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How To Choose The Best Copiers On A Budget

How To Choose The Best Copiers On A Budget

How To Choose The Best Copiers On A Budget

Office productivity and efficiency have improved through the years as technology has progressed. Rather than needing to possess both a printer and a copier, you can end up the right blend of both. Together with copying and printing, these machines may scan and facsimile to places like email, USBs and cloud-based providers. The more advanced versions could be personalized with finishing options like stapling, hole-punching and sorting.

These MFPs are made to fulfill business printing demands while cutting distribution expenses and increasing workflow. They may be bought or rented, and a range of accessories is available for many versions.

Discovering the proper copier for your company can be overpowering. To facilitate some of the strain, we have created this manual to split down the info you ought to know before deciding on an MFP. We have outlined many different MFPs and the critical qualities to search for.

Types Of Copiers

The very first thing you'll want to think about is whether you want your system to print in gray or have the ability to print in colour. Another thing to consider is the size of your own office space -- you will want to find a copier that fits well without consuming too much workspace. As soon as you've decided, you can begin to think about the configuration you desire. This will depend on your budget and preferences.

Monochrome And Colour MFPs

There's a difference in the expenses of a monochrome printer and colour printers. Monochrome printers usually cost less because they only use a black cartridge, whereas the colour printers require four separate cartridges: black, cyan, yellow and magenta. Offer prices will be reduced if you only purchase one cartridge at a time rather than four. Also, think about the influence on your branding and customers, though -- coloured images tend to grab attention faster than monochrome pictures.

Home VS. SMB Offices

Copiers made for home offices are typically desktop to save space. These models can go for as low as $50, but we recommend paying $300 to $700 to ensure you have the very best model for your industry. Lower-priced desktop copiers are meant for casual individual usage and will not satisfy the requirements of most businesses.

Office copiers are usually freestanding or designed to take a large tabletop and are developed to fulfill the needs of a multi-person office. Copiers such as these can typically be networked and feature a variety of printing, scanning and faxing capabilities. You may even use different paper types and sizes together with the more complex models. Office copiers start at around $1,200, but luxury versions can cost you $5,000 or more.


If your company requires high-volume printing, professional-grade graphics and innovative finishing options, you may need a production printer. Production printers provide high resolutions, including 2400 x 1200 dots per inch (dpi) for colour prints to 9600 x 600 dpi combined with 8-bit colour thickness for black prints. Generation printers fluctuate significantly in price depending on specific characteristics, but they typically start around $7,000 for entry-level versions and proceed well above $25,000 for specialization models.

Ricoh Aficio MP 5002 Copier

Characteristics To Think About

Before making a choice, it is a fantastic idea to compare versions by taking a look at their key attributes. This can allow you to figure out which features you want and find the accessories and applications which are available.

Print Rate

Print speed is just one of the essential specs to check out when you opt for a copier. The print rate is often recorded on spec sheets because of "ppm" for pages per minute. You will want to locate a printer with sufficient speed to maintain your workflow running smoothly. If you do not publish in large volumes, a lower rate will probably be okay for your company.


You'll discover the newspaper capability (often recorded as "tray" or "tape") of a printer on its spec sheet in addition to the dimensions of the paper it could print on. A3 machines may use paper of around 11.7 x 16.5 inches, and A4 printers may use up paper to 8.3 x 11.7 inches. The most common copiers will probably be among both of these different types. The best option is dependent upon the types and dimensions of paper that you use the most.


Document feeders are crucial if you plan on scanning tens of thousands of files. You might also need to look at the optical resolution of this copier's scanner if you plan on scanning pictures in addition to Word files. For file scanning, 600 pixels is good enough, but for images, you will need at 4800 pixels.


Generation printers have quite different images specs from printers. On manufacturing printers, a resolution of 2400 x 2400 dpi is regular, and colour management is indispensable. Office printers, which are mostly used for word files, have considerably lower resolutions. If you're uncertain what amount of graphics you'll need, reach out to us. We'll discuss what you will use the printer to get and recommend a version that is appropriate for your requirements and budget.

Inkjet VS. Laser

Whether you need to purchase an inkjet printer or a laser printer depends, again, on your business's requirements. An inkjet printer is your best and most economical option if you don't need to print at a high volume. It is also the ideal solution for companies that require coloured printing and high-quality images, such as media companies, marketers and property companies. Businesses that lack space may also prefer an inkjet printer because they're smaller and more portable than laser printers.

In case you have big print jobs, which are mostly black text, you'll find the most bang for your dollar using a laser printer. Laser printers offer the convenience of high-volume printing at fast rates -- even low-end laser printers can print up to 20 ppm. You will also get decent output with crisp text and sharp lines; however, the image quality will be less than stellar.

Even though a laser printer generally has a high price point, it is going to help save you money in the long run. You won't have to replace toner as often as you would ink cartridges and costs about 6 to 8 cents per page as opposed to approximately 10 to 20 cents per page for inkjet printers.

Xerox C60 Copier

Ink And Toner

The first thing to know is if your machine is laser or inkjet. Laser printers use a condom that is powdered, whereas inkjet printers utilize liquid ink. It's an excellent idea to consider how much toner or ink will cost you over the operational lifespan of the copier you purchase or lease. You can usually locate the prices on the business site or specs sheet under "Provides" or even "Accessories." To find a specific quote, you can contact a sales agent. You'll want to learn the number of pages you can expect to get out of each cartridge or batch, as well as just how much replacements cost. You can also think of third-party ink refills as an alternative, but make sure their ink is compatible first.


Most digital copiers have some internal memory that allows them to keep significant quantities of documents and scans. An inner drive resembles any other computer hard drive. Specs sheets may detect RAM, HDDs, SSDs or regular memory storage for every version. If your organization processes a large volume of images or printing tasks, we advocate a higher memory capacity. The more memory, the faster the machine can handle jobs.

Top Copier Companies

Choosing a copier can be like shopping for a vehicle. It could take time to find the one for your business, but it's essential to know all the features to understand which ones you'll need. Assessing copiers can allow you to determine which model and brand are right for you. It could help to narrow it down to about three brands and determine which could give you the best bargain.

Here are the significant players from the MFP market, which you might wish to contemplate.

  • Brother
  • Canon
  • Epson
  • HP
  • Konica Minolta
  • Kyocera
  • Lexmark
  • Ricoh
  • Sharp
  • Xerox

Buying VS. Leasing

The majority of the businesses we believed offer copier purchases in addition to leasing options. This is a massive issue for company owners -- and also one which isn't quickly replied. Both approaches include several pros and cons, such as tax incentives, maintenance difficulties, depreciation and prices. If you are unsure whether buying or leasing is ideal for your small business, have a look at our buy vs. lease article.

Maintenance & Support Agreements

The average copier service agreement includes drums, toner, parts, repairs and maintenance. These agreements are designed to free up your employees from worrying about the machine. Rollers, cleaning blades and other components that break or wear out over time are typically covered. Unfortunately, "parts" have a unique definition, so you'll want to make sure you have a complete list of covered parts before you sign. Maintenance and support arrangements can usually be found on the product brochures and pages; however, our team will also share these with you.

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