During a recent meeting in Santa Rosa I had a customer ask me about the limitations or shortcomings of a small business copier purchased from a Big Box Retail Store compared to a free standing business copier such as those offered by full service copier companies. Whereas the low purchase price for a desktop small business copier/printer/scanner from a retail outlet can be alluring there are a number of potentially limiting factors that a business should take into consideration.
Depending on the copy/print volume it may cost more to operate a desktop copier purchased in a retail store than it would to operate larger business copier offered by a full-service copier company.
- The primary reason it may cost more to operate a desktop small business copier is that with most of these models the consumer is required to purchase replacement toner cartridges and replacement drums that can be very costly. The more copies/prints that a company makes the more frequently the consumer has to purchase these expensive replacement cartridges. With a larger business copier the consumer generally has a very affordable monthly service/supply agreement that includes all toner cartridges in addition to all other parts and supplies needed to maintain their equipment. In many cases the cost to purchase expensive cartridges is far more expensive than the monthly maintenance cost of a larger business copier.
Desktop small business copiers generally don’t have onsite service available resulting in the potential of prolonged downtime whenever there is an issue with the equipment.
- Another point of consideration that may prove to be a point against a desktop small business copier is that most of these models don’t come with a service plan. In many cases, there is limited ability to obtain service without shipping the machine to a regional repair center which can result in excessive shipping fees and prolonged downtime. Most desktop small business copiers are effectively disposable meaning that if they require any mechanical service it often makes more sense to just buy a new machine costing the consumer time and money. In comparison, larger business copiers generally come with a full coverage service/supply agreement that includes same day/onsite service response assuring that the customer won’t suffer from prolonged downtime without a working copier.
Inexpensive Desktop multifunction copiers aren’t built to the same standards as larger business copiers and therefore have a greater probability to malfunction during heavy use periods when they are needed the most.
- It would be expected that a relatively inexpensive desktop copier wouldn’t be built to the same standard as a larger, more commercial business copier and from my experience this has proven to be the case. Amongst the common shortcomings that a consumer can expect from a desktop copier/printer are excessive heat buildup when printing more than 20 or 30 pages at a time resulting in curled paper and more frequent paper jams. Another common malady inherent to desktop devices is a less robust automatic document feeder resulting in multiple pages being fed, skewing of the documents, jamming and an overall lower level of performance. The last point to illustrate is that with most desktop devices you have a small control screen that is menu driven with a series of menu and directional buttons making programming and general operations much more challenging than it would be with the large, interactive LCD displays on a larger business system.
A retail level desktop copier may and may not be the right choice for any given set of specific needs but buyers should be aware that though the initial purchase price is lower, the high cost of purchasing cartridges can be excessive if you’re making more than a couple of hundred copies a month. You also may be challenged in finding quality service and technical support for a desktop small business copier. Desktop copiers can be very limited both in productivity and reliability when making more than a handful of pages at a time and they are considerably more cumbersome to operate with their menu driven instructions and commands. When you weigh all of these factors you will be in a better position to decide whether a desktop small business copier is the right choice for you.
Small Business Copier vs. Larger Business Copier FAQ
1. What are the cost differences between desktop copiers and larger business copiers?
Desktop copiers may have a lower upfront cost, but they often come with expensive toner and drum replacements. Larger business copiers typically offer a service plan that covers toner and parts, making them more cost-effective for high-volume printing.
2. Do desktop copiers cost more to operate in the long run?
Yes, desktop copiers can be more expensive over time due to frequent purchases of replacement cartridges. A business copier often includes a supply agreement, reducing overall costs, especially for high-volume printing.
3. What kind of service support is available for desktop copiers?
Most desktop copiers do not come with on-site service. If a problem arises, you may have to ship the machine for repairs, leading to longer downtimes. Larger copiers often include same-day on-site service.
4. How reliable are desktop copiers for heavy use?
Desktop copiers are generally less reliable for high-volume tasks. They are prone to overheating, paper jams, and document feeding issues, especially when printing large jobs frequently.
5. What’s the difference in print quality between desktop and larger copiers?
Larger business copiers tend to produce higher-quality prints, especially for long runs or more complex jobs like booklets and pamphlets. Desktop copiers may struggle with print consistency and handling larger print volumes.
6. Are desktop copiers more difficult to use than larger business copiers?
Yes, desktop copiers often come with small, menu-driven screens that make navigation and programming harder. Larger copiers have more intuitive, touchscreen interfaces for easier operation.
7. Do desktop copiers come with a service plan?
Most desktop copiers do not include service plans, leaving you responsible for repair costs and maintenance. Larger business copiers often come with a service plan that includes parts, labor, and toner.
8. How long can I expect a desktop copier to last?
Desktop copiers are not built to withstand heavy or frequent use. When they break down, it’s often cheaper to replace them than to repair them, making them less durable in the long term.
9. Is a desktop copier good for businesses with high print volumes?
No, desktop copiers are not ideal for businesses with high print volumes. Larger copiers are better equipped to handle frequent, large print jobs and provide better cost efficiency for ongoing usage.
10. What factors should I consider when choosing between a desktop and a larger copier?
Consider your print volume, long-term operational costs, service support, ease of use, and the quality of prints needed. While desktop copiers may have a lower upfront cost, larger copiers offer better efficiency and reliability for businesses with higher printing needs.
