Choosing the right copier can make a major difference in your office’s productivity, efficiency, and long-term costs. If you’re wondering how to choose the best copier for your business, start by identifying your team’s specific needs, such as print volume, speed, features, and budget. The best copier is one that meets those needs consistently, integrates well with your existing systems, and has reliable service and support. In this guide, we will walk you through what to look for, break down your options, and help you make a confident, informed decision. 

What to Consider When Choosing a Copier for Your Business

When learning how to choose the best copier, it is important to match the machine’s capabilities with your business’s day-to-day needs. Here are the key factors to consider:

1. Print Volume and Speed

Print Volume: How many pages does your office print per month? Low-volume businesses may need a basic copier, while high-volume environments should invest in a heavy-duty model. 

 

Print Speed: Measured in pages per minute (PPM). The more you print, the higher your copier’s speed should be. Entry-level models print around 20-30 PPM, while high-end machines can exceed 70 PPM. 

 

A copier that’s too slow for your office can lead to bottlenecks and frustrated employees, while one that’s too advanced may result in unnecessary expenses. 

2. Functions Needed (Multifunction vs. Single Function)

Multifunction Copiers (MFPs) can print, scan, copy, and sometimes fax. Great for reducing the number of machines in your office. 

 

Single-function Copiers do only one task but are typically more cost-effective and easier to maintain. 

 

If your team regularly scans documents to email or cloud storage, look for MFPs with advanced scanning features like OCR (optical character recognition), which converts scanned documents into editable text. 

3. Color vs. Black & White

Color copiers are ideal for marketing materials, presentations, and client-facing documents. 

 

Black & white copiers are more budget-friendly and suitable for basic office needs. 

 

You may also find copiers that allow you to restrict color usage per department or user, helping you manage costs while still offering flexibility. 

Key Features to Look For in a Business Copier

Understanding the essential features will help you choose a copier that supports your workflow: 

• Wireless Printing: Send documents directly from smartphones, tablets, or laptops. 

• Automatic Document Feeder (ADF): Speeds up scanning or copying multiple pages. 

• Duplex Printing: Automatically prints on both sides of the paper to save time and reduce waste. 

• Security Features: Password-protected printing, encrypted data storage, and user authentication. 

• Cloud Integration: Connects with platforms like Google Drive, Dropbox, or Microsoft 365. 

 

Also consider user-friendly touchscreens, mobile printing support (like Apple AirPrint or Mopria), and real-time usage tracking for easier device management. 

Budgeting: Purchase vs. Lease

Deciding whether to purchase or lease a copier can impact your budget and flexibility: 

• Buying may be better for long-term savings if you don’t expect to upgrade often. 

• Leasing is ideal if you want newer technology every few years with included maintenance. 

 

Don’t forget to factor in: 

• Maintenance and repairs
• Supply costs (toner, paper)
• Energy efficiency

 

Leasing often includes a service contact, making it easier to predict monthly costs, while purchasing gives you more control over upgrades and service options. 

Copier Brands and Service Support

When selecting a copier, brand reputation and service availability matter: 

• Choose reliable brands known for durability and quality (e.g., Canon, Sharpe, Kyocera). 
• Work with a local provider that offers quick service, ongoing support, and parts availability. 

 

A trustworthy service provider will also help you configure your copier, set up user permissions, and integrate it with your current workflow systems, saving you time and hassle during onboarding. 

FAQs: How to Choose the Best Copier

1. What copier is best for a small business?

A compact multifunction printer with moderate print volume and cloud capabilities is typically best for small businesses. 

2. How do I know if I need color printing?

If your documents include visuals, graphics, or marketing content, color printing is essential. For internal documents, black & white usually suffices. 

3. How long does a business copier last?

With proper maintenance, a copier can last 5 to 10 years, depending on usage and build quality. 

4. Should I lease or buy my copier?

Leasing is great for short-term flexibility and included maintenance. Buying saves moer in the long run but comes with higher upfront costs. 

5. What are the most common copier issues?

Paper jams, toner smears, and connectivity problems are common. Regular maintenance and working with a reliable service provider can prevent these problems. 

Partnering with the Right Provider

If you’re trying to decide how to choose the best copier, don’t go it alone. The process is easier – and more successful – when you have expert guidance. That is where Central Business Equipment comes in. Located in Sherwood, Arkansas, we offer free consultations to assess your needs and recommend the perfect copier for your team. Our technicians will install and set up your equipment, train your employees on how to properly use the equipment, and provide emergency repairs and regular maintenance. We also keep you updated on the latest industry best practices, ensuring your office stays efficient and up to date. 

 

Call us today at (501) 833-8150 or email info@centralbe.com to get started. Let Central Business Equipment help you streamline operations and simplify the decision-making process today!