Small Business Guide
Find the perfect copier solution for businesses with < 50 employees
What You'll Learn:
Table of Contents
Why Small Businesses Need Different Copier Solutions
Small businesses face unique challenges when selecting office equipment. Unlike large enterprises with dedicated IT departments and substantial budgets, or very small home offices with minimal needs, small businesses with 5-50 employees need copiers that balance capability, affordability, and simplicity.
The right copier can significantly impact your small business's productivity and bottom line, while the wrong choice can drain resources through excessive costs, frequent breakdowns, or features you never use. This guide will help you navigate the copier market to find the perfect solution for your growing business.
The Small Business Sweet Spot
Small businesses typically print between 1,000 and 8,000 pages per month
Need professional-quality output without enterprise-level complexity
Require reliability but have limited IT support
Must balance initial costs with long-term value
Often need room to grow without immediate replacement
Benefit from multifunctional devices that save space and money
Common Small Business Printing Challenges
Limited office space requiring compact solutions
Budget constraints demanding cost-effective choices
Need for professional marketing materials without outsourcing costs
Variable printing needs as business fluctuates
Lack of dedicated IT staff for complex troubleshooting
Growing pains as employee count and document volume increase
Recommended Copier Types for Small Businesses
Not all copiers are created equal, and small businesses typically thrive with mid-range multifunction printers that offer the best balance of features, reliability, and cost.
Small Office Multifunction Printers (MFPs) - Best for Most
Print volume: 1,000-5,000 pages per month
Price range: $1,500-$4,000
Print speed: 25-35 pages per minute
Why they work for small businesses:
Combine print, copy, scan, and fax in one space-saving unit
Compact footprint fits in small offices
Professional features without enterprise complexity
Affordable enough for tight budgets
Network-ready for team sharing
Lower cost per page than desktop printers
Ideal for:
Professional services (accounting, legal, consulting)
Real estate offices
Insurance agencies
Small retail businesses
Startups with 5-20 employees
Mid-Range Office Copiers - For Growing Businesses
Print volume: 5,000-10,000 pages per month
Price range: $4,000-$8,000
Print speed: 35-50 pages per minute
Why they work for growing small businesses:
Handle increased volume as you hire more employees
Advanced features like stapling and hole-punching
More robust build quality for daily heavy use
Larger paper capacity reduces refill frequency
Better scanning capabilities for document management
Room to scale without immediate replacement
Ideal for:
Medical and dental offices
Architectural and engineering firms
Marketing agencies
Non-profit organizations
Businesses planning significant growth
Compact Desktop Units - For Very Small Teams
Print volume: 500-1,500 pages per month
Price range: $400-$1,500
Print speed: 20-28 pages per minute
Why they work for micro businesses:
Lowest upfront investment
Fits on a desk or small table
Simple setup and operation
Good for occasional use
Limitations to consider:
Higher cost per page
Less durable for heavy daily use
Smaller paper capacity
Limited or no finishing options
Ideal for:
Solo practitioners with assistants (2-4 people)
Satellite offices
Temporary or seasonal operations
Businesses doing mostly digital work
Essential Features for Small Businesses
Focus your copier search on features that deliver real value to small businesses. Avoid paying for enterprise capabilities you'll never use.
Must-Have Features
Automatic Document Feeder (ADF):
Scan or copy multi-page documents without manual feeding
Duplex ADF handles two-sided documents automatically
Time-saver for contracts, reports, and client documents
Look for 50+ sheet capacity
Network Connectivity:
Connect via Ethernet or Wi-Fi for team access
Essential once you have more than one employee
Enables printing from multiple computers
Mobile printing for smartphones and tablets
Duplex (Two-Sided) Printing:
Cuts paper costs nearly in half
Professional appearance for proposals and reports
Better for environment
Standard on most modern copiers
Scan-to-Email:
Send documents directly from copier to email
Eliminates need to scan to computer first
Great for quick document sharing with clients
Essential for modern paperless workflows
Adequate Paper Capacity:
Minimum 250-sheet tray for main paper supply
Optional second tray for letterhead or different sizes
Reduces interruptions from paper refills
Look for 550+ sheets total capacity for busy offices
Highly Recommended Features
Scan-to-Folder/Network:
Save scans directly to network drives or cloud storage
Centralizes document storage
Better than scan-to-email for large documents
Enables better document management
User Authentication:
Track printing by employee
Control costs and reduce waste
Secure sensitive documents
Assign different permissions to users
Mobile/Cloud Printing:
Print from smartphones and tablets
Support for Google Cloud Print, Apple AirPrint
Increasingly important as remote work grows
Convenient for on-the-go professionals
Reasonable Print Speed:
25-35 PPM sufficient for most small offices
Faster speeds (40-50 PPM) better for multiple users
Balance speed with cost
Color Capability:
Professional marketing materials in-house
Color reports and presentations
Consider if more than 20% of printing is color
Evaluate cost per color page carefully
Nice-to-Have Features (Don't Overpay)
Finishing Options (Stapling, Hole-Punch):
Convenient but often underutilized
Adds $500-$2,000 to cost
Consider if you regularly produce booklets or bound reports
Manual stapling is fine for most small businesses
Fax Capability:
Less critical in modern offices
eFax and online fax services often better
Still needed in some industries (medical, legal)
Don't pay extra if you rarely fax
Touchscreen Control Panel:
Modern and intuitive
Not essential for basic operations
More common on newer models
Nice but shouldn't drive your decision
Advanced Security Features:
Data encryption and secure erase
Important for healthcare, finance, legal
Overkill for most small businesses
Basic user authentication usually sufficient
Budget Planning for Small Businesses
Small businesses must be strategic about copier investments. Here's how to budget effectively without sacrificing quality or capability.
Total Budget Breakdown
Initial Investment (Purchase):
Entry-level MFP: $1,500-$2,500
Mid-range MFP: $2,500-$5,000
High-performance MFP: $5,000-$10,000
Add $200-500 for delivery, setup, training
Initial Investment (Lease):
$50-$150/month for entry-level
$150-$250/month for mid-range
$250-$400/month for high-performance
Often includes service and toner
Monthly Operating Costs:
Toner/supplies: $50-$300/month depending on volume
Service contract: $50-$200/month
Paper: $25-$100/month
Energy: $5-$15/month
Annual Total Cost Examples:
Light use (1,000 pages/month): $1,200-$2,000/year
Moderate use (3,000 pages/month): $2,500-$4,500/year
Heavy use (8,000 pages/month): $5,000-$8,000/year
Cost-Saving Strategies for Small Businesses
Right-Size Your Copier:
Don't buy more capacity than you need
But don't go too small and face constant issues
Track actual usage for 2-3 months before deciding
Plan for 20-30% growth
Consider Refurbished Equipment:
Quality refurbished copiers cost 40-60% less
Buy from authorized dealers with warranties
Get current-generation models, not obsolete ones
Can be excellent value for small businesses
Negotiate Effectively:
Get quotes from 3+ vendors
Leverage competition for better pricing
Ask for free delivery, setup, and training
Negotiate lower cost-per-page rates
Request extended warranty at no cost
Optimize Your Service Contract:
Include toner and service in one contract for simplicity
Negotiate realistic page allowances
Understand what's covered vs. excluded
Avoid automatic renewals or ensure fair terms
Implement Print Management:
Set default to black & white and duplex
Require user authentication to reduce waste
Track usage by employee to identify waste
Can reduce printing costs by 20-30%
Lease vs. Buy for Small Businesses
Buy If:
You have cash available ($2,000-$5,000)
You want to minimize long-term costs
Your printing needs are stable and predictable
You plan to use the copier for 5+ years
You have or can find affordable service options
Lease If:
You want to preserve cash for growth
You need service and supplies included
You want to upgrade equipment every 3-4 years
You prefer predictable monthly expenses
You want tax advantages (consult your accountant)
For Most Small Businesses:
Leasing often makes more sense
Preserves capital for business growth
Includes worry-free service and supplies
Enables technology upgrades
Typical lease: 36-48 months with Fair Market Value buyout
Space-Saving Solutions
Office space is premium real estate for small businesses. Choose copiers that maximize functionality while minimizing footprint.
Compact MFP Recommendations
Small Footprint Dimensions:
Width: 18-22 inches
Depth: 18-24 inches
Height: 18-28 inches
Fits on sturdy desk or small table
Space-Saving Design Features:
Top-loading document feeder (no extra depth)
Front-access toner replacement
Internal paper trays (vs. protruding trays)
Minimal clearance requirements
Vertical vs. Horizontal Designs:
Vertical tower designs save floor space
Horizontal designs fit under counters
Consider your specific office layout
Placement Tips:
Centrally located for easy access
Near power outlet and network connection
Away from direct sunlight and heat
On stable, level surface
Allow 6-12 inches clearance for ventilation and access
Multi-Device Consolidation
Replace Multiple Devices with One MFP:
Eliminate separate printer, scanner, copier, fax
Saves multiple power outlets
Reduces maintenance complexity
Single point of failure (consider backup plan)
Example Consolidation Savings:
Before: Desktop printer + Scanner + Fax machine
Total footprint: 8-10 sq ft
Multiple power outlets
Multiple service contracts
After: One compact MFP
Footprint: 4-5 sq ft
Single power connection
One service contract
50% space savings
Wireless Solutions for Flexibility
Wi-Fi enabled copiers offer placement flexibility:
No need for ethernet cable runs
Can be relocated easily
Print from anywhere in office
Easier to reconfigure as office grows
However, consider:
Wired ethernet more reliable for heavy use
Wi-Fi may have slight speed disadvantage
Network security considerations
Hybrid option: ethernet with Wi-Fi backup
Choosing the Right Vendor for Small Businesses
Small businesses need vendors who understand their unique needs and provide responsive, personalized service without enterprise-level complexity.
Best Vendor Types for Small Businesses
Local Authorized Dealers (Best Choice for Most):
Personalized service and attention
Fast local response times
Relationship-based support
Flexible on pricing and terms
Understand local market
Can provide emergency loaners
Regional Office Equipment Companies:
Good balance of price and service
Multiple technician availability
Competitive pricing
May have more inventory options
Manufacturer Direct (Less Common):
Best pricing
Limited local service
Better for businesses with some IT capability
Avoid:
High-pressure sales tactics
Vendors without local service presence
Companies with poor online reviews
Dealers who won't provide references
What Small Businesses Should Negotiate
Price and Payment Terms:
Ask for 10-15% discount off list price
Request free delivery and setup
Negotiate lower monthly lease payments
Ask for first month free or deferred first payment
Service and Support:
Same-day or next-day service response
Loaner equipment during extended repairs
Free training for employees
Remote support availability
After-hours emergency service (if needed)
Contract Terms:
Realistic page allowances for your volume
Fair cost-per-page rates (get 3 quotes to compare)
Reasonable overage charges
Ability to adjust page allowance if needs change
Clear end-of-lease terms
No automatic renewal or long notification period
Supplies and Consumables:
Include toner in service contract
Automatic toner delivery
No penalties for using compatible supplies (if buying)
Don't Accept:
Long-term contracts (5+ years)
Automatic renewals without 90+ day notice
Locked-in to single service provider
Unreasonable early termination penalties
Service Level Expectations
Response Time:
Next business day standard for small businesses
Same-day for critical issues (with premium service)
4-hour response excessive and expensive for most
What Should Be Included:
All parts and labor
Toner and consumables (except paper)
Regular preventive maintenance
Remote diagnostics and support
On-site repairs when needed
What To Expect:
95%+ uptime is reasonable
Most issues resolved in one visit
Loaner for repairs taking more than 2-3 days
Red Flags:
Service calls consistently taking 3+ days
Same issue recurring multiple times
Parts "on backorder" frequently
Technician doesn't carry common parts
Poor communication about service status
Planning for Business Growth
Smart small businesses plan for growth when selecting copiers. Here's how to choose equipment that scales with your success.
Sizing for Growth
Current Volume + 30-50% Rule:
If printing 3,000 pages/month now, plan for 4,000-4,500
Gives headroom for new employees
Avoids premature replacement
Copiers last 3-5 years on average
Employee Growth Considerations:
Each employee typically adds 100-300 pages/month
Plan for employee growth over next 2-3 years
Example: 10 employees now, 15 in 2 years = plan for 15
Duty Cycle Matters:
Monthly duty cycle = maximum pages machine can handle
Recommended monthly volume = 20-30% of duty cycle
Example: 30,000 duty cycle = 6,000-9,000 recommended volume
Operating near max duty cycle shortens lifespan
Upgrade Paths and Timing
When to Upgrade:
Consistently exceeding 80% of recommended volume
Frequent breakdowns or service calls
Technology is outdated (5+ years old)
Business needs have significantly changed
Repair costs approaching new equipment costs
Lease Benefits for Growing Businesses:
Upgrade every 3-4 years to current technology
Step up to higher capacity as you grow
Predictable costs make budgeting easier
Avoid obsolescence issues
Building Upgrade Costs Into Budgets:
Set aside $100-200/month for eventual replacement
If leasing, replacement is built into monthly cost
If buying, plan for 5-year replacement cycle
Consider refurbished for cost-effective upgrades
Scalable Features to Consider Now
Expandable Paper Capacity:
Start with standard trays
Ensure optional trays can be added later
Avoid maxing out capacity from day one
Modular Finishing Options:
Basic model now, add stapler/hole-punch later
More cost-effective than buying everything upfront
Only pay for what you need when you need it
Network Scalability:
Ensure copier can handle more users
Look for robust network connectivity
Cloud integration for remote workers
User Management:
Systems that can add unlimited users
Department tracking becomes more important as you grow
PIN codes or badge authentication scales better than passwords
Top Copier Models for Small Businesses
Based on reliability, features, and value, here are copier categories and characteristics to look for when shopping.
Entry-Level Category ($1,500-$3,000)
Best for: 5-15 employees, 1,000-3,000 pages/month
Look for these specs:
25-30 pages per minute
250-550 sheet paper capacity
50+ sheet ADF
Duplex print/copy/scan
Network connectivity (Ethernet + Wi-Fi)
Scan-to-email and scan-to-folder
Monthly duty cycle: 15,000-30,000 pages
Typical brands to consider:
Canon imageRUNNER series
Ricoh MP series (entry models)
Kyocera TASKalfa series (small models)
Sharp MX series (entry models)
What to expect:
Reliable performance for normal office use
Good print quality for business documents
Adequate speed for small teams
Energy efficient
Cost per page: $0.01-0.02 B&W, $0.08-0.12 color
Mid-Range Category ($3,000-$6,000)
Best for: 15-35 employees, 3,000-7,000 pages/month
Look for these specs:
35-45 pages per minute
550-1,100 sheet paper capacity
100+ sheet ADF with duplex scanning
Advanced scan features (OCR, searchable PDFs)
Color capability (if needed)
Optional finishing (stapling, hole-punch)
User authentication
Monthly duty cycle: 50,000-100,000 pages
Typical brands to consider:
Ricoh MP 3055/4055/5055 series
Canon imageRUNNER ADVANCE series
Xerox VersaLink/AltaLink series
Konica Minolta bizhub series
What to expect:
Robust build quality for daily heavy use
Fast, efficient operation
Professional finishing options
Advanced document management features
Cost per page: $0.008-0.015 B&W, $0.06-0.10 color
Color vs. Black & White Decision
Choose Black & White If:
Less than 15% of your printing is in color
Budget is tight
Printing is primarily internal documents
You can outsource occasional color needs
Choose Color If:
More than 20% of printing is in color
You create marketing materials in-house
Professional presentations are frequent
Color printing is important for your industry
Hybrid Approach:
B&W workhorse for everyday printing
Small color printer for occasional needs
Can be more cost-effective than color MFP
Provides backup if one machine goes down
Common Mistakes Small Businesses Make
Avoid these pitfalls that cost small businesses time, money, and productivity.
Mistake 1: Going Too Cheap
The Problem:
Buying the cheapest desktop printer instead of proper copier
Not built for business volume
Frequent breakdowns and replacements
Higher cost per page
More staff time dealing with issues
The Solution:
Invest in business-class MFP from the start
Calculate total 3-year cost, not just purchase price
Consider refurbished business-class over new consumer-grade
Lease if you can't afford to buy quality equipment
True Cost Example:
Cheap desktop printer: $400 purchase + $1,200/year supplies/repairs = $4,000 over 3 years
Business MFP: $2,500 purchase + $800/year service contract = $4,900 over 3 years
Only $900 more for dramatically better reliability and features
Mistake 2: Buying Too Much Copier
The Problem:
Salesperson convinces you to buy more than you need
Paying for speed and features you'll never use
Higher lease payments or purchase price
Larger footprint than necessary
The Solution:
Honestly assess your actual monthly volume
Don't buy for theoretical peak usage
Start with necessary features, add later if needed
Track usage for 2-3 months before buying
Right-Sizing Guidelines:
1,000-2,000 pages/month: 25-30 PPM copier
2,000-5,000 pages/month: 30-40 PPM copier
5,000-10,000 pages/month: 40-50 PPM copier
Add 30% buffer for growth, but not more
Mistake 3: Ignoring Service and Support
The Problem:
Focusing only on equipment price
Choosing vendor with poor service
No service contract at all
Out-of-area vendor with slow response
The Solution:
Service quality matters more than equipment price
Always include service contract in budget
Choose local vendor with fast response times
Check reviews and references
Test their responsiveness during sales process
Service Contract Must-Haves:
Next business day response minimum
All parts, labor, and toner included
Preventive maintenance included
No hidden fees or exclusions
Fair page allowances and overage rates
Mistake 4: Not Planning for Growth
The Problem:
Buying for current needs only
Business grows, copier doesn't keep up
Forced to replace within 18-24 months
Costs of early lease termination or selling used equipment
The Solution:
Add 30-50% to current volume for sizing
Consider next 2-3 years of growth plans
Choose equipment with expandable capacity
Lease shorter terms (3 years) if growth is rapid
Growth Planning Questions:
How many employees do you plan to have in 2-3 years?
Are you expanding to new locations?
Is your business model changing?
What new services might you offer?
Will you need more sophisticated document management?
Mistake 5: Signing Without Reading the Contract
The Problem:
Automatic renewal clauses
Excessive early termination penalties
Hidden fees and charges
Locked into poor service
The Solution:
Read every word before signing
Have attorney review lease agreements
Negotiate away automatic renewals
Understand all fees and charges
Get verbal promises in writing
Contract Red Flags:
Automatic renewal without 90+ day notice
Early termination penalty > 50% of remaining payments
Vague service level commitments
Minimum monthly charges based on unrealistic volume
Penalties for using compatible supplies
Vendor can increase rates during contract
Action Plan for Small Business Copier Purchase
Follow this step-by-step plan to confidently select and purchase the right copier for your small business.
Phase 1: Assessment (Week 1-2)
Track Current Usage:
Count pages printed for 2-4 weeks
Note color vs. black & white percentages
Identify peak usage times
Document any current pain points
Survey Your Team:
What features do they need most?
What frustrates them about current equipment?
How often do they scan, copy, fax?
Do they need mobile printing?
Assess Your Space:
Measure available space
Identify optimal location
Check power and network access
Set Your Budget:
Determine purchase or lease budget
Include ongoing costs (service, supplies)
Get approval from decision-makers
Phase 2: Research (Week 2-3)
Identify 3-5 Target Models:
Based on your volume and needs
Read reviews on CopierGuide and other sites
Check manufacturer specifications
Create comparison spreadsheet
Find 3-4 Local Vendors:
Search for authorized dealers in your area
Check online reviews (Google, Yelp, BBB)
Ask other small businesses for recommendations
Verify they service your area
Prepare Your Requirements:
Monthly page volume
Must-have features list
Space constraints
Budget range
Desired lease or purchase terms
Phase 3: Quote and Demo (Week 3-4)
Request Detailed Quotes:
Contact all 3-4 vendors
Provide same requirements to each
Ask for both purchase and lease options
Request itemized pricing (equipment, delivery, setup, training)
Get sample service contract
Schedule Demos:
On-site demos preferred
Have key users attend
Test actual workflows
Evaluate ease of use
Ask about training provided
Check References:
Ask each vendor for 3 references
Call references and ask about service
Inquire about any issues or surprises
Find out what they'd do differently
Phase 4: Negotiate and Decide (Week 4-5)
Compare Quotes Apples-to-Apples:
Normalize to same lease terms
Include all costs (equipment, service, supplies)
Calculate total 3-year cost
Evaluate service response times
Negotiate Improvements:
Use best quote to negotiate with preferred vendor
Ask for lower monthly payment or better terms
Request free training, delivery, setup
Negotiate away automatic renewal
Ask for extended warranty
Make Final Decision:
Choose based on total value, not just price
Consider vendor service reputation heavily
Ensure equipment meets all must-have requirements
Verify budget approval
Check contract carefully before signing
Phase 5: Implementation (Week 5-6)
Schedule Installation:
Choose time that minimizes disruption
Ensure IT person available
Prepare installation location
Have network information ready
Installation Day:
Verify all features work
Test network connectivity
Test scanning to email and folders
Verify mobile printing works
Get technician contact information
User Training:
Schedule training for all users
Create quick reference guide
Post helpdesk number near copier
Designate in-house point person
Follow-Up:
Monitor usage first week
Address any issues immediately
Fine-tune settings as needed
Document configuration for future reference