Business Copier Buying Tips: What You Need to Know

No matter the size of your business or the demands of your workload, a business copier is a significant office equipment choice that’ll matter for years to come. Choose the wrong one, or finance it the wrong way, and it becomes a rather expensive millstone around the neck.

The global printer market was valued at $597.96 million in 2022 alone. As this might indicate, there’s no shortage of printing options to consider. You need to make the right one for your business and this article will take you through what you need to do just that.

Payment Methods

A business copier can be an asset, but also a very expensive one. It’s important to remember that purchasing to own is only one way of obtaining a business copier. But depending on your particular business’ size and your industry sector, it might not even be the best way. There are three major types of copier financing. They are:

Purchase

You buy the copier outright and are the owner. The upsides to this method are the fact that the copier is yours and can be listed as a company asset, and that the complete payment can be made upfront. Thus, if you have the cash flow, this is a viable solution. On the downside, maintenance costs come out of your pocket as well, and depreciation, which comes with any technology, is on the table as well.

Leasing

Copier leases typically last anywhere from 12 months to five years. You have access to the copier, additional extras (paper, toner, etc.), and some form of maintenance coverage, usually included in your monthly installments. It can be more expensive than purchasing in the long run, but you may have the option to buy the copier (at a reduced price) or exchange it for a newer model when one is introduced.

While not needing a large upfront payment can be a big plus, the lease contract is strict and there can be penalties for breaking it. In addition, maintenance contracts (often offered by the same leasing suppliers) might end before or after the lease period. It’s worth checking these conditions with a reputable supplier.

Renting

Renting is a fantastic option for shorter-term use of a machine that leases don’t cover. Much like leasing, you’ll get the use of a copier for a short time, complete with maintenance, but without the strict terms and conditions that accompany it.

That said, while renting doesn’t require upfront payment (or good credit scores for a loan), things get more expensive the longer you hold onto your machine. Additionally, there’s no real option for ownership after the contract is up. This can be bad news if you’ve gradually discovered the machine addresses your office’s needs.

The Business Copier Itself

A business copier that can do everything is always the dream. However, you might not need or want to pay for a top-of-the-range machine that does everything. When looking for the right machine for your business, there are a few areas to research that should help narrow down that final decision:

  • Features – What bells and whistles will your business need from day to day? Color options, scanning quality, finishing options, and device software can all play a role in your decision and add to the cost. Don’t go cheap, but don’t spend on what you won’t use.
  • Connectivity – A printer with wireless connectivity options will be useful in offices with more smart devices. If you’re doing most of your work on physically connected PCs, then this option might not be necessary. But if your staff employs smartphones and tablets as part of their work toolkit, are there options for cloud connectivity or remote access?
  • Size – Consider not only the physical size of your office but also the size of the copier you’re interested in. How many prints will it need to process per month and how many users will need access to it?
  • Cost – Money will always matter, so consider the value you will get for your investment. If you’re considering leasing or renting, look for any extras that might come with your machine (supplies, repair, additional hardware) to sweeten the deal. You get what you pay for too, so don’t be too cheap with your choice of printer – one that needs frequent repairs and creates lots of downtime is not a good option.
  • Brand – A good brand name often comes with longevity and reliability. Look for a business copier from a company with an established market presence. Sometimes a new, upcoming brand might provide a good deal too. That said, it’s also important to consider the costs of maintaining the machine and sourcing and replacing parts in your area.
  • Environmental concerns – An energy-efficient business copier can keep energy costs low, especially if it’s working hard. Choose Energy Star-approved copiers to keep those costs down. In addition, choose a quality machine that won’t waste money because it won’t require frequent toner replacement or has constant print errors. Recycling options for your machine are also something to consider.

Managed Print Services

Many copier suppliers also offer managed print services as part of their business. This is a holistic approach where the supplier manages the day-to-day requirements of your business’s printing needs, maximizing efficiency while cutting down on unnecessary expenses.

If you’re not sure whether you or your business copier might benefit from a dedicated MPS, here are a few questions to ask:

  • Does the size of my business and the number of copiers I need justify the expense of an MPS?
  • Will the MPS save me money and stress by handling supplies and maintenance?
  • Is my business at increased risk of cyber attack and need professional monitoring?
  • Is the MPS I’m considering able to scale with my business?

For the extra cost, you’ll have the peace of mind that comes with an MPS. The contractor and your business will sign a formalized agreement with the roles and responsibilities of both parties clearly outlined. Every agreement is different; the key is deciding what you need now and may need in the future as your business grows.

The Right Partner for Your Business Copier

Part of making the right decision when choosing a business copier is knowing your needs and the industry as a whole. If you’re looking to buy, or need additional services for your business’ printing needs, you need an expert that knows the copier landscape well and is more than happy to help. If you’re in the Bloomington, Minneapolis, or St. Paul area, that perfect partner is DTS.

Since 2004, we’ve been offering technology and hardware solutions to hundreds of businesses. We’re here to listen to your needs, solve your challenges, and streamline your processes. Let us help you find the right business copier for your setup. Contact us today.