COMMERCIAL COPIERS | 5 MIN READ
Copiers can be an expensive investment for a business, which is why picking the right one is crucial. If you pick the wrong type of copier, you risk not only being stuck with a machine that doesn't accomplish the goals you needed to, but also usually paying more money. Keep reading to learn what to keep in mind when buying a copier as well as three quick tips on how to save money on commercial copiers.
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Copier Shopping is Like Buying a Car
Don't Buy Through a Manufacturer
Sign a Copier Service Contract
I entered the office technology industry 26 years ago, immediately after graduating college. As office copiers and technology in the workplace have evolved over the decades, they truly provide so much more than copying.
Today's copiers are connected to our networks with special security features, high definition printing capabilities, and can even email, create attachments, print from mobile devices, and edit documents right from the display screen!
With all the options available on the market, figuring out how to find the right copier for your business can quickly become complicated. One of the questions I have been asked repeatedly over the years is “What should I keep in mind when shopping for a copier?”
Back when I first began in this industry, the 5 areas that I identified as customers' main buying points were:
1. Price
2. Reliability
3. Versatility
4. Quality
5. Ease of Use
Nearly three decades later, these are still the top five buying concerns people have. When shopping for copiers, dive deep to see which buying points matter most to your business.
For instance, small business copiers typically won't offer features like stapling or hole punch, but will offer copy, print, scan and fax. If you've decided those features are all you need, then the biggest concern is most likely, price!
RELATED: Copier Features: What's Most Important?
Copier Shopping is Like Buying a Car
Copier are car shopping are more similar experiences than one would think.
For instance, if you were buying a car and had the option to buy a car for 50% off, you may think that it's a great deal. However, this car may be cheaper because it's older and falling apart, which means that the money you saved up-front won't matter down the road when you have to pay a fortune in repairs.
On one hand, if you only plan on driving this car around town for short trips, maybe you wouldn't increase the mileage enough for the car to quickly break down and cause needed repairs, as opposed to if you were trying to use the car for cross-country trips.
These examples are very similar to considerations when buying a copier. When buying cheaper machines, consider why that machine is cheaper and what your typical monthly usage would be with said machine.
When you purchase a copier, typically you have the option to purchase through a manufacturer or a local dealer. While many people may think to go through a direct manufacturer such as Canon or Sharp, the cost savings may not be as much as you think.
First, manufacturers can have some gimmicky marketing tactics that you should pay attention to.
Over the years, I have seen many clever campaigns from different manufacturers. I think the best one I saw was from one of the major manufacturers which offered those who bought a commercial copier from them a 3-year warranty for free onsite service.
The only catch was you that had to buy their Genuine Manufacturer's Toner or else the warranty would be voided. However, their special toner ran $250/bottle and had a yield of 10,000 copies, which would put the cost per copy at $0.025 per page (2.5 cents). This price was almost double the rest of the copier industry!
Additionally, keep in mind that when choosing between a dealer and a manufacturer, manufacturers give the same wholesale price to their local branches as they do to their dealers.
If a price difference between a manufacturer and dealer occurs, it is simply because a decision was made to sell it at that price, completely independent of the manufacturer's initial cost to sell the dealer the equipment.
RELATED: Copier Dealers vs. Manufacturers [3 Myths Busted]
As you read in the car buying example in an earlier section of this article, there are multiple reasons why price shouldn't be the main factor in your decision to purchase a specific copier.
Reliability and output are two major factors that can influence a copier's cost down the road.
As stated in the car example, if a copier is cheap, then it may be because internally it is old and falling apart, which means that while the sticker price will be cheap up-front, you may end up paying a lot of money in repairs down the road due to its unreliability.
If your business has a high print volume, output needs to be another major factor influencing your decision to find a reliable copier that will save you money.
If you buy a cheap copier and your business has high print volume, the wear and tear on that machine will quickly compound, leading to expensive repairs.
One way to evaluate how good of a deal you're really getting is to determine the cost per copy on your machine.
For instance, some of the least expensive multifunction printers available today are inkjets, which can cost around $50-100. If you have a low print volume, this less expensive printer could be worth the money.
However, if you plan to print or copy a lot on these devices, it could cost around $0.10 per black and white print, and a lot more for color printing. A that point, you would probably be better off going to a UPS Store and paying $0.89 per image.
Another way to evaluate the cost-effectiveness of a printer is to look at the toner pricing for each type of machine.
For instance, while you might think you would be saving money getting a machine that's half as expensive as a commercial copier, the difference in toner pricing can be drastic and can add up over time.
We recently had a new small desktop model introduced to our product stack that is half the price of a commercial copier. When I looked at the toner cartridges on this new device, I found out it cost $220 and had a yield of 10,000 images per cartridge.
However, when I evaluated the toner cartridges for a more expensive commercial copier, while the cartridge price was $260, it had a yield of 51,500 images per cartridge (5 times the yield of the smaller, cheaper copier!)
RELATED: How Much Does a Printer Really Cost?
If your company copies/prints over 2,000 sheets of paper per month, then you should consider a service contract. The more you print, the faster your machine breaks down and needs repairs.
If you don't sign a service contract, then your company will usually be on the hook for any repairs, which can be costly over time.
If you choose a commercial copier with a service agreement, then your service provider will supply everything, including parts, needed to run your copier (except paper) as well as fix anything that breaks.
Plus, they can pre-configure your machines and deliver it so that it's ready to go once it's plugged in.
RELATED: How Much Does a Copier Cost?
By keeping in mind the tips above, you can find the right copier for your organization that won't break the bank.
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