First-Time Buyer's Guide
Everything you need to know before purchasing your first business copier
What You'll Learn:
Table of Contents
Understanding Your Needs
Before diving into specific copier models, it's crucial to understand your business's printing needs. This foundational step will guide every other decision you make in the copier buying process.
The first question to answer is: How many pages does your business print, copy, and scan per month? This metric, known as your monthly print volume, is the single most important factor in determining which copier is right for you.
Calculating Your Print Volume
Small businesses (1-10 employees): Typically print 500-3,000 pages per month
Medium businesses (10-50 employees): Usually print 3,000-10,000 pages per month
Large businesses (50+ employees): Often exceed 10,000 pages per month
Track your printing for one month using your current printer's page counter, or estimate based on your team size and document needs
Types of Documents You Handle
Are you printing mostly text documents, or do you need high-quality color graphics?
Do you frequently scan documents? If so, do you need duplex (double-sided) scanning?
Will you be faxing documents? (Less common in modern offices, but still relevant for some industries)
Do you need to print on special media like envelopes, cardstock, or labels?
User Requirements
How many people will be using the copier? This affects placement and potential security needs
Do different users or departments need separate print job tracking?
Will remote or mobile users need to print from home or on the go?
Do you need user authentication to control access and track usage?
Types of Business Copiers
The copier market offers several distinct categories of machines, each designed for specific business needs and use cases. Understanding these categories will help you narrow down your options quickly.
Desktop Copiers
Best for: Very small offices (1-5 employees) with light printing needs (under 1,000 pages/month)
Typical price range: $300-$1,500
Pros: Affordable, compact, easy to set up, minimal maintenance
Cons: Limited features, slower print speeds, higher cost per page, not built for high volume
Common brands: HP, Canon, Epson, Brother
Small Office Multifunction Printers (MFPs)
Best for: Small to medium businesses (5-25 employees) with moderate needs (1,000-5,000 pages/month)
Typical price range: $1,500-$5,000
Pros: All-in-one functionality (print, copy, scan, fax), good speed, network connectivity, reasonable cost per page
Cons: May struggle with very high volumes, limited advanced features
Common brands: Canon, Ricoh, Xerox, Kyocera, Sharp
Mid-Volume Office Copiers
Best for: Growing businesses (25-100 employees) with significant needs (5,000-20,000 pages/month)
Typical price range: $5,000-$15,000
Pros: Fast speeds (35-55 pages per minute), robust features, excellent reliability, good finishing options
Cons: Larger footprint, higher initial investment, may require service contract
Common brands: Ricoh, Canon, Konica Minolta, Xerox, Kyocera
High-Volume Production Copiers
Best for: Large organizations, print shops, or businesses with printing as a core function (20,000+ pages/month)
Typical price range: $15,000-$100,000+
Pros: Extremely fast, advanced finishing options, exceptional quality, built for continuous operation
Cons: Expensive, requires significant space, needs professional maintenance
Common brands: Xerox, Ricoh, Konica Minolta, Canon, Kodak
Essential Features to Consider
Modern copiers come with a dizzying array of features. Here are the most important ones to consider for your first business copier.
Print Speed
Measured in pages per minute (PPM), this is one of the most visible specifications
Light use: 20-30 PPM is sufficient
Moderate use: 35-45 PPM provides good productivity
Heavy use: 50+ PPM minimizes wait times
Remember: Rated speeds are typically for single-sided black and white. Color and duplex printing will be slower
Color vs. Black & White
Black & white copiers cost less initially and have lower per-page costs
Color copiers offer professional marketing materials and versatile document creation
Consider the 80/20 rule: If more than 20% of your printing is in color, a color copier may be worth it
Hybrid approach: Some offices use a color MFP for marketing and a B&W workhorse for everyday documents
Duplex Printing (Double-Sided)
Automatic duplex printing is nearly essential for modern offices
Saves paper costs by 50% on two-sided documents
Better for the environment
Professional appearance for reports and presentations
Duplex scanning is also valuable for digitizing two-sided documents quickly
Paper Capacity
Standard paper trays hold 250-550 sheets
High-volume offices should look for expandable capacity (1,500+ sheets with optional trays)
Consider how often you want to refill paper
Multiple trays allow different paper sizes or types to be loaded simultaneously
Scanning Capabilities
Scan-to-email: Scan documents and send directly from the copier
Scan-to-folder: Save scans directly to network folders or cloud storage
Scan-to-USB: Quick option for portable document transfer
OCR (Optical Character Recognition): Converts scanned images into editable text
Single-pass duplex scanning: Scans both sides of a document in one pass (huge time-saver)
Network Connectivity
Ethernet connection is standard for office copiers
Wi-Fi connectivity adds flexibility for placement and mobile printing
Mobile printing support (Apple AirPrint, Google Cloud Print, manufacturer apps)
Web-based management interface for remote administration
Security Features
User authentication: Require login to use the copier
Secure print release: Hold print jobs until user authenticates at the device
Data encryption: Protect sensitive information stored on the copier's hard drive
Hard drive overwrite: Automatically erase old data to prevent security breaches
Network security: Firewall, SSL/TLS, IP filtering
Finishing Options
Stapling: Automatically staple multi-page documents
Hole punching: Pre-punch for binder insertion
Folding: Create brochures or mailers
Booklet creation: Automatically collate and staple booklets
Note: Advanced finishing typically requires additional hardware modules
Budget Planning
Understanding the true cost of copier ownership goes far beyond the sticker price. A comprehensive budget accounts for initial costs, ongoing expenses, and hidden fees that can catch first-time buyers off guard.
Initial Costs
Purchase price: Ranges from $300 for basic desktop units to $100,000+ for production machines
Delivery and installation: $100-$500 depending on size and complexity
Initial supplies: Toner/ink, paper, staples (often included with purchase or lease)
Network setup: May require IT consultation ($100-$500)
Training: Some vendors include training; others charge $200-$500
Ongoing Operating Costs
Cost per page: Typically $0.01-$0.03 for B&W, $0.08-$0.15 for color
Service contract: $500-$5,000+ per year depending on machine and coverage
Toner/ink replacement: Included in cost-per-page contracts, or $100-$500 per cartridge
Paper costs: $25-$50 per case (5,000 sheets)
Energy costs: $5-$20 per month depending on usage and machine efficiency
Hidden Costs to Watch For
Out-of-contract service calls: Can be $150-$300 per visit
Non-OEM supplies surcharges: Some contracts penalize use of third-party toner
Overage charges: Exceeding contracted page allowances ($0.01-$0.05 per page)
Early termination fees: Leases often have substantial penalties for early exit
Software licensing: Document management or advanced features may require annual licenses
Disposal fees: Copiers require proper e-waste disposal at end of life ($50-$200)
Cost-Per-Page Contracts Explained
Many businesses opt for cost-per-page (CPP) service contracts that bundle toner, maintenance, and repairs
You pay a fixed rate per page printed (separate rates for B&W and color)
Advantages: Predictable monthly costs, no surprise repair bills, automatic toner delivery
Disadvantages: Can be expensive if you print less than projected, long-term commitments
Typical CPP rates: $0.01-$0.02 for B&W, $0.08-$0.12 for color
Always negotiate CPP rates and ask about minimum monthly charges
Lease vs. Buy Decision
One of the most important decisions for first-time copier buyers is whether to purchase outright or lease the equipment. Each option has distinct advantages depending on your business situation.
Buying Outright
Pros:
No long-term commitment or monthly payments
Own the asset (can depreciate for tax purposes)
No interest charges or lease fees
Freedom to choose service providers
Can sell or trade-in when upgrading
Cons:
Large upfront capital expense
Responsible for all repairs and maintenance
Technology becomes outdated (typically obsolete in 5-7 years)
Tied up capital that could be used elsewhere in business
Best for: Businesses with strong cash flow, those who want full ownership, or very small offices with minimal needs
Leasing
Pros:
Low or no upfront costs
Predictable monthly expenses
Easier to upgrade to newer technology (typically every 3-5 years)
Lease payments often include service, toner, and maintenance
May have tax advantages (consult your accountant)
Preserves capital for other business investments
Cons:
Higher total cost over life of lease due to interest
Long-term commitment (typically 3-5 years)
Early termination penalties can be substantial
Don't own the equipment
May face automatic renewal clauses
Best for: Most businesses, especially those wanting predictable costs, included maintenance, and regular technology upgrades
Lease Types
Fair Market Value (FMV) Lease:
Lower monthly payments
Return equipment at end or buy at fair market value
Most common for copiers
Best if you want to upgrade regularly
$1 Buyout Lease:
Higher monthly payments
Own equipment for $1 at end of term
Essentially a financed purchase
Good if you want eventual ownership but need to spread payments
Lease Negotiation Tips
Shop multiple leasing companies - don't use only the dealer's captive financing
Negotiate the equipment price FIRST, then discuss lease terms
Avoid automatic renewal clauses or ensure you have a long notification window
Understand end-of-lease options (return, purchase, upgrade)
Review the fine print on service inclusions and page allowances
Ask about early termination terms before signing
Consider a 3-year lease instead of 5 years to avoid outdated equipment
Choosing a Vendor and Service Provider
The vendor or dealer you choose is almost as important as the copier itself. Good service and support can make the difference between a smooth experience and constant frustration.
Types of Vendors
Manufacturer-direct: Buy directly from Canon, Ricoh, Xerox, etc.
Best pricing and selection
May lack local service presence
Authorized dealers: Local businesses authorized to sell specific brands
Personal service and local support
Often better response times
May charge more than direct
Independent copier companies: Sell multiple brands
Can provide unbiased recommendations
Variable quality - research carefully
Office supply stores: Staples, Office Depot, etc.
Good for small desktop units
Limited service capabilities for large machines
What to Look for in a Vendor
Local presence: Service technicians within your area for fast response
Reputation: Check online reviews, BBB rating, and ask for references
Service response time: Ask about guaranteed response times (4-hour, next-day, etc.)
Loner/backup equipment: Do they provide a backup machine if yours is down for extended repairs?
Training: Will they train your staff on the equipment?
Transparent pricing: Clear, itemized quotes without hidden fees
Lease flexibility: Reasonable terms and fair end-of-lease options
Multi-brand options: Can recommend the best solution, not just what they have in stock
Questions to Ask Vendors
What is your average response time for service calls?
Do you have local technicians or do they come from a regional office?
What brands do you service? Are you factory-certified?
Can I see a sample service agreement before committing?
What is included in your cost-per-page rate?
Are there minimum monthly charges or page commitments?
What happens if I exceed my monthly page allowance?
Do you provide remote diagnostic and support?
What are my options at the end of the lease?
Can you provide references from businesses similar to mine?
What is your policy on loaner equipment during repairs?
Do you offer a trial period or money-back guarantee?
Red Flags to Watch For
Pressure tactics: Pushing you to sign immediately without time to review
Vague pricing: Unwilling to provide detailed written quotes
Automatic renewal clauses: Leases that auto-renew without adequate notice
Lowball quotes: Suspiciously low prices often hide additional fees
No local service: Service technicians are hours away or only available by phone
Poor communication: Unresponsive to questions or concerns
Negative reviews: Consistent complaints about service or billing
No references: Unwilling or unable to provide customer references
The Buying Process: Step-by-Step
Follow these steps to ensure a smooth copier acquisition process that results in the right equipment at a fair price.
Step 1: Assess Your Needs (1-2 weeks)
Calculate monthly print volume for 3 months
Survey users about required features
Measure available space for equipment
Check electrical and network infrastructure
Establish your budget range (including ongoing costs)
Identify must-have vs. nice-to-have features
Step 2: Research Options (1 week)
Identify 3-5 copier models that fit your needs
Read professional reviews and user feedback
Check manufacturer websites for specifications
Visit CopierGuide.com for detailed comparisons
Join office manager forums to ask about experiences
Create a comparison spreadsheet of features and prices
Step 3: Get Quotes (1-2 weeks)
Contact at least 3 vendors for quotes
Request both purchase and lease pricing
Ask for detailed breakdowns including all fees
Request sample service agreements
Inquire about current promotions or discounts
Get references from each vendor
Ensure quotes include delivery, setup, and training
Step 4: Compare and Negotiate (1 week)
Create an apples-to-apples comparison of quotes
Check references from each vendor
Use quotes to negotiate better terms
Ask vendors to match or beat competitor pricing
Negotiate service response times
Request upgraded features or additional training
Try to eliminate unnecessary fees
Consider total cost over 3-5 years, not just monthly payment
Step 5: Review Contracts Carefully (1 week)
Read every word of the contract before signing
Have your attorney review lease agreements
Verify all verbal promises are in writing
Check for automatic renewal clauses
Understand early termination penalties
Confirm end-of-lease options
Verify what is included in service agreement
Check for minimum monthly charges or page commitments
Step 6: Installation and Training (1 week)
Schedule installation at a convenient time
Ensure IT staff is available for network setup
Test all features during installation
Arrange training for all users
Get contact information for service and support
Establish meter reading process for billing
Document settings and configuration
Set up automated supply ordering
Common First-Time Buyer Mistakes
Learn from others' mistakes and avoid these common pitfalls that trip up first-time copier buyers.
Mistake 1: Underestimating Print Volume
Many businesses significantly underestimate their printing needs
Leads to choosing an underpowered machine that breaks down frequently
Results in excessive wear and potential overage charges
Solution: Track printing for several months and add 20-30% buffer for growth
Mistake 2: Focusing Only on Purchase Price
The initial cost is just one part of total cost of ownership
Operating costs over 3-5 years typically exceed purchase price
A cheaper machine often has higher per-page costs
Solution: Calculate total 5-year cost including supplies, service, and repairs
Mistake 3: Skipping the Fine Print
Lease agreements contain crucial terms that affect long-term costs
Automatic renewals can lock you into outdated equipment
Service agreement exclusions can lead to surprise charges
Solution: Read contracts thoroughly and have legal review if needed
Mistake 4: Not Testing Before Buying
Every copier brand has a different interface and workflow
What works for one office may be confusing for another
Print quality varies significantly between models
Solution: Request an on-site demo or trial period before committing
Mistake 5: Ignoring Future Growth
Businesses often outgrow their copier within 2-3 years
Upgrading mid-lease can be expensive
Solution: Choose a machine that can handle 150% of current volume
Mistake 6: Skipping Service Contracts
A single repair can cost $500-$2,000 without a service contract
Parts and toner costs add up quickly
Downtime impacts productivity
Solution: Include service contract in budget from day one
Mistake 7: Choosing Based on Brand Loyalty
Consumer printer experience doesn't translate to commercial copiers
Different brands excel in different areas
Your local dealer's service quality matters more than the brand
Solution: Evaluate based on features, service, and total cost - not brand preference
Next Steps
Congratulations! You now have a comprehensive understanding of what it takes to purchase your first business copier. Here are your next steps to move forward with confidence.
Immediate Action Items
Use our TCO Calculator to estimate your 5-year costs
Download our Copier Comparison Worksheet to evaluate models
Read reviews of specific copier models you're considering
Request quotes from at least 3 authorized dealers in your area
Schedule demos of your top 2-3 copier choices
Additional Resources
Browse our detailed copier model reviews and specifications
Explore our Small Business Guide for more targeted advice
Use our Lease Calculator to compare lease vs. buy scenarios
Read our Security Features Guide to protect sensitive information
Check our Maintenance Guide to keep your copier running smoothly
Get Expert Help
Still have questions? Our team of copier experts can provide personalized recommendations based on your specific needs.
Request a free consultation to discuss your requirements
Get competitive quotes from multiple authorized dealers
Access our network of trusted, vetted service providers
Receive ongoing support throughout your buying journey