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  • Writer's pictureMelissa Barrasso

Choosing Office Equipment: New vs Refurbished Copiers, Which Is Better for Your Business?

When it comes to outfitting your office with essential equipment, choosing between a new or refurbished copier might leave you feeling overwhelmed. After all, both options come with their advantages and drawbacks. To help you confidently make this critical decision, our blog post serves as a comprehensive guide on “new vs refurbished copiers which is better”, providing valuable insights and expert advice on everything from upfront costs to environmental impact, ensuring you find the perfect fit for your business needs.

Key Takeaways

  • When selecting office equipment, it is important to consider the cost savings, eco-friendliness and quality of new vs refurbished copiers.

  • Investigate long term costs associated with maintenance and supplies when deciding between models.

  • Assess features such as print volume, user experience and security before making an informed decision that meets your business needs.

Decoding the Value: New Copiers vs. Refurbished Models

At first glance, the prospect of buying a new copier may seem like the obvious choice, with its cutting-edge technology and warranty coverage. However, there’s more to consider than meets the eye. Buying a used copier, especially refurbished copiers, can offer significant cost savings and eco-friendliness while still providing reliable performance.

The optimal choice for your business hinges on your unique needs, budget, and the copier’s quality.

Investment and Cost Savings

New copiers can be pricey, with the average cost ranging from $4,000 and higher, depending on the brand and features. On the other hand, refurbished copiers are much more affordable, with prices as low as 50% or less than a new model. This cost disparity provides more flexibility for businesses with a restricted budget, allowing them to allocate resources to other essential areas.

Though refurbished copiers require a considerably lower initial investment, don’t ignore the long-term cost implications tied to maintenance and supplies. Despite refurbished models often needing less upkeep than new ones, continuous expenses like toner cartridges and repairs still exist.

Technological Edge

New copiers undoubtedly provide the most up-to-date features and a greater range of customization possibilities. The latest technological advancements in new copier models include:

  • Cloud and mobile integration

  • AI capabilities

  • Sustainability features

  • IoT integration

All designed to enhance productivity, efficiency, and user experience. These advanced features can improve productivity and efficiency by providing high-speed performance, advanced security, eco-friendly operations, seamless integration, and an intuitive user interface.

Contrastingly, refurbished copiers might not have the latest features or technological advancements. They might also lack accessories usually bundled with new products. Although the absence of state-of-the-art technology might not deter some businesses, it remains vital to judiciously assess the features and their corresponding advantages before deciding.

Service and Warranty Considerations

New copiers generally offer better service warranty and support than refurbished models. Maintenance engineers are equipped with the necessary knowledge to service the latest machines, resulting in more efficient maintenance and repairs when compared to older models. Additionally, the standard warranty period for new copiers is typically one year, though certain manufacturers may provide warranties of thirty days or less.

Conversely, refurbished copiers might include a warranty, but its length can differ. Always check with the seller or manufacturer for detailed warranty particulars. In acquiring a refurbished copier, ensure the device comes from a reliable reseller, confirm the hard drive’s security, and ask about the possibility of professional service for upkeep and repairs.

The Lifespan Factor: Durability and Performance

While new copiers generally have a longer lifespan and better performance, refurbished models can still be reliable with proper maintenance. The average lifespan of a new copier is estimated to be between 5 to 10 years, depending on the maintenance and usage.

Refurbished copiers, though varying in lifespan, can still last for a considerable amount of time, with some particularly durable models known to last up to 10 years.

Predicting Performance Over Time

Forecasting the performance of a refurbished copier may be complex. A variety of elements such as:

  • Insufficient rest for the copier

  • Incorrect density settings

  • Inadequate toner

  • Using unsuitable paper types

can all impact the copier’s performance over time.

However, purchasing from a reputable dealer can ensure quality in refurbished copiers by:

  • Sourcing from certified dealers or reliable sources

  • Providing a comprehensive warranty and service agreement

  • Maintaining a good standing and high rating

Maintenance and Repairs

Regular maintenance and repairs are essential for both new and refurbished copiers to ensure optimal performance. Scheduled maintenance helps avoid breakdowns, identify and replace worn components, and keep the copier in optimal working condition. It’s recommended to have routine maintenance conducted by a reliable copier repair service to address any issues immediately and implement preventive measures.

The typical cost of maintaining a new copier as opposed to a refurbished one can differ, with maintenance plans usually costing between $10 to $30 monthly for both types. Besides, the cost per page for supplies like toner and paper generally hovers around $0.015 for black and white and between $0.07 to $0.15 for color. Include these recurring costs in your considerations when choosing between a new and refurbished copier.

Environmental Impact: Eco-Friendly Choices

Choosing eco-friendly copiers can significantly reduce your business’s environmental impact. Refurbished copiers are known to consume less energy in comparison to their new counterparts, thereby contributing to a greener office environment.

Sustainable Office Solutions

Both new and refurbished copiers can be sustainable office solutions, depending on their energy efficiency and materials used. Copiers made from recycled plastics and other recyclable materials can reduce waste and encourage a more environmentally-friendly approach to copier production.

Moreover, refurbished copiers, including refurbished photocopier options, can offer more eco-friendly choices, such as energy-saving modes and power-saving functionality. Multifunction copiers, especially when refurbished, provide a sustainable choice for businesses looking to minimize their environmental impact with multifunction printers, as well as those considering a used copier.

Energy Efficiency

Energy-efficient copiers can save on electricity costs and reduce your business’s carbon footprint. By consuming less energy to operate, energy-efficient copiers decrease greenhouse gas emissions and reduce the overall environmental impact. Companies that invest in energy-efficient copiers can reduce their carbon footprint and contribute to a more sustainable business operation.

Furthermore, businesses can conserve up to 35% in energy consumption by utilizing energy-efficient copiers.

Making the Right Choice for Your Business Needs

Assessing your business’s needs is crucial in deciding between a new or refurbished copier. To make the best choice, it’s essential to evaluate factors such as:

  • Print volume

  • Features

  • User experience

  • Security

  • Connectivity

In the subsequent sections, we will scrutinize each of these aspects, including most major brands, to assist you in making a well-considered decision.

Assessing Print Jobs and Volume

Consider the volume and type of print jobs your business requires to choose the right copier. The type of print jobs, such as color, black and white, and graphic-oriented, can have a significant influence on the selection of a copier. Regular, high-quality print jobs may necessitate a more resilient and higher-quality copier.

Also, if color documents or graphics are a regular part of your business’s printing needs, a copier with high-level color capabilities might be the best fit.

Feature Set and User Experience

Evaluate the features and user experience of both new and refurbished copiers to find the best fit for your team. Technological features in new copier models can improve productivity and efficiency by providing:

  • High-speed performance

  • Advanced security features

  • Eco-friendly operations

  • Seamless integration

  • An intuitive user interface

  • The capability to preview documents before printing

On the other hand, refurbished copiers may not possess the most recent features and technological developments, but they often support older models, which may not be a deal-breaker for some businesses.

Security and Connectivity

Security and connectivity are important factors to consider when choosing a copier, especially for businesses with sensitive information. New copiers offer enhanced security features and software in comparison with refurbished models, making them a preferable choice for companies that handle sensitive data.

However, refurbished copiers can also be updated with the most recent security software, ensuring a robust security measure to repel cyber attacks, just like a new machine.

Insider Tips: Negotiating with a Copier Dealer

Negotiating with a copier dealer can help you get the best deal on your office equipment. By being well-prepared and employing effective negotiation strategies, you can ensure that you’re getting the most value for your money.

In the following subsections, we provide some insider tips for negotiating with a copier dealer.

Understanding the Proposal

Carefully go through the dealer’s proposal to make sure it aligns with your business’s needs and budget. Be wary of hidden costs like:

  • Maintenance fees

  • Repair costs

  • Service charges

  • Penalties for exceeding monthly page limits

  • Ink/toner expenses

Understanding the proposal will help you negotiate better terms and secure a better deal.

Price vs. Quality Trade-offs

Weigh the trade-offs between price and quality when buying refurbished copiers, choosing between new and refurbished copiers. While higher-priced copiers may offer more sophisticated features and improved performance, there are also cost-effective copiers that provide satisfactory quality and fulfill the needs of businesses.

It remains important to consider aspects like your business’s specific needs, the copier’s intended use, and customer reviews in your decision-making process.

The Financial Perspective: Long-Term Costs and Benefits

In addition to the initial investment, it’s important to consider the long-term costs and benefits of your copier investment. This includes ongoing expenses such as maintenance fees, repair costs, printing costs, and consumables like toner and paper.

By taking a comprehensive financial perspective, you can make a well-informed decision that meets your business’s needs and budget.

Upfront Costs vs. Ongoing Expenses

Compare the initial costs of a new copier with the continuous expenses of a refurbished model, including maintenance and repairs. Even though a new copier requires a higher initial investment, considering the long-term costs tied to maintenance and supplies is necessary.

Refurbished copiers typically have lower ongoing expenses, allowing businesses to allocate resources to other essential areas.

Resale Value and Upgrade Paths

Consider the following factors when making your decision:

  • Resale value: New copiers generally have a higher resale value compared to refurbished ones, as they tend to retain their value more effectively and are generally in better condition.

  • Upgrade options: Both new and refurbished copiers may have upgrade options available. Consider the availability and cost of upgrades for each option.

  • Cost-effectiveness: Refurbished copiers are typically more cost-effective when initially purchasing, as they are often priced lower than new copiers.

Additionally, both new and refurbished copiers can offer upgrade options, allowing businesses to customize their copiers to suit their specific requirements.


In conclusion, the choice between a new or refurbished copier depends on your business’s specific needs, budget, and priorities. By carefully evaluating factors such as cost, performance, features, security, and environmental impact, you can make a well-informed decision that satisfies your requirements and contributes to a more efficient and cost-effective office environment. Armed with the insights and advice provided in this blog post, you’re now ready to make the best decision for your business and embark on a more productive and eco-friendly future.

Frequently Asked Questions

Are refurbished copiers good?

Refurbished copiers offer affordability, value, and peace of mind due to their guarantee, making them a great choice for those looking to invest in technology without breaking the bank. We cherry-pick the machines we keep when leases are finished, so only the best ones will be kept.

What does it mean when a printer is refurbished?

Refurbished printers have been thoroughly inspected and rebuilt according to factory specifications. All core parts are replaced with new parts and the product is tested for functionality and defects before being resold. It's quality can be a bit more reliable for basic operation than brand-new printers, as they usually have been used by another consumer.

What is the best copier on the market?

For the best copy machine experience, choose one from the top-ranked options on the market. They offer superior features and user experience that make them the top picks. We prefer Kyocera.

What are the main factors to consider when choosing between a new and refurbished copier?

When selecting between a new and refurbished copier, key factors to consider include business needs, budget, print volume, features, user experience, security, and connectivity.

Are refurbished copiers generally more eco-friendly than new copiers?

Yes, refurbished copiers are generally more eco-friendly than new ones due to their reuse of existing materials and components.

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