A copier rental almost always costs more per month than a lease.

That single fact ends the conversation for a lot of businesses, and it shouldn’t, because the monthly price is the wrong number to be staring at.

What actually decides whether you rent or lease is how long you need the machine, and matching that answer to the right agreement is where the real money gets saved or wasted.

What Separates a Rental From a Copier Lease

A rental is an agreement you can end on a set date. A lease is a way to finance the machine, and the long term is what keeps the monthly payment low.

Copier leasing agreements spread the equipment cost across three to five years. That structure is exactly why the monthly fee looks modest. It is also why the contract is written to be non-cancellable.

Most leases bind the machine to the address on the paperwork. Relocating a leased copier usually triggers additional charges and paperwork. For a firm staying on the same downtown floor through 2031, that clause never surfaces. For a project office on a two-year build, it is the whole issue.

Renting inverts the trade. You accept a higher monthly obligation and gain the ability to end the arrangement on your own terms. Our short-term and long-term copier rentals are built around that exchange.

Where Renting a Copier Wins

Renting is defensible when the requirement has a known end date, and the volume would destroy a desktop printer.

• Conventions and trade shows. Exhibitors need collateral produced on demand for four days. Then the need disappears.
• Litigation support. Trial prep generates exhibit binders in enormous quantities, usually at eleven at night, against a deadline nobody can move.
• Film and commercial production. Script revisions and call sheets circulate constantly during principal photography. Austin production companies also rent copy machines as set dressing, where the unit has to look right more than run right.
• Construction administration. Submittals, plan sets, and change orders print without pause until the punch list closes.
• Your equipment sits in storage for six weeks while a buildout finishes.
• Bridge coverage. A primary unit fails and parts are two weeks out. A rental keeps billing and payroll moving while the copier repair work gets done.

Each situation shares one trait. The deadline arrives whether the documents were produced or not.

Under those conditions, the machine is a utility, not an asset. That is why a daily rate you would never accept for a permanent installation becomes completely rational.

How Delivery Fees Determine the Real Cost

Most rentals carry costs that have nothing to do with how long you keep the machine. Delivery is one. Networking the unit to more than a couple of workstations is often another.

These are one-time charges, and they stay the same whether you rent for three days or three months.

That single fact reshapes the math on short rentals. Spread a delivery charge across three days, and it adds a meaningful amount to every one of them. Spread that same charge across six weeks, and it nearly disappears.

If you keep renewing a daily-rate rental week after week, your needs have moved out of short-term territory, and a longer agreement will almost always cost less for the same equipment.

Where Short-Term Rentals Stop Being Cost-Effective

Past roughly a month, the daily rate becomes the wrong instrument for the job.

A daily rate is built to cover short, intensive use. Stack enough of those days together, and the total climbs past what a monthly agreement would have cost for the same machine. The rate that looked reasonable for a three-day job becomes hard to justify once it repeats for weeks.

A workable way to sort the decision comes down to one question: how long will you actually have the machine on site? The answer moves you into one of three tiers, each trading flexibility against monthly cost differently.

1. Days through two weeks. A daily or weekly rental. You are paying for immediacy and a guaranteed conclusion.
2. One month through two years. A long-term rental. Predictable monthly cost, no lease obligation, and equipment that moves when your operation does.
3. Three years or longer at a fixed address. A copier lease or an outright purchase is far more cost-effective. Our analysis of buying versus leasing a copier examines those leasing options in depth.

What Long-Term Rentals Solve That Leases Cannot

Long-term rentals serve organizations that need a copier indefinitely but have good reasons to avoid a five-year financing agreement.

Newer businesses without credit history often cannot clear a leasing company’s underwriting. Renting requires no credit application or bank approval at all.

Companies protecting working capital avoid the large upfront outlay required to buy a copier. Businesses that have not measured their print volume yet can observe it before committing, which beats guessing wrong across sixty months.

Renting also preserves access to a newer model when the latest technology carries competitive weight. You are never tethered to one serial number for half a decade.

There is an accounting angle as well. Payments for equipment your business does not own are generally tax-deductible as an ordinary business expense, according to IRS guidance on deducting business expenses. Confirm the particulars with your accountant, since how an agreement is structured affects how it is treated.

Terms to Settle Before You Sign

Get the copy allowance and the overage rate in writing. Litigation teams and production offices burn through monthly allowances at a speed that surprises people.

Ask about the age and condition of the specific unit you are being assigned. Short-term fleets rarely consist of new equipment, and high quality matters most when a paper jam at midnight cannot be recovered from.

Confirm whether toner and service are bundled or billed separately. Settle response times, pickup terms, and network setup costs before your first deadline rather than during it.

Most copier paper jams trace back to a small set of fixable problems – paper condition, worn mechanical parts, or settings mismatches. Knowing which one applies to your machine usually stops recurring jams before they require service calls.

1. Paper Quality and Condition

Using the wrong type of paper – or paper stored incorrectly – causes more copier jams than any internal component.

Paper absorbs moisture from the air, which causes sheets to curl, warp, and stick together. When multiple sheets feed at once, they buckle in the paper path and jam. Paper outside your machine’s rated paper weights creates the same problem – rollers are calibrated for a specific range, and anything outside it feeds unreliably.

Fix: Use high quality paper rated for your copy machine. Store your paper in a sealed package in a cool, dry location. Fan the pages before loading if the ream has been sitting open.

2. Overfilled Paper Tray

Every paper tray has a maximum fill line, and exceeding it causes jams more often than people expect.

An overfilled tray creates uneven pressure against the pickup roller. Instead of pulling a single sheet of paper cleanly, the roller grabs two or three at once. They overlap in the paper path and the machine stops.

Fix: Load to just below the fill line. Frequent top-offs are less disruptive than clearing jams.

3. Misaligned Paper Guides

Paper guides are the adjustable rails inside the tray that control how each sheet enters the paper path.

Set them too loose and paper feeds in crooked, causing a skew jam. Set them too tight and they pinch the stack, preventing clean pickup. Both produce jams – just in different spots inside the machine.

Fix: Each time you load the tray, slide the paper guides snug against the stack. Reset them whenever you switch paper sizes.

4. Worn or Dirty Feed Rollers

The feed roller is the rubber wheel that pulls paper from the tray into the machine. Over time, rollers wear smooth or collect toner and dust.

A worn or dirty roller slips against the paper rather than gripping it. The sheet hesitates or enters at an angle, and jams cluster near the tray. This is the most common mechanical cause of recurring jams in high-volume machines.

Fix: Clean the rollers as part of routine maintenance. Replacement is inexpensive but should be handled by a technician. If jams keep appearing near the tray, schedule a visit with our Austin copier repair team.

5. Debris in the Paper Path

Paper fragments, staples, and dust build up inside copy machines over time. Even a small torn corner left behind from a previous jam can catch the next sheet passing through.

This is the most common reason jammed paper clears but the problem comes right back. The machine reports no obstruction, but a fragment is still sitting inside.

Metal debris – staples, paper clips – is a more serious version. These can score a drum or damage a roller, turning a simple obstruction into a part replacement.

Fix: When clearing a jam, open every access panel and inspect before reloading. Remove fragments completely – tearing paper inside the machine leaves smaller pieces you won’t see.

6. Driver and Settings Mismatches

If the print driver is set for one type of paper but the tray holds another, the machine will feed incorrectly – or not at all.

A common scenario: the driver is configured for heavy stock, but standard paper is loaded. The machine adjusts its feed pressure and fuser temperature for the heavier sheet, and the actual paper exits wrinkled or jams near the fuser.

Fix: Confirm that driver settings match the correct paper loaded in the tray – size, weight, and type. If your office uses multiple paper types, assign dedicated trays to each.

7. Worn Internal Components

Fuser assemblies, separation pads, and sensors all have service life ratings. When they wear out, jams start appearing in multiple locations – not just near the tray.

If your printer keeps jamming in different spots on the same day, it usually means several components have reached the end of their service interval simultaneously. That pattern is different from a single-cause jam and won’t be solved by adjusting paper or guides.

Fix: Regular maintenance – not just jam clearance – is what catches worn parts early. Our copier repair service handles full inspections and component replacement.

When to Stop Troubleshooting and Call for Service

Clearing a simple obstruction yourself is fine. But a machine that jams more than once or twice a day needs a technician.

Never use tools to probe inside the machine or force jammed paper in the wrong direction. Damage to the drum or rollers from improper clearing routinely costs more than the service call would have.

FAQ

Why does my copier keep jamming in the same spot?

A recurring jam in the same location usually means a paper fragment is still inside from a previous clearance, or a component in that area of the paper path is worn. Inspect carefully before reloading. If it continues, schedule a service call.

Can the paper itself cause printer paper jams?

Yes – more often than any mechanical issue. Paper that has absorbed moisture, been stored improperly, or is the wrong weight accounts for a large share of day-to-day jams. Using the correct paper and learning how to store your paper properly often resolves the problem entirely.

How often should feed rollers be replaced?

Feed rollers typically last between 100,000 and 200,000 pages, depending on the machine. In a busy office, that can mean replacement every one to two years. A service technician can confirm the right interval for your model.

Could frequent jams mean I need a new copier?

If the machine jams daily despite regular maintenance and has high accumulated page counts, it may be time to evaluate a replacement. Persistent multi-location jams in an older machine often mean several components are nearing the end of life. A copier lease or a used copier can sometimes cost less per month than ongoing repairs on an aging unit.

Buying through an authorized copier dealer gives you faster service, local parts access, and pricing that direct manufacturer purchases rarely match.

Understanding how the copier industry is structured explains why working with a dealer consistently delivers more value.

What “Buying Direct” Really Means

Most copier brands do not sell straight to businesses the way a consumer store does.

Companies like Konica Minolta sell through authorized dealer networks. When a business thinks it is buying direct, it is usually still going through a dealer – just one it did not choose.

The machine is only part of what you are buying. Who services it and how fast they show up when it breaks depend entirely on which dealer is behind the sale.

What a Local Copier Dealer Actually Provides

Authorized dealers are certified and trained by the manufacturers whose brands they carry. They stock parts for the machines they sell and are held to service standards the manufacturer sets and enforces. That structure is why the dealer relationship matters more than most buyers realize before they need a repair.

We have served Central Texas businesses since 1984. Our technicians hold factory certifications and carry over 100 years of combined field experience. Most repairs get handled on the first visit, without a call to a remote support line. When something unusual comes up, we have a direct line to the manufacturer – a path that does not exist for businesses that bought through a generic online channel.

Why Response Time Favors a Local Dealer

When a copier goes down, work stops. The cost of that downtime is usually far greater than the repair bill.

Manufacturer service teams cover large territories and can take several days to dispatch a technician. Our repair team responds the same day in most cases because our technicians are already in Austin.

Businesses that depend on high print volume or tight document deadlines feel that gap in real terms – stalled output, missed deadlines, and staff waiting on equipment instead of working.

How Our Pricing Compares to Buying Direct

We buy in volume and pass those terms to you. Pricing on new copier systems through us is typically in line with manufacturer direct pricing and usually includes installation, training, and a service plan. Generic online sellers rarely bundle those in.

A certified refurbished machine from our used copier inventory can cost up to 60 percent less than new, with service guarantees attached – something manufacturers do not offer through their own channels.

If upfront cost is the main concern, a copier lease spreads the expense over time, covers maintenance, and keeps your equipment current without a large capital outlay.

What Our Authorized Dealer Status Means for You

Authorized dealer status means the manufacturer has vetted our staff, our training, and our service setup. It is a formal relationship with accountability on both sides – not just a reseller arrangement.

We hold authorized dealer status for three of the most respected copier brands in the U.S. and carry an A+ rating from the Better Business Bureau.

We have worked with Austin and Central Texas businesses since 1984, and that track record reflects service consistency that a generic online purchase cannot replicate.

FAQ

Can I buy a Konica Minolta copier directly from Konica Minolta?

Konica Minolta sells through authorized dealer networks rather than directly to businesses. We are factory-trained and certified to sell, install, and service their machines on their behalf.

Is working with a local copier dealer more expensive than buying online?

Not typically. We match or beat online pricing in most cases and include installation, training, and service. Generic online sellers rarely offer local service contracts, and repair costs add up quickly over time.

Who handles warranty repairs on a copier?

Warranty service runs through the authorized dealer network in most cases. We typically respond the same day, while a manufacturer’s national team may take several days to send a technician.

Why does it matter if a dealer is authorized?

Authorized dealers have factory-trained technicians, parts access, and a direct path to manufacturer support for complex problems. An independent dealer may service multiple brands, but without the same training depth or parts priority.

What makes a Central Texas dealer a better fit than a national provider?

We respond faster, know the local market, and build a service relationship over time. Our technicians are on the ground in Austin, which means no routing through out-of-state service centers and parts already on hand when you need them.

Between copier cost and reliability, we explain what makes sense for local offices

Choosing between a used or new copier usually depends on how often the machine runs, how many people rely on it, and how disruptive downtime becomes during the workday.

This guide breaks down the real tradeoffs Austin businesses face when deciding between used and new copiers, with practical context from day-to-day office use.

Used Copiers: Lower Upfront Cost With More Variables

Used copiers offer a lower upfront cost and can perform well when matched to the right workload.

Most used machines are lease returns that have already handled a significant number of print jobs. They are inspected and refurbished before resale, which means many still have years of usable life left.

For offices with light to moderate printing needs, this can be a practical way to get reliable office equipment without committing to a larger purchase.

Where differences begin to show is consistency. Internal components may not wear evenly, so performance can vary depending on prior usage. One machine may run smoothly for a long stretch, while another may require service sooner.

In day to day use, offices often notice slightly longer warm up times, occasional paper handling issues, or slower performance during larger print runs.

Used copiers tend to work best when:

• Monthly print volume is modest
• Fewer people share the device
• Printing supports work rather than driving it
• Budget flexibility matters more than peak performance

When expectations align with usage, used copiers can be a cost-effective and dependable option.

New Copiers: Higher Cost With Predictable Performance

New copiers provide stable performance from day one and are designed for shared, daily use.

With no prior wear, components age evenly and output remains consistent. Print quality, scan speed, and job processing stay predictable even as volume increases.

Newer models also include updated security features, stronger network reliability, and better handling of color printing and high-resolution documents.

In everyday office use, this shows up as fewer interruptions. Print jobs move through without hesitation. Scans route cleanly. Multiple users can send work without slowing the system.

New copiers are often a better fit when:

• Several employees rely on one machine
• Printing and scanning are part of daily workflow
• Document consistency affects client communication
• Office volume is expected to grow

The higher upfront cost is offset by stability, support longevity, and fewer operational disruptions over time.

Cost Comparison: Purchase Price Versus Operating Cost

Purchase price is the most visible cost, but it is only one part of what offices end up paying over time.

Total cost of ownership includes:

• Toner consumption
• Service contract structure
• Labor and parts coverage
• How the copier handles black and white and color printing

When viewed over time, some offices find a used copier remains the more economical choice. Others see operating costs level out or surpass the price difference.

Comparing total cost of ownership rather than purchase price alone gives a clearer picture of what the copier will require month after month.

Service and Parts Availability in Austin

Service access plays a steady role in how smoothly a copier fits into daily work.

Austin offices benefit from local technicians who can respond quickly to copier repair requests, but the availability of parts varies by machine age and model.

Older copiers may require components that are no longer stocked locally. When that happens, repairs can take longer even if the issue itself is minor.

In practical terms, this shows up as longer waits between diagnosis and resolution. Print queues build. Teams adjust workflows temporarily.

Newer machines generally have stronger parts availability and longer manufacturer support windows. Repairs tend to move faster, and routine maintenance stays predictable.

For many offices, the difference is not the frequency of service, but how quickly normal operations resume when service is needed.

Leasing as a Middle Ground

Leasing provides access to newer equipment without full upfront cost.

What is happening with leasing is cost distribution. Hardware expense becomes a predictable monthly payment.

Why this matters is flexibility. Equipment can be upgraded as usage changes.

What offices gain is access to newer multifunctional printer platforms without long-term ownership risk.

Most leases also include a service contract that covers toner, parts, and labor under one structure.

How To Choose Correctly for Your Office

The correct choice depends on actual usage patterns.

Before deciding, clarify:

• Average monthly print volume
• Number of active users
• Sensitivity of printed documents
• Expected growth over the next two years

When these factors are clear, the decision becomes operational rather than speculative.

A copier that aligns with daily behavior will outperform a cheaper machine that does not.

FAQ

Is a used copier reliable enough for daily office use?
It can be, but reliability depends on prior usage, maintenance history, and print volume.

How long does a used copier typically last?
Lifespan varies widely based on internal wear and service history.

Are new copiers more expensive long term?
Not necessarily. Fewer repairs and predictable service costs often offset higher purchase price.

Does leasing include maintenance?
Most leases include a service contract covering toner, parts, and labor.

Do most Austin offices choose new or used copiers?
Smaller teams often begin with used or leased machines and transition to newer models as volume increases.

Finding the right copier for your office is not only about the machine itself. The bigger decision is the financial path you choose.

Many Austin businesses struggle with the question of whether to buy a copier outright or secure a copier lease that spreads the cost over time. Both options can work well depending on your print volume, growth plans, and need for ongoing support.

Copiers, printers, and multifunction devices have become core office equipment for nearly every industry in Central Texas. As workflows shift toward remote collaboration and digital document management, the way your device is financed has a direct effect on:

• cost control
• efficiency
• long-term reliability

This guide breaks down both options with clarity so you can select the path that supports your business and keeps your print environment running smoothly.

Understanding the True Cost of Buying a Copier

Buying a copier gives your business full ownership of a piece of office equipment that you can use for as long as you like.

For some companies, that simplicity is appealing. You pay once, the device is yours, and you decide when to upgrade.

A high-quality office copier or multifunction printer typically requires a significant upfront investment. The total cost does not stop at the purchase price. You also need to budget for:

1. Toner and other consumables
2. Parts and copier repair
3. Service calls when something fails
4. Occasional upgrades to keep up with new workflows

If you have a low to moderate print volume and do not expect major changes in how your team uses a copier, buying can be a cost-effective option. It can also fit organizations that already have internal technical support to triage minor issues before calling a repair service.

For companies that want to explore options, copier sales at Copier Depot include both new and used systems, which gives you more control over how much you invest upfront.

When a Copier Lease Makes More Sense

For many Austin businesses, a copier lease is easier to align with cash flow. Leasing allows you to access state of the art equipment with a predictable monthly payment instead of a high upfront cost.

With a copier lease, you can match the term of the agreement to your plans.

Some companies choose shorter terms to keep technology fresh. Others choose longer terms to lock in a known monthly cost. The flexibility makes it easier to align your copy lease or printer lease with your budget and growth forecasts.

Leasing often pairs naturally with a service agreement. This can include toner, parts, and copier service, handled by a local company that knows the Austin market. Copier Depot’s service team supports a wide range of Austin copiers for businesses that want both reliable hardware and fast support.

For growing teams, the ability to lease a copier and then step into a newer model at the end of the term can be more valuable than owning a device that may not keep up with future needs.

Why Short-Term Rentals Still Have a Place

Some organizations do not need long-term commitments at all. A copier on rental for a limited period can support:

• Construction trailers and job sites
• Conferences and trade shows
• Temporary offices during moves or remodels
• Seasonal or project-based teams

Short-term printer and copier rental gives Austin businesses access to high-quality office equipment without a multi-year contract. Rentals are also useful as a backup when a primary machine is down, or as a way to test a configuration before signing a lease.

Comparing Long-Term Cost and Support

The buy vs lease decision is tied closely to support expectations. A copier is part of your daily workflow, so when it fails, the impact is real.

Many Austin businesses choose partners based on how quickly a repair service responds and how well the equipment is maintained over time.

Key questions to consider include:

• How fast does the dealer respond to service calls?
• Are parts stocked locally?
• Will you work with a consistent service team that knows your environment?
• Is preventative maintenance included?

When you own the machine, you choose how to handle copier repair, either by paying as needed or by arranging a separate service agreement.

When you lease, service is often built into the plan, which can be more cost-effective for higher volume environments.

Copier Depot’s copier repair offerings are designed to keep equipment running smoothly for Austin businesses, with local technicians and direct access to parts.

How Print Volume Shapes the Best Option

Print volume may be the most practical filter for your decision.

If your team prints consistently at higher volumes, your device sees more wear. In that case, a lease that includes maintenance, repairs, and regular refresh cycles can help protect uptime and keep your cost per page under control.

If your office prints lightly or you rely heavily on digital document management, you may not need the highest output systems. Buying a modest, reliable device can be enough, especially if you expect your needs to remain steady.

The decision is not only about today’s volume. Think about how your business might grow over three to five years, then choose a structure that gives you room to adapt.

Choosing the Right Partner in Austin

Regardless of the path you choose, the dealer you work with matters. A strong partner offers more than just equipment. Look for:

• A clear explanation of buy, lease, and rental choices
• Transparent terms for service agreements
• A wide range of devices that match different budgets and workloads
• Local customer service that is easy to reach
• Experience with document management and managed print services

Copier Depot has served Central Texas since 1984 as a local company focused on high-quality equipment, cost-effective leasing options, and responsive copier service for Austin businesses that want reliable office equipment combined with strong support.

In 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.

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.

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:

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.

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.

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, two names represent the best of the best in commercial 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.