Top 10 Office Copiers for Small Businesses [Ratings + Reviews]

BEST SMB OFFICE COPIER | 8 MIN READ

As a smaller business of 100 employees or fewer, you need a multifunction copier that meets the needs of your organization, is reliable, and is at a price you can afford within your budget. 

Perhaps you've reached out to a local copier dealer or manufacturer and have narrowed your choices down to the devices they have recommended. Or, perhaps you are just beginning your search and want to be more knowledgeable before you begin a conversation with a vendor.

Not a lot of time? Skip to what you need:

Best Office Copiers for SMBs 2022

How We Created Our List

Best Office Copier List Criteria

Best Color Office Copier for Small Businesses

Best Black & White Office Copier for Small Businesses

What About Service?

Best Office Copiers for SMBs 2022

1. Canon imageRUNNER ADVANCE DX C5840i (19.125)
   

2. Ricoh IM C4500 (19.0)

3. Sharp MX-4071 (18.75)

4. Canon imageRUNNER ADVANCE DX C3830i (18.625)

5. Canon imageRUNNER ADVANCE DX 4735i (18.5)

6. HP LaserJet Enterprise MFP M725dn (18.25)

7. Copystar CS 3253ci (18.25)

8. Konica Minolta bizhub 360i (17.5)

9. Sharp MX-M4071 (17.25)

10. Toshiba e-STUDIO4518A (17.25)

How We Created Our List:

As one of the leading Canon, Sharp, and HP dealers in the southeastern United States, we are often asked the question, "what are the best office copiers for small businesses," so we decided to team up with our friend's at Buyer's Lab and make a list.

Buyer's Lab, a division of Keypoint Intelligence, is a third-party research firm that conducts testing on print devices from every major manufacturer. We recognize there could be an inherent bias with having a copier dealer rank/rate a list of copiers, so we we developed a formula that uses numbers provided by Buyer's Lab (whether it makes our machines look better or not).

The factors we identified above were determined by Standard Office Systems as the most important to include in our ranking:

Reliability was listed as the most important factor. A machine with great features and image quality isn't that great if it's broken all the time. Therefore, only machines that received a reliability rating of 8.5 or more were considered for our list.

Reliability also makes up 50% of the total SOS Rating. The other four factors (image quality, ease of use, security, and features) were averaged and then added to the reliability score to create a total possible score of 20.

Broken down as a formula, it looks like this:

Reliability + [(IQ + EU + S + F)/4]
= SOS Best Office Copier Rating

It should also be noted that we only considered machines that were lab tested by a third party, so it is possible that some high quality machines were omitted from this list. Unfortunately, we can't include a machine based on what the manufacturer claims on its spec sheets and marketing materials.

Below, we've broken down each machine's score so that you can see which areas of strength each copier has, as determined by Buyer's Lab. The machines are grouped by black & white or color.

Best Office Copier List Criteria

The criteria listed below are certainly not the only factors to consider when purchasing an office machine. Your company may have unique needs that are not covered in this review, so it is important to consult an industry professional before making a final decision.

• Reliability - each machine ran the recommended number of impressions listed by the manufacturer and was assessed based on the number of mis-feeds that occurred during the test.
  
  For instance, a machine claiming an average monthly duty cycle of 200,000 impressions/prints would be tested by running 200,000 sheets through the machine.
  
  
• Image Quality - rates how well the copier performs in the areas of:
  
  Color Print Quality (business graphics and photographic images)
  
  Black Print Quality (text, halftone range, halftone fill, line art, and solids)
  
  Print Density (measures density of a printed image with blocks of all solid colors based on the average of two readings each for cyan, magenta, and yellow, and four different locations for black output)
  
  Gamut Variance Readings (assesses the distance between colors)
  
  
• Ease of Use - is the design and interface intuitive? This category is measured in the areas of print, scan, copy, job management, multitasking, and feedback.
  
  
• Security - what features are included to secure data, including: network user authentication, biometric, ID card, common access, and more.
  
  
• Features - the variety of apps and tools included with the device, as well as other hardware features like additional memory and hard drive capacities. This category is broken down into three criteria: specifications, solutions, and environmental. 

Best Color Office Copier for Small Businesses

Canon imageRUNNER ADVANCE DX C5840i

Market Entry: April 2021
Speed: 40 ppm
Dimensions: 36 7/8" x 24 3/8" x 28 1/2"

The Canon imageRUNNER ADVANCE DX C5840i is at the top of its class and boasts remarkable reliability that is still unrivaled by other brands. It is no surprise why Canon is the world's market leader for print solutions. This device boasts a strong set of features, which makes it a great pick for small and medium sized office.

Strengths

• Fast first-print times (even from daytime sleep) when printing a variety of file types, including PDF, XLS, PPT, and Word
• Above average maximum paper capacity
• Fast overall scan speeds and first-copy-out speeds 

Weaknesses

• On-screen editing not supported within the scan preview
• Search function unavailable for locating administrative tasks and device settings within the embedded web utility 

Total Score: 19.125/20

Ricoh IM C4500

Market Entry: January 2019
Speed: 45 ppm
Dimensions: 37.9" x 23" x 27"

With new features and enhancements to boost productivity, the Ricoh IM C4500 is a standout. No example is better of this than the newly designed Android-designed intuitive interface. With it's outstanding overall performance, it's no wonder why Buyer's Lab recommends this device for mid-size to large groups; though, a smaller workgroup may find the machine to be a bit more robust than necessary.

Strengths

• Fast scan speeds due to small color scan files
• Faster-than-average first copy time
• Single-pass two-sided document feeder allows for reduced wear and tear on originals

Weaknesses

• Scan and copy previews do not support on-screen editing and page removal
• Slower-than-average booklet copying/printing speeds
• Administrators cannot configure or update settings while the device in in operation, creating potential efficiency headaches 

Total Score: 19/20

Sharp MX-4071

Market Entry: December 2018
Speed: 40 ppm
Dimensions: 33" x 24" x 26"

An outstanding choice for small and medium-sized workgroups. With improved reliability and fast speeds, users can expect strong efficiency over time. Sharp's are known for intuitive maintenance and simple guides to assist in keeping machines operational; such as, paper limit guides in drawers to prevent misfeeds. Should there be misfeed, sections can be easily removed to retrieve paper. Although image quality is strong, this would not be the best machine to choose for printing marketing collateral.

Strengths

• Two-sided print jobs are largely faster than average
• Among the fastest in its class when scanning two-sided documents
• Above-average maximum paper capacity

Weaknesses

• Secure print procedures are non-intuitive 
• Standard paper capacity is below average
• Help function at the control panel is limited

Total Score: 18.75/20

Canon imageRUNNER ADVANCE DX C3830i

Market Entry: August 2021
Speed: 30 ppm
Dimensions: 35 3/8" x 22 1/4" x 28 1/2"

The C3830i has a legacy for standing out in terms of reliability with an array of features designed to boost productivity. With a large touch screen panel and intuitive interface, users will appreciate its easy of use. Additionally, onscreen maintenance videos demonstrate simple tasks to users, like how to replace toner.

Strengths

• Fastest recovery time from daytime sleep in its class
• Faster-than-average two-sided copy speeds
• Above average standard paper capacity

Weaknesses

• Slower-than-average first page time when printing a PDF file
• Below-average maximum paper capacity and hard drive storage
• Previews for scans and copies do not support on-screen editing or rotation

Total Score: 18.625/20

Copystar CS 3253ci

Market Entry: February 2019
Speed: 32 ppm
Dimensions: 31.1" x 23.7" x 26.18"

Only experiencing one misfeed over the course of 125,000 jobs, the CS 3253ci proves to be a highly reliable device and strong overall choice. Color was determined to be very effective and high yields mean you will go longer than the average machine before needing more toner. Where the machine falls short a bit is in its navigation control panel. The technology appears to be a bit behind its competitors in this department. 

Strengths

• Support heavy paper weight, which gives media flexibility
• Above average max paper capacity means more efficiency 
• Scan speeds are among the fastest in this device category

Weaknesses

• No support for copy menus or alternate simple scan
• Scan/copy previews lack the on-screen ability to delete pages or edit
• Only the quantity can be modified for jobs in a queue.

Total Score: 18.25/20

Best Black & White Office Copier for Small Businesses

Canon imageRUNNER ADVANCE DX 4735i

Market Entry: May 2020
Speed: 35 ppm
Dimensions: 32 3/8" x 24" x 28 1/8"

The DX 4735i by Canon is a truly smart choice for small and medium sized workgroups/offices that don't need a machine with color output. At 35 pages per minute, this MFP is not as fast as some models, but makes up for it with its flawless reliability.

Strengths 

• Above average SSD capacity
• Above average paper capacity to assist with maintaining efficiency with fewer paper refills required
• Fast first-print times
• Above average toner yield, which assists in saving time and money

Weaknesses

• Slower-than-average first-print times from sleep mode
• Below average memory
• Paper weight support is below the average competitor

Total Score: 18.5/20

HP LaserJet Enterprise MFP M725dn

Market Entry: May 2013
Speed: 40 ppm
Dimensions: 24" x 24.2" x 25.6"

If your small to mid-size office workgroup has a need for ledger sized outputs, but is on a budget, then this HP is a great choice. Buyer's Lab rates this machine consistently strong across the board and is at a reasonable price point when compared to similar models. 

Strengths

• Highly reliable with near-flawless performance durability
• Seamless integration of products and solutions designed by HP or third-parties make this a versatile device
• Supports printing from various mobile devices and offers "Green" features that assist in cutting down on waste

Weaknesses

• Higher supplies cost per page
• Slow first-copy times
• Slow scan speeds and lower paper capacity verse average models

Total Score: 18.25/20

Konica Minolta bizhub 360i

Market Entry: September 2020
Speed: 36 ppm
Dimensions: 31" x 24.3" x 27"

A user friendly, black and white multifunction device, the 360i is a strong choice for small to mid-size workgroups. The great reliability and simple maintenance procedures make uptime on this machine much higher. However, what you gain in uptime, you lose a bit in image quality; so, this machine is not the best choice for print shops or firms that require quality in-house printing. 

Strengths

• Well designed menus make quick access to desired settings possible
• Above average memory and SSD capacity aids in fast processing
• Quick first-copy times

Weaknesses

• Jobs already in the print queue cannot be modified (even quantity)
• Below average media (paper) weight support
• Limited direct print functions

Total Score: 17.5/20

Sharp MX-M4071

Market Entry: August 2019
Speed: 40 ppm
Dimensions: 33" x 24" x 26"

Where the M4071 lacks a bit behind other machines on the list in reliability, it makes up for in value, often at a price point that is more attractive to business owners. Great for small and mid-sized work groups that demand top-tier usability and productivity. Additionally, as is with all Sharp devices, this device includes a highly intuitive control panel and the ultra-helpful pullout keyboard for making destination inputs simple.

Strengths

• Fast-than-average scan speeds
• Faster-than-average two-sided copy speeds
• Above-average maximum paper, memory, and hard drive capacities 

Weaknesses

• Non-intuitive secure print features
• Help function at the control panel is limited
• At times, paper was not being recognized in the ready feed position and resulted in an error code

Total Score: 17.25/20

Toshiba e-STUDIO4518A

Market Entry: September 2018
Speed: 45 ppm
Dimensions: 31" x 23" x 23"

If your office needs a multifunction printer that performs basic tasks reliably, without a lot of additional features, then the e-STUDIO4518A is a great choice. In addition to its high reliability, this Toshiba's print speeds are some of the highest in its class, with the added benefit of a 300-sheet two-sided single-pass feeder.

Strengths

• Near flawless reliability
• Fast-than-average first print times
• Fast speeds when copying two-sided

Weaknesses

• Characters and lines lack boldness
• Below average maximum paper capacity
• Higher than average price when compared to comparable units

Total Score: 17.25/20

What About Copier Service?

Purchasing a machine that's received great marks is, well - great - but when you decide to pull the trigger on purchasing your copier, you have to consider more than just the total score. 

After all, you wouldn't purchase a car just because it had great fuel economy and was the most reliable, right? Well, you're probably thinking, "Of course I would!" But what if you needed a vehicle that could transport large objects or pull a boat? You probably aren't going to purchase a Prius.

Your copier is the same way. If reliability is the most important factor, that's going to be a different copier than if image quality is a non-compromising factor. 

And what about security? While many manufacturers have made in improvements to their print security, there are still vulnerabilities to avoid and should be considered. 

Finally, there's the dealer factor. One of our marketing representatives told me once that someone they spoke with said they only purchased copiers from a specific brand, claiming it was the only one that never gave them issues.

Keep in mind, a great machine in the hands of a poor copier dealer or manufacturer service team can become a very average unit. Inversely, an average machine serviced by a great team can become a great machine.

Deciding who to trust for your service is important and there are a lot of myths regarding copier dealer and manufacturers. Educating yourself is the first step toward getting the best machine that matches your needs and your budget.

RELATED: How to Choose a Copier Dealer Near You

If you made it to the end of this blog and you still have questions, we are happy to help. Yes, we've been in the industry for over 50 years, and yes we sell copiers, but we are more interested in helping businesses get the machine they need.

Click the button below if you have a question that wasn't answered in this article. We are happy to help you!

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