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
Best Office Copier List Criteria
Best Color Office Copier for Small Businesses
Best Black & White Office Copier for Small Businesses
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.
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.
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 7.5 | 9.5 | 10 | 9.5 |
Total Score: 19.125/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 8.5 | 8.5 | 10 | 9 |
Total Score: 19/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 7 | 8.5 | 10 | 9.5 |
Total Score: 18.75/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 7.5 | 9.5 | 10 | 7.5 |
Total Score: 18.625/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 8.5 | 8 | 9 | 7.5 |
Total Score: 18.25/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 7.5 | 9.5 | 10 | 7 |
Total Score: 18.5/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 7 | 9 | 10 | 7 |
Total Score: 18.25/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 5.5 | 8 | 10 | 8 |
Total Score: 17.5/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 8.5 | 7 | 8.5 | 10 | 9.5 |
Total Score: 17.25/20
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.
| Reliability | Image Quality | Ease of Use | Security | Features |
|---|---|---|---|---|
| 10 | 7 | 7.5 | 9.5 | 5 |
Total Score: 17.25/20
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.
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