paper drawers, walk up copying, network printing, scan to email, scan to folder and scan to USB. By the same token most machines offer the same optional accessories that you may want to consider including: Finisher with automatic stapling, additional paper drawers, hole punch kits and fax kits. You will likely use whatever copier you acquire for at least 5 years so be careful to plan for any expected growth or increase in print and copy volumes.
- Space Requirements – it is important to be aware that even though the footprints of most business copiers is fairly consistent amongst the different brands ( approximately 25” in width x approximately 28” in depth) you will want to confirm the added space necessary to access the paper bypass tray, clear paper jams and allow technical access. Often you will require approximately 24” of width clearance to have the necessary service and jam removal access.
If there is ever a question regarding any of these important points of consideration make sure to ask for written clarification from your Copier Sales Representative.
Frequently Asked Questions about Business Copiers
What factors should you consider when choosing a business copier?
When choosing a business copier, think about the service reputation of the company, lease vs. purchase options, and the service contract terms. 75% of businesses lease their copiers due to cash flow benefits, but ensure you assess service quality. A bad service agreement can mean costly downtime for your office operations. It’s also important to look at features that support your future growth.
Is leasing a business copier better than purchasing?
Leasing is often better for businesses focused on maintaining cash flow. Around 75% of companies lease their copiers, allowing for no upfront payment and predictable monthly expenses. However, purchasing may make sense if you have capital on hand and want to avoid long-term payments. Analyze your cash flow and make an informed decision based on your budget.
How important is service and maintenance for a business copier?
Service and maintenance are critical because copier downtime can impact productivity. Look for a company with a strong service reputation and ask for at least 7–8 local references. This helps you assess how quickly they respond to issues in your area. Service contracts usually cover parts and supplies, so it’s worth reviewing this carefully.
What features should you look for in a business copier?
Consider standard features like automatic document feeding, multiple paper drawers, and network printing. Additional features like stapling finishers, extra drawers, and hole punch kits can streamline your office tasks. Future-proofing is also key—pick a copier that can handle your expected business growth over the next 5–7 years.
How much space do you need for a business copier?
Most business copiers require a footprint of about 25″x28″, but don’t forget to account for access space. You’ll need at least 24 inches of clearance around the machine for things like paper jam removal and servicing. Cramped spaces can make regular maintenance harder, so plan accordingly.
Should you share your copier budget with salespeople?
It’s best not to reveal your budget upfront. Salespeople might match their price to your disclosed amount, even if they could’ve offered a lower price. Let them present their best deal first, and if it fits your budget, great. This way, you retain negotiating power.
How long should a copier service contract last?
Typically, copier service contracts last 2–5 years. It’s wise to ensure that per-page rates are locked in for at least two years, with a cap on increases of around 5% annually. This helps you manage costs and avoids sudden price hikes during the contract period.
What’s included in a copier service agreement?
A typical copier service agreement covers repairs, parts, and supplies—excluding paper and staples. However, always check if there’s a base monthly fee or minimum print requirement. Avoid contracts that bind you to a minimum volume, as it may result in paying for prints you don’t use.
How can you ensure copier rates won’t increase over time?
To avoid price hikes, ask for a guaranteed per-page rate for at least two years. Also, ensure there’s a cap on rate increases, ideally between 5–10% annually. This prevents unexpected cost increases from damaging your business’s budget.
Can a business copier adapt to future company growth?
Yes, many business copiers are designed to scale. Features like additional paper trays, finishers, and fax capabilities can be added as your business grows. Always choose a copier that can handle increased print volumes or additional features, saving you from needing a complete replacement.
