Author: JD-admin

7 Reasons Businesses Still Need Copier Machines

business owner operating office copier machineIn the digital age, the way business is done has changed drastically and the paperless movement is big.

It’s hard to argue with going paperless. It’s good for the environment and sharing documents online has never been easier.

However, business owners should consider the pros and cons before deciding to ditch their copier machines.

Hold-off on placing your copier on eBay or calling the distributor to cancel your contract. Here are 8 reasons businesses still need copier machines.

1. Copier Machines Are Also Printers

This might sound obvious to some, but we find it is still a common misconception.

Today’s office copier works differently from 20 or 30 years ago. With advanced technology, a company can use multifunction printers to do jobs in-house that used to require commercial printers.

Using a copier requires less ink than printing color documents. It saves money to print the original and then make copies for distribution.

Imagine the money a company can save by printing small posters for a trade show and then making copies.

2. Some Documents Require Actual Signatures

When it comes to legal documents, there are times when an original signature is required.

In these situations, managed print services come in handy. You can have a courier take the original documents to the client.

Once the documents are signed and returned, you can make copies and distribute them to the appropriate parties.

There are also times within the employer-employee relationship when documents must get signed in person. Afterward, a copy is returned to the employee and their management team.

A small business is more likely to still maintain paper files.

3. Your Client May Not Have a Printer

Yes, technology gives us the convenience of emailing documents. Sometimes the client is expected to print the document out for various reasons.

But what happens when your client doesn’t own a printer or have the ability to print?

Good customer services will dictate that the business delivers a physical copy.

Offering customers the option to receive digital or print copies shows that you are flexible. These small gestures can become the difference between maintaining a business relationship and sending someone to a competitor.

4. Power Outages & Crashes Can Occur

office computer crashingThe downside to going completely paperless is there may come times when you cannot access digital documents.

Whether it’s a power outage, computer crash, or a loss of internet connection, being paperless can harm your business during a crisis.

When your business creates its disaster recovery plan, you’ll need to include how the business will continue until things are fully functional. During implementation is a time to weigh the pros and cons of being completely digital.

For companies still operating off of physical servers, it is a good idea to maintain paper files. This way, your company can have printed copies accessible.

In addition to power outages and server problems, your website can go offline. If clients can’t access information, you can make copies of the information and mail it.

5. Business Meetings Are Better With Paper Copies

Business meetings are a time when everyone is focused on the needs of the company. Email meeting notes and other pertinent documents to attendees ahead of time allows everyone time to prepare.

However, when it’s time for the actual meeting, it’s time to put phones and tablets down. You don’t want people distracted by emails, text messages, and social media.

Command their attention with printed copies and highlighters. It increases engagement. Plus, they can write notes and outline key points from the discussion.

6. People Still Use Handouts

Some industries rely heavily on handouts. Think about churches and schools. On Sunday mornings, parishioners are given programs. Homegoing services have obituaries. At schools, students receive assignment handouts.

This list can go on, but there is a need for these businesses to need copier machines still.

Local advertising for a small business can include handouts, coupons, and sales flyers. For cost-saving purposes, it is better to do the printing in-house.

7. Don’t Limit How Your Business Operates

Not every business needs physical copies, but not every business can operate completely digitally.

The fact is, if you’ve gone completely paperless you might be limiting your business.

It’s important to consider your business needs as well as the needs of your customers; how you operate and what your customers expect from your services.

For most businesses, copier machines still serve a purpose. Don’t expect to see them become extinct any time soon.

As far as we’re concerned, even as businesses move closer to a paperless society, there will always be the need for a copy machine.

The 3 Best Office Copiers for Small Business

two employees of a small business using the office copier machine.

A recent study found that an average worker prints approximately 10,000 pages annually; now, that’s a lot of paper. Companies should ensure the printer they purchase be long-lasting and have efficient tools built-in.

At the Copier Depot, we investigated the best printer for your company and for your convenience, we’ve prioritized cost, efficiency, and the need to be user friendly. That way, your company can print pages quickly and easily.

Now read on about the best copiers for small businesses:

Ricoh IM C2500 small business office copier

1. Ricoh IM C2500

This bright touchscreen printer starts our list at number one due to its efficiency. It can print up to 2,300 pages, which is the same amount a medium-size copier can print. It also prints up to 11×17 Color impressions.

With this printer, you can print pages directly from your tablet or smartphone. It’s compact and robust footprint is perfect for a small office or home office that needs business-class printing solutions.

Unlike other multifunction printers, this one is very cost-efficient. After all, most multifunction laser printers cost between $2,000 to $3,000. However, this little machine usually cost around $1,000.

Konica Minolta Bizhub C458 small business copier

2. Konica Minolta C458

This tablet-like copier has some of the highest image quality for printing on the market. If your company specializes in marketing or even photography, you’ll definitely want to purchase this printer. With extremely fast duplex scanning, this copier can scan a whopping 240 pages per minute!

In fact, with its flexible finishing, printing booklets and z-foldables are easier than ever. This is the perfect copier for medium to large size business or 20+ person work-groups.

Konica Minolta C658 small business copier machine

3. Konica Minolta C658

This printer has a commercial-grade production system that’s perfect for high volume printing. If your company specializes in advertising, you’ll want to choose this copy machine right away.

Customizable finishing options make this system perfect for marketing material, booklets, and brochures. With this copier, you don’t have to rely on a set template; instead, you can create pages however you want to.

Your organization will reek the benefits of printing from mobile devices, user-friendly touch-pannels, and not to mention, up to 2 x 7 copy functions.

This system has a maximum paper capacity of 6,650 sheets making it ideal for large work-groups (40+).

Our Final Thoughts on the Best Small Businesses Copiers

Choosing a printer can be challenging; after all, there are many to choose from and at various price points.

If you’re looking for a compact printer that’s easy to use and works efficiently, make sure you choose the Ricoh IM C2500 for your organization.

If you’re looking for a heavy-duty printer with more customization options, choose the Konica Minolta C658.

These printers offer the best features for any business. In fact, they can even be labeled the best copiers for small businesses due to their print and copy speed, customization preferences, and the ability to print on the go.

Leasing a Printer vs Buying: What Should Your Business Be Doing in 2021?

womans arm lifting the scanner on an office multifunction printerDeciding between buying or leasing a printer for small business may not be an obvious call. It really depends on the business and its needs.

Renting a printer may be the perfect choice for one enterprise; buying the perfect choice for another.

Leasing A Printer: Introducing Managed Print Services

A printer lease is more than just a simple rental agreement on a piece of equipment.

Companies like Copier Depot offer printer leases as part of a program called managed print services, an end-to-end service solution designed to take all the guesswork and headaches out of your document processing infrastructure.

In addition to renting a printer, managed print services may include:

  • Repairs and preventative maintenance.
  • Replacement supplies like paper, ink, and/or toner.
  • Tracking of printer usage data by department.
  • On-site support and troubleshooting.

Types Of Business Equipment Leases

There are two main flavors of managed print service leases-Operating Leases and Capital Leases.

Operating Leases

These include more of a pure printer rental agreement and are the more common selection.

The initial investment and monthly payments are typically lower, and the lease can be upgraded to newer equipment models.

Business owners choose an operating lease when they don’t ever want to own their printer or always want to have cutting-edge printers.

Capital Leases

Capital leases closely resemble a loan secured by the printer, similar to a car loan or mortgage.

The monthly payments are higher, but a portion of the payment goes toward paying down the principal balance of the loan. At the end of the term, the company can acquire full title to the copier, usually for $1 (hence the industry name “$1-Buyout Leases”).

For companies that eventually want to own their printer, capital leases cost more upfront, but less in the long run, and you end the lease term with a business asset rather than nothing.

Should You Lease A Copier For Your Business?

Especially popular for newer businesses operating on smaller margins, the lower upfront costs of leasing a printer or copier can be crucial to preserving cash flow at critical milestones.

Printer leases can also be ideal for companies that want the convenience of managed print services, or that want to regularly update their printer to the newest model and avoid obsolescence.

Benefits Of Leasing

  • Managed print services with end-to-end service and supplies included.
  • Lower up-front rental costs.
  • Access to cutting-edge commercial printer/copier technology.

Drawbacks Of Leasing

  • More expensive in the long term.
  • The money is gone-you’re not building equity or buying an asset.
  • Long-term contract, with less flexibility.

Should You Purchase A Copier For Your Business?

Larger enterprises with cash to spare might consider buying a commercial multifunction printer.

These heavy-duty, feature-rich printers are more costly than consumer printers, but they are durable and have the capacity a major enterprise requires.

While the purchase price of a commercial copier may be too big of a hit for a new business, over time the payments on a printer lease add up to more than the cost of the same equipment brand-new.

When you buy a printer outright, it becomes an asset on the balance sheet of your business.

This can be advantageous at tax time, and also help you recoup some of the purchase price by selling the printer when it comes time to get a new one.

One of the big trade-offs is that a printer purchase includes fewer dealer and manufacturer services compared to a lease.

Benefits Of Purchasing

  • You are buying an asset, not pouring money into rent.
  • Cheaper over the long term.
  • Lack of monthly payment means more cash flow.
  • Tax advantages.

Drawbacks Of Purchasing

  • Bigger upfront expense.
  • The machine could become obsolete.
  • Less comprehensive service and repair agreement.
  • Supplies like paper, toner, and ink must be purchased separately, rather than being included in managed print services.

What You Should Know About Taxes

Expenses relating to both leased and purchased printers can be claimed as Section 179 deductions on the company’s tax returns, but leases and purchases have different tax implications.

Some or all of the monthly expenses of managed print services may be written off as business expenses.

Like most business assets, a purchased printer is considered a “depreciating asset” for tax purposes. That means that the company can claim a portion of the printer’s value as an expense every year, even though depreciation doesn’t impact the company’s cash flow because no money is leaving the coffer.

As always, consult a trusted tax specialist to determine what you can legally deduct.

Leasing Vs Buying: What We Recommend

It’s different for every company, but leasing is a popular alternative to buying outright.

We recommend leasing because of the tax advantages from depreciation among other budgetary factors and our ability to find the best rates and customer service.

Still Not Sure?

Call Copier Depot, the most trusted name in Central Texas for commercial copier sales and leases of Konica Minolta, Muratec, and Ricoh office equipment.

We can help you choose a business copier that’s right for you and tailor a copier solution to your organization’s specific needs.

How to Choose the Right Copier Machine for Your Business

copier machine with printer colors in the background.

Picking a copier for your business is a critical decision. This major investment could supercharge your office productivity if you choose the best copy machine for your small business.

Conversely, the wrong copier could be a costly mistake, creating production logjams and slowing your growth.

It helps to know what you need and what your options are.

Here is a quick guide to choosing the best copy machine for your business.

What Are The Different Types of Office Copiers?

Commercial copiers fall into the following basic categories, some of which overlap.

Monochrome Multifunction Printers

Most commercial office copiers are actually “multifunction printers” (MFP). In addition to making copies, they serve as printers, scanners, fax machines, and sometimes even more.

“Monochrome” means “one color.” Monochrome MFPs are what they sound like—printers that print in only one color, black, on white paper, resulting in black and white images.

You can save money on a monochrome MFP, but most modern offices require color printing capabilities for any number of reasons.

printer colors in full color.

Color Multifunction Printers

Color multifunction printers (MFPs) can make color copies, print color images, and in some cases print high-resolution images onto photo paper. Many companies depend on printed proposals, presentations, and training materials as a key component of their corporate branding.

Not only are they pricier, but color MFPs also print from four cartridges (black, cyan, magenta, and yellow), quadrupling the cost of ink and toner.

Whereas home office color MFPs fit in the corner of a small desktop, commercial color MFPs are usually freestanding or dominate an entire desktop.

Production Printers

Businesses that have high volume and resolution needs should consider a production printer.

A production printer is a beast of a machine that can handle large volumes of printing, copying, scanning, and/or FAXing at high resolutions.

This is usually more printing power than a small business needs, but for businesses that process a lot of paper, it could be the right choice.

Laser vs. Inkjet

Inket Printers

Inkjet printers are less expensive, the economical choice for businesses that don’t push high volumes of paper.

An inkjet printer uses ink and can only effectively print or copy a few pages at a time. They are also smaller, taking up less office space, and produce higher-quality color images.

Expect print costs to run 6 to 8 cents per page (including color).

Laser Printers

Laser printers, by contrast, take up more room, use powder toner, and cost more both to purchase and to produce copies (about 10 to 20 cents per page).

However, they also print much more quickly and efficiently, making them ideal for companies that must produce large quantities of paper records.

An inkjet printer could easily become overwhelmed.

What Features Should I Look For in a Commercial Copier?

Just like horsepower or fuel economy when shopping for a car, copiers come with statistics that can tell you if it’s suitable for your needs.

Here are the most important things to consider when selecting a commercial copier.

Print Speed

Print speed is rated in “PPM”—pages per minute. Tiny businesses or microbusinesses can get away with 25-30 PPM, but most average small businesses require at least 45-50 PPM. If you need high volume printing look for over 50 PPM.

Paper Capacity

This refers not only to how much paper the copier can accommodate but also the size of the paper. A small business usually needs “A3” or “A4” capacity. A3 goes up to 11×17, while A4 is limited to 8.5×11.

Scanning Ability

If you need to do a lot of scanning, a document feeder is a must. Scanner resolution is rated by pixels. 600-pixel scanning is fine for documents, but graphics need at least 4800 pixels.

Graphics Capability

The ability to print graphics is measured in terms of resolution in dots per inch (DPI). If you need to print or copy graphics on a regular basis, look for 2400 x 2400 DPI with good color management.

Ink and Toner

Make sure to check into the prices of replacement ink or toner. Expensive ink and toner can make a great deal on a printer into a bad deal.

Printer Memory

High-capacity printers and copiers need random access memory (RAM) to perform various tasks, as well as hard disk space or solid-state drive (SSD) space store documents and/or print jobs in queue or long-term. Copier RAM ranges from 256MB to 2GB; hard disk or SSD space from 1GB to 1TB.

Machines with more memory run faster. If your business does a lot of copying or printing, consider a copier with more memory.

Should I Buy or Lease an Office Copier?

Over the short term, leasing or renting an office copier is cheaper.

If your small business feels cash flow pressure, leasing a copier may be the way to go.

Leases may also include ink and toner costs, as well as maintenance and replacement. When the lease expires, you can also upgrade to the newest model, making leasing attractive to companies that need to stay on the cutting edge of document processing.

Purchasing a copier requires more money upfront.

However, over the multi-decade life of the copier, you will pay less, building equity in the asset like when you purchase a home.

A good manufacturer and/or retailer often offers warranties and service plans, comparing favorably with a lease service plan.

Who are the Top Manufacturers of Office Copiers?

Many companies produce office copiers, including consumer brands like Brother or HP. However, three names represent the best of the best in commercial copiers.

Konica Minolta Logo


Offering both mid-range and high-production office copiers, Konica-Minolta is also dedicated to making printers with less impact on the environment.

Shop New Konica Minolta Copiers

Muratec Logo


Muratec offers a “managed document services” ecosystem with custom authentication, encrypted workflow, and a holistic approach to document security and efficiency.

Shop New Muratec Copiers

Ricoh Logo


The largest manufacturer of copiers in the world. Ricoh commercial copiers are fast, versatile, comprehensive, and graphically excellent.

Shop New Ricoh Copiers

Having trouble deciding? Call Coper Depot today!

We are the oldest, most trusted seller and lessor of premium commercial copiers in Central Texas, with a passion for customer service and always on the cutting edge of the best copy machine technology.