Buying the Wrong Copier Can Cost You—Here’s How to Get It Right
Choosing a copier isn’t just about picking something that prints. It’s a business decision that can impact your budget, your team’s productivity, and your ability to scale. If you’re a business owner or office manager in Philadelphia, this guide will help you make a smarter, faster choice.
Let’s walk through what really matters—without the fluff.
1. Know Your Print Volume
You don’t need a copier that’s too powerful or too weak. Start by finding your average monthly print volume. Here are 3 simple ways:
- Check invoices from your current provider (most accurate)
- Use your machine’s meter reads and divide by months owned
- Estimate paper use (number of reams × 500)
Pro tip: Stick to the recommended print volume—not the maximum duty cycle. Overworking a copier shortens its life and costs more in maintenance.
2. Pick the Right Features (Only What You’ll Use)
Make a list of what your team actually needs. Here’s a quick breakdown:
- Monochrome or color? Use color often for client-facing docs? Go color. Don’t need it? Save money with mono.
- Scan, print, copy, fax? A multifunction printer (MFP) covers it all.
- Paper sizes? A4 works for letters and legal. A3 is for larger prints (11x17), like blueprints or marketing layouts.
- Other helpful features: Duplex printing, touchscreen control, stapling, Wi-Fi/network printing, and mobile print.
3. Think About Workflow
Choose a copier that fits your people. If your team uses mobile devices or shares files via the cloud, you’ll want built-in support for:
- Wireless printing
- Scan-to-email and scan-to-cloud
- User profiles with saved preferences
4. Budget Smarter: Total Cost of Ownership
Don’t fall for the cheapest sticker price. Instead, focus on:
- Cost per page (CPP) for black-and-white and color
- Toner and paper usage
- Maintenance plan availability
- Energy usage (ENERGY STAR-rated models save on electric bills)
Final Thoughts
A copier should support your team, not slow them down or burn through your budget. Focus on what matters—volume, features, total cost—and you’ll make the right call for your Philadelphia office.
FAQs
Q1: How do I calculate my monthly print volume if I don’t have invoices? A: Start with how many reams of paper you use each month. Multiply by 500 (the number of sheets in a ream).
Q2: Is it better to buy or lease a copier? A: Leasing helps with cash flow and keeps your tech updated. Buying gives you long-term savings if you’ll use the copier for years. We can help you compare options.
Q3: What’s the most important feature for a small office? A: Flexibility. A multifunction copier with mobile print and scan-to-email is a solid choice for growing teams.