The Ultimate Guide to Office Copy Machines

What Every Business Person Should Know About Office Copiers and Printers

In todays ever changing environment of electronic documents, many business owners wonder if they will continue to need a traditional copying system for their businesses. While it’s true that much of the modern workforce conducts business in the cloud, multi-function copiers remain a necessity for companies of every size, with benefits that simply aren’t available in digital form. Whether you choose to lease or purchase, color or black and white, new or used, an on-site business copier saves you time, allows allows for accessible printing, scanning and copying which remains a constant, daily need for most every office.

There’s another crucial benefit that many businesses don’t consider: the human brain does not give information that it reads on a screen the same attention that it provides to information it reads on paper. For example, if this sentence was further down this page, it’s unlikely you would have seen it. Screen-readers skim for the information they want and need, with only 20% of people reading everything on a screen.  Not only are we less likely to focus our full attention on what we’re reading on a screen, but we’re also less likely to recall it later than if we’d read it on paper. Put plainly: if you want something to be read in its entirety, taken seriously, and remembered, printing it increases your odds considerably.

The Evolution of the Office Copy Machine

When you hear the words office copy machine or office printer, it likely calls to mind the large, single-function office solutions that were the mainstays of business copiers for decades. Today’s multifunction copiers are a far cry from the clunky and noisy machines of the past, and they’re far more affordable than you may think.

The significant distinctions between copiers and printers are not what they used to be. Desktop copiers and multifunction printers are, at their core, copiers that can print and perform other necessary functions, such as:

• Faxing
• Scanning
• Stapling
• 2 & 3 Hole Punch
• Automatic Tri-fold to print envelope ready invoices
• Folded Booklets and Brochures with 2 Point Saddle Stitch
• Store Commonly Printed Jobs Directly on the Printer
• Print from Phones & Tablets
• OCR Scanning to Create Searchable Documents
• Network connectivity
• And more

While not all office copy machines perform all of these functions, the variety of options available means there’s a machine that delivers only the functions you need and none that you don’t. The array of available models may also, however, lead to confusion: with so many choices, it’s not uncommon for the distinctly 21st century phenomenon known as FOBO (Fear of Better Options) to settle in, making your search for the right office copier turn into an endless quest of comparison shopping and product reviews.

We’ve created this guide to help you break down the often confusing jargon that accompanies shopping for your office’s needs. Below, you’ll find the information you need to quickly and decisively identify the features that will benefit your specific business the most, as well as guidance to select the best new or pre-owned copier for lease or purchase, so you can get back to focusing on the things that matter most to you.

A Note on Konica Minolta: History and Products

We recommend Konica Minolta products because of their history of innovation, the quality of their products, and the values they embrace. Industry leaders since 1959, Konica Minolta has been a pioneer in producing products that seek to reduce their environmental impact, and they have more patents than any other copier manufacturer.

With a commitment to innovation, they have consistently brought cutting-edge multifunction products to market that increase productivity and set the standard for what an office copier can and should be. As standard bearers of the notion that a single office machine can serve as the hub of communication for an entire department or company, the tagline BizHub accompanies these revolutionary multifunction devices.

Konica Minolta has proudly led the environmental movement since the 1980s, and as the most environmentally decorated manufacturer in the industry, their commitment has continued to evolve. Partnering with EcoVision 2050, they’ve committed to a goal of reducing CO₂ emissions by 80% by the year 2050. Their commitment to Green Business also includes the energy-saving features that they build into every Konica Minolta product, such as:

• Adjustable automatic power down modes
• Automatic sleep mode on copiers when inactive which wake up as a user approaches to use it
• Laser printing that uses the lowest possible fusing temperatures to reduce energy consumption
• Curbside recyclable toner cartridges
• 100% recyclable packaging
• Manufacturing standards that apply the highest percentage of post-use recyclable materials

We share in Konica Minolta’s ideals and are proud to support them in providing customers with affordable, cutting-edge products that help increase efficiency while embracing environmental sustainability.

Which Printer is Best for My Business?

It’s tempting when faced with all the possible bells and whistles of multifunction printers, to say “I’ll take them all!” You’ll find the best return on your investment and the most significant increase in your business’ efficiency, however, by first determining which functions are essential.

You resisted the temptation to buy more house than you need. A fifth bedroom would be lovely, you told yourself, but do you really want a higher mortgage payment or houseguests who overstay their welcome? You turned down the rustproofing, and other upsells thrown your way when you bought your car, too. After all, there’s never been a floor mat worth the price your dealership quoted you, and you know it. When shopping for an office copier, you’ll need to exercise these same skills to help you identify what you need and resist the extra features you won’t use.

If you run a large business where dozens of employees will access your business machine, for example, the biometrics or ID card readers in some multipurpose copiers may be precisely what you need to keep paper and ink costs down to the necessities, and ensure sensitive information and data stays only with those authorized to see it. A smaller office with only a handful of employees who won’t handle such information can likely pass on such features. Offices who focus on marketing or sales, on the other hand, may find booklet-making or full-bleed printing features indispensable, while an accounting team might have little use for them even if they were readily available.

When you first begin to compare office copy machines, you may find it useful to start with determining whether you’ll need to print in color or black and white. From here, you can narrow down your choices based on paper size and thickness, print volume, print speed, before identifying the new and pre-owned models that meet all of your needs.

In the next sections, you’ll find options for small, medium, and large businesses with a variety of functions to choose from. In addition to the features detailed in each section below, you may find our copier decision making tree helpful. You’ll find it linked with additional resources at the end of this guide.

Best Copiers for Small Businesses

Small businesses don’t necessarily have small copying and printing needs, and multifunction printers have evolved to recognize this. With compact desktop laser printing options that offer many of the functions available in large, high-volume printers, the market for small business copiers is vast enough to ensure that you find a machine with the functionality you need at a price you’re comfortable with.

Small business copiers are ideal for those who want to maximize workspace and minimize energy consumption. Utilizing one machine to perform multiple essential functions allows you to optimize your workflow as maintenance and updates are limited to just one easy to operate device. With print quality and speeds that can compete with their larger office copier competitors, these small business copiers offer a competitive edge to small business owners. These high-performance Konica Minolta office copiers provide mid-volume color copying and printing with intuitive interfaces that allow your team to perform multiple functions with ease, as well mobile compatibility, cloud connectivity, and ample hard drives and data storage for the utmost in efficiency and productivity.

See all features: Konica Minolta Bizhub C3351

See all features: Konica Minolta Bizhub C227

See all features: Konica Minolta Bizhub 4050

See all features: Konica Minolta Bizhub 227

See all features: Konica Minolta Bizhub 287

See all features: Konica Minolta Bizhub C224e

See all features: Konica Minolta Bizhub C284e

See all features: Konica Minolta Bizhub 224e

See all features: Konica Minolta Bizhub 284e

Best Copiers for Medium Sized Businesses

Boasting high capacity or multiple paper trays, large document feeders, a range of output options, and the ability to store a large number of user accounts, the range of multifunction office copiers sure to meet your medium-sized business’ needs.  With consistently sharp image quality and a variety of printing and scanning speeds, these devices can meet the needs of nearly every department in your organization. If your primary needs include vivid colors in your brochures or marketing materials, high printing resolution should be at the top of your list of priorities.  If your business needs to reproduce and print a high volume of text documents, a black and white printer that can print or scan a large number of pages per minute may better suit you.

See all features: Konica Minolta Bizhub C308

See all features: Konica Minolta Bizhub C368

See all features: Konica Minolta Bizhub 308

See all features: Konica Minolta Bizhub 368

See all features: Konica Minolta Bizhub C284e

See all features: Konica Minolta Bizhub C364e

See all features: Konica Minolta Bizhub 284e

See all features: Konica Minolta Bizhub 364e

Best Copiers for Large Businesses

Large businesses benefit from multifunctional office copy machines with high capacity and high volume functionality at printing and scanning speeds that can keep up with your fast-paced business. Office printing devices with security capabilities, large memories, high output capacities, and the ability to perform multiple functions across business units will help keep things running smoothly so your employees can print, copy, and scan with ease and without delay.

See all features: Konica Minolta Bizhub C458

See all features: Konica Minolta Bizhub C558

See all features: Konica Minolta Bizhub 458

See all features: Konica Minolta Bizhub 558

See all features: Konica Minolta Bizhub C454e

See all features: Konica Minolta Bizhub C554e

See all features: Konica Minolta Bizhub 454e

See all features: Konica Minolta Bizhub 554e

Should You Buy or Lease Your Office Copier?

Another common consideration when investing in a new multifunction printer is whether to lease or purchase your machine. Your business’ needs, potential tax ramifications, and the impact on your cash flow and budget are just a few of the areas that might factor into your decision. Generally, every $1000.00 in your office copy machine purchase price equates to a copier lease price of $18.00 to $20.00 per month. For many businesses, a monthly expense of $100 is preferable to a lump sum purchase of $5000, making a Konica Minolta lease the better option.

Copier Lease vs. buy

Purchasing your business copier outright has its benefits. By paying upfront for an office copier now you’ll eliminate a monthly payment as well as any finance or interest charges. You may be able to write off the purchase of your new printer in the year of purchase, as well, though only your company’s CPA can ascertain the tax benefits that will or will not apply to your purchase.

If you decide to lease your office copier, you’ll avoid any squeeze on your cash flow, as most copier leases do not include any upfront out-of-pocket expenses. You may also be able to enjoy a higher quality copier since the cost will be spread out over the term of your lease.

If you feel that leasing is the right option for your business, you should be sure you understand the different types of copier lease agreements. Two options are commonly available:

Fair Market Value Lease (FMV lease), also known as an operating lease

An FMV lease is the more common of the potential copier lease agreements. In this type of copier lease, you can expect to appreciate a short-term (typically three years or fewer). The lessor in this agreement will maintain ownership of the copier, while you (the lessee) will account for it as a monthly operating expense but will not be able to count it among your depreciable assets.

Capital Lease, also known as a $1.00 buyout option lease

This option is treated similar to a loan, with the printer considered an asset on your company’s balance sheet. While you benefit from tax depreciation, among other things, with this option, these leases may last as long as five years.

For an in-depth guide to help you decide if buying a photocopier is the right choice for you or if a copier lease agreement would better suit you, download our free leasing guide, linked in the Additional Resources section at the bottom of the page.

Is New or Pre-Owned Right For You?

When considering the type of copier your business needs, another consideration is whether to invest in a new or pre-owned copier. Each option has its appeal in addition to its drawbacks, and you’ll want to consider them carefully before coming to your final decision.

A new office copy machine comes without any wear on its frame or functionality, which for many is an important factor. It’s not uncommon to perceive new items to be less risky than those which were in use by a previous owner. If this is important to you, buying a new copier may be the right route. It does, however, come with a price tag to match its factory-sealed condition.

Used copiers may cause some apprehension, but it’s likely unfounded. A used copier bought on Craigslist may not be a prudent purchase, but a refurbished copier from a reputable company comes with minimal financial risk. Pre-owned copiers are meticulously cleaned, repaired, and refurbished before they are resold. Document quality between a new and used copier is precisely the same, making used office copier and printers one of the simplest and low-risk options to stretch your budget without sacrificing quality or functionality.

What to Know About Copier Maintenance & Repair  

Buying or leasing your new office printer will avail you to copier machine maintenance agreements that can cover all service, parts, and copier supplies (except paper) that you’ll need to use and maintain your new office copy machine. Most business multifunction printer/copier/scanner systems are covered by an all-inclusive copy machine repair plan, including a copier service contract that covers all necessary copier supplies and parts, inclusive of your toner cartridges supply.

Since your regular maintenance, repairs, and necessary Konica Minolta copier parts are all covered with one fixed price as part of a copier service contract, you will be able to better budget for the life of the machine. Moreover, with the added bonus that these copy machine maintenance plans offer by covering all copier supplies, except paper, oftentimes the low, fixed cost of the plan is less than you might pay for toner cartridges from a toner cartridges supplier. Frequently, the cost of owning or leasing and operating a large commercial system ends up being lower than a small laser printer from a Big Box retailer for which you’d pay for maintenance, repair, and copier supplies and parts directly out of pocket for as long as you use the printer.

The Low Down on Bizhub Drivers  

With multifunction machines, you gain the benefit of only needing to download driver updates and patches to one device, as opposed to keeping track of and maintaining a regular schedule to check for any driver updates on separate printers, scanners, copiers, and fax machines. With your purchase or lease of a business copier machine, most suppliers will complete the setup and configuration for you, loading the Konica Minolta drivers and setting up your scan folders and scan to email addresses for workgroup configurations.

What to do With Old Copiers

Disposing of old copiers has become increasingly challenging and costly. If you’re shopping for a new multifunction office copy machine to replace your old printing devices, you may have questions about how to dispose of old printers and old copy machines. Copier recycling is one option, and you can search for copier recycling facilities in your state or check with local charities who may accept old copiers and printers if they are still in working condition. If you don’t have the means to transport sizeable old copy machines, however, these options may be less than ideal. If you’re purchasing a new copier, consider negotiating the removal of your old copier with the company from whom you’re buying the new machine as part of the deal.

If you’re leasing a new copier, you’ll return it at the end of your lease agreement — the company from whom you’ve leased the copier will provide you with the instructions for this process.

What to do With Used Toner Cartridges

The environmentally friendly Konica Minolta toner cartridges are designed so they can be recycled in your curbside recycling containers right alongside the rest of your recyclables. If you’re not sure if you can recycle your toner cartridges, check the manufacturer’s website for guidance. Many elementary schools collect recyclable items throughout the year as part of their fundraising efforts, and if your office is looking for an easy way to help the community, this method of toner cartridges disposal might be the perfect option. If the schools in the town where your business is located don’t take part in toner cartridge recycling, check in with your employees to see if their children’s schools have a program for recycled toner cartridges. Your toner cartridge supplier may also accept your empty toner cartridges, and some even offer rewards programs for recycled toner cartridges.

Free Consultation

There are many variables when considering a new office copier, including the choice of the best model for your business, understanding whether a new or pre-owned copier is best for your needs, and determining whether to lease or purchase your new or used color copier. There are also questions of copier machine repair to consider whether you’re buying a photocopier or considering copier leasing.

For our neighbors and partners in Sonoma County, we always recommend a complimentary consultation with an experienced industry professional.  At Common Sense Business Solutions, we’ve been helping hundreds of businesses in our community with their printing and copying needs for nearly three decades. If you’re interested in copier leasing in Santa Rosa and beyond, or if you prefer to buy a photocopier, you can rely on us for the personal service and common sense solutions your business needs. Call 707-528-2151, or fill out our online contact form today to let us know how we can help your business grow.

Additional Resources

Choosing the Best Copier Decision-Making Tree

Lease vs. Buy Guide

Customer Testimonials

Case Studies

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