Tips For Buying an Office Copier

office copier

What to Know Before You Buy

For someone that has never purchased an office copier for their business, it can be an interesting and confusing process. Below, we offer a few thoughts to consider.

Some of the questions that may come up are:

  • Should I purchase or lease?
  • How does a lease work?
  • Why are there so many options?
  • Is color something that I should include?
  • How does scanning work?
  • Am I getting a fair price?
  • What are Managed Print Services?

There are a lot of options here in the Philadelphia area when it comes to a finding the right office copier company. We suggest talking with other business owners about their experience and what they found useful in the buying process. After that, turn to Graffen to find the best copiers for your business.

Copy & Print Speed

Many buyers feel that they need an office copier with a fast print speed but in reality, they could save thousands of dollars by understanding what they really need. Rather than simply getting a copier that runs at the same speed as your last several copiers, why not review the length of your average copy and print jobs? You’ll likely find that most jobs are under 10 pages and if this is the case, a 75 page-per-minute copier won’t save much time over a 35 page-per-minute copier.

A fast printing or copying machine will only really help on long jobs. On the flip side, be sure to inspect your normal page volume over time. This may require you to choose a larger, faster copier.

If your office copier is mostly used for printing, your users may have to walk to the copier to pick up their documents, which may eliminate the need for a quicker copier. Some users will talk with co-workers, work on other tasks, or maybe use the bathroom before going to the copier, so why lease a fast, expensive copier if it’s not necessary? Again, this could save you big money.

First-Page-Out Time vs. Copy & Print Speed

Copy & print speed measures how many pages are printed in a minute once the machine starts printing. First-page-out time measures how quickly the first page is printed once the copy or print job is submitted. A lot of users complain that their office copier is slow, but is that first page out slow, or copy speed slow? Both 75 and 35 page-per-minute copiers have first-page-out time speeds that are within a few seconds of each other, so if your average copy job is just a few pages, you may want to find a copier that has a quick first-page-out time with a slower copy & print speed to save money.

Color Printing and Copying

Most color desktop printers are severely expensive when it comes to toner and supply usage, however, most organizations don’t track toner purchases. They may even allow each department to manage those purchases on their own. By running a solid cost analysis, you can find out exactly what your costs are and then compare them to what it would cost to run those print jobs on a color copier. Because copier vendors typically charge for copies and prints on a per-page basis, you’ll generally save big money by printing to a copier versus a desktop color printer.

At the same time, there are certain vendors that charge various charges for color prints. If a print job has a little toner, like a small logo on letterhead, you’ll be charged a minimal color cost. If it has more toner, you’ll be charged a little more. In end, this tiered color billing option can be a big winner.

When it comes to buying an office copier, find someone who will take the time to explain your options (like we will at Graffen). Then, take your time to read the fine print so that you understand what needs to happen to make the right choice.