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  • Writer's pictureMelissa Barrasso

Expert Advice: What You Should Consider When Purchasing a New Copier

Picking a new copier is a significant decision for any office. What you should consider when purchasing a new copier? This guide lays out the crucial factors, from assessing your print volume to considering post-purchase support, to help ensure you find a model that’s efficient, cost-effective, and meets your everyday needs—all without the sales fluff.

Key Takeaways

  • Prioritize assessment of actual printing needs such as average print volume, types of documents to be printed, and number of users to determine the most suitable copier machine for office requirements.

  • Consider the total cost of ownership, including purchase vs. lease options, maintenance, supplies, and indirect expenses, when selecting a copier to ensure budget alignment and avoid unforeseen costs.

  • Evaluate essential copier features such as paper handling, multifunction capabilities, wireless connectivity, speed, energy efficiency, and security features to boost office productivity and protect sensitive information.

Assessing Your Actual Printing Needs

Before you decide to buy a copier, it’s important to evaluate your actual printing needs. Evaluating your office’s average print volume, types of documents printed, and the number of users can provide important insights for making a well-informed decision. This evaluation can guide you to select a copier machine that can effectively handle your print volume, produce documents as per your needs, and accommodate multiple users without issues.

Office's Average Print Volume

Grasping your office’s average print volume is an important step in selecting the appropriate copier. The volume of pages printed per week or month can determine the size, model, and speed of the copier required for your office environment. By considering the printing scale, you can use the copy machine’s meter to keep track of the number of pages printed. If you’re using a copy shop for duplication, sales slips can help track your copying volume. These auditing tools can aid in choosing a machine that fits your requirements.

Types of Documents Printed

The types of documents your office prints can greatly influence the kind of copier you need. Whether your office needs to print in color or black and white, or needs to create employee documents with multiple functionalities, should guide your copier choice. Remember, buying a copier that only prints black and white could restrict the functionalities available to users.

Number of Users

The quantity of users who will be operating the copier is another considerable factor to consider. A copier should be able to manage the workload of multiple users and reduce the risk of potential downtime. Hence, it’s important to guarantee that all workstations in a multi-user environment have printing access.

If your office has a significant number of users, a high-end new business grade copier, capable of managing between 75,000 to 100,000 copies per month, might be the best office copier for your needs. However, if your office has fewer users and requires a more affordable option, a basic copier or an office printer could be a suitable alternative.

Copier Costs and Financing Options

Choosing the suitable printer for your office is not only about the functionalities; it also includes the costs. Several factors impact the budget for a copy machine, including the cost of the machine itself, the expenses related to toner and volume of copies, and the costs associated with maintenance and repairs.

Also, indirect expenses such as toner and maintenance costs should be taken into account.

Purchase vs Lease

Regarding the financing of a copier, there are two options: buying or leasing. While purchasing a copier provides benefits such as tax advantages and long-term savings, it may also come with potential disadvantages like ongoing maintenance and repair costs, storage and space requirements, and potentially lower resale value.

On the other hand, leasing a copier may be more expensive than buying one, but it might be a more viable option for businesses with a tight budget or changing needs.

Maintenance and Supplies

Maintenance and supplies are other notable expenses to take into account when budgeting for a new copier. Without a maintenance plan, unexpected service expenses could add up to hundreds or even thousands of dollars. The costs for copier supplies like paper and ink can also add up, particularly for businesses with high print volumes.

Regular maintenance can help avoid unexpected disruptions and repairs, aiding in maintaining predictable and manageable costs over time.

Essential Copier Features

Selecting a copier is not only about cost and printing needs; it also involves the features that can boost your office productivity. Essential features such as paper handling, multifunction capabilities including scanning, printing, and faxing, as well as wireless connectivity can make the difference between a good copier and a great one.

Paper Handling

One key feature to look for in a copier is paper handling. Features like duplex printing, collating, and stapling can streamline document production by automating tasks, saving time, and reducing the need for manual sorting and assembly.

Multifunction Capabilities

Another essential feature is multifunction capabilities. A copier that can handle:

  • copying

  • printing

  • scanning

  • faxing

From one unit can significantly enhance productivity in an office space. Not only does a multifunction printer save space, but it also proves beneficial when multiple departments will be utilizing the equipment.

Wireless Connectivity

Finally, wireless connectivity is a necessary feature in the current office environment. A copier with wireless connectivity facilitates smooth integration with mobile devices and office networks, thereby enhancing productivity and streamlining business operations.

Copier Speed and Performance

The speed and performance of the copier can greatly impact your office’s productivity. Understanding concepts like Pages per Minute (PPM) and the copier’s ability to handle heavy print volumes can help you select a machine that can meet your office’s demands efficiently.

Pages per Minute (PPM)

Pages per Minute (PPM) denotes the number of pages a copier can generate within a minute. The average PPM for office copiers falls within the range of 25 to 35, making it suitable for many standard office environments.

A copier with a higher PPM can speed up print jobs, thereby reducing staff waiting time and improving overall productivity. By utilizing managed print services, businesses can further optimize their printing processes and benefit from additional print services.

Heavy Print Volumes

The capacity to manage heavy print volumes is another important feature to take into account. A copier that can manage heavy print volumes reduces the frequency of toner changes and minimizes operational downtime. For offices with substantial printing or copying demands, the following brands might be the best fit:

  • Epson EcoTank Pro ET-5850

  • HP OfficeJet Pro 9015e

  • HP Color LaserJet Enterprise MFP M480f

  • Brother

  • Canon

  • HP

Energy Efficiency and Environmental Impact

In an age where data breaches are on the rise, security and data protection are of utmost importance when choosing a copier. Features like network security and user authentication can safeguard sensitive information and mitigate the risk of unauthorized access.

Network Security

Robust network security is vital to protect sensitive information and prevent unauthorized access. Some features that can significantly enhance the security of your copier are:

  • Secure Booting

  • Firmware Protection

  • Access Control

  • User Authentication

  • Encryption of Data

  • Secure Printing

User Authentication

User authentication is another essential feature to maintain confidentiality and control access. This process may involve entering a PIN code, utilizing an employee ID badge, or employing an RFID key fob, which can all deter unauthorized access to sensitive data.

After-Sales Support and Maintenance

Once you’ve chosen the right copier, the process doesn’t stop there. Post-sales support and maintenance options are essential factors to take into account to guarantee consistent performance and durability of your new printer. These include warranty and service agreements and training resources. When you choose XPO, you can rest assured you will always have the best service.

Warranty and Service Agreements

A copier machine warranty typically provides coverage for a specific period, often ranging from 90 days to 1 year. Service agreements, on the other hand, generally encompass parts, labor, and consumables like drums, fusers, belts, and gears.

Having a service agreement in place can help manage expenses by covering repairs without additional costs.

Training Resources

Training resources are another crucial aspect of after-sales support. Comprehensive user manuals and on-site training sessions can help your team get the most out of the new copier, especially when it comes to mass produce marketing materials.

It is recommended to conduct copier training sessions every four to six months to keep employees updated with the latest functionalities and troubleshooting methods.


Purchasing a new copier involves a lot more than meets the eye. From assessing your office’s printing needs to understanding the costs and financing options, from considering essential copier features to assessing copier speed and performance, every aspect plays a vital role in making an informed choice. Remember, energy efficiency, security, and after-sales support are equally important. We hope this guide helps you navigate the complex process of purchasing a copier and aids you in making a choice that enhances your office productivity and efficiency.

Frequently Asked Questions

What factors to be considered when selecting a copier?

When selecting a copier, consider factors such as copier volume, price, features, speed, security, color printing, mobile printing, and paper handling to meet your business needs effectively. Choose a copier that suits the size and functionality of your business without overspending.

What factors should I consider when assessing my office's actual printing needs?

Consider your office's average print volume, the types of documents you print, and the number of users who will be using the copier to assess your printing needs effectively. This information will help you make informed decisions about your office's printing requirements.

What are the pros and cons of purchasing vs leasing a copier?

The decision to purchase or lease a copier depends on factors like long-term savings and maintenance costs. Leasing might be a better option for businesses with budget constraints or changing needs.

How can copier speed and performance affect my office's productivity?

Investing in a copier with a higher Pages per Minute (PPM) can minimize staff waiting time and enhance overall productivity by expediting print jobs.

Why is after-sales support and maintenance important when buying a copier?

After-sales support and maintenance options, such as warranty and service agreements, ensure consistent performance and longevity of your new copier. Regular maintenance can also help in preventing costly breakdowns and prolonging the lifespan of the equipment.

At XPO, we strive to provide you with the best service possible. We are always here to provide ongoing service from the time of delivery and answer any questions you may have!

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