Photocopiers & Printers FAQ – Frequently Asked Questions


Frequently Asked Questions about Printers & Photocopiers

A photocopier is a machine that makes copies of documents and other visual images onto paper or plastic film quickly and cheaply. In computing, a printer is a peripheral device which makes a persistent representation of graphics or text, usually on paper. While most output is human-readable, bar code printers are an example of expanded use for printers.


Multifunction printers or "MFPs" put together, in one single machine, the features of a printer, a copier, a scanner, and sometimes also of a fax machine. By definition, MFPs are necessarily connected to a computer by wired or wireless connection but can sometimes be operated directly from their control panel like standalone copiers.

In 2020, multifunction printers can be:

    • Inkjet multifunction printers, almost always allowing colour printing as well as black-and-white printing,
    • Black-and-white laser multifunction printers,
    • Colour laser multifunction printers,
    • 3-in-1 multifunction printers (print-scan-copy) using either inkjet or laser technology, printing either in black-and-white or in colour,
    • 4-in-1 multifunction printers (print-scan-copy-fax) - because fax is falling out of favour in Australia, multifunction printers sold on this market now rarely have fax feature.


Note that black-and-white versions can scan images in colour.

Advantages of these machines include:

    • Convenience in usage compared to separate devices,
    • Much smaller footprint than a combination of all respective devices,
    • Cost savings related to lower electricity consumption.
    • Discriminating factors which can be looked into to select the best multifunction printer include:
    • Number of functions (with or without fax),
    • Colour printing support,
    • Printing technology (laser is better for fast printing, inkjet better for colour printing),
    • Scanner resolution (if you need high-resolution scanning, check the scanner resolution of the model carefully. Scanner resolutions for multifunction printers are often low),
    • Printing resolution (the standard resolution of 300 dpi will be good enough for most printing unless you require photo quality),
    • Available connections (wired, wireless, network like Ethernet or Wi-Fi or simply local like USB),
    • Related applications and software, especially for mobile printing,
    • Multitasking capabilities,
    • Total cost of ownership and cost-per-page.


We, therefore, recommend comparing several quotes in the multifunction printer to choose the best device for your business at the right price.


A standalone photocopier traditionally refers to single unit-machines entirely devoted to copying functions.

As standalone machines, they put together the features of a copier, a printer and a scanner and can work entirely on their own, without the need to be controlled by a computer or external device.

The introduction of multifunction printers (MFPs) has however blurred the line between photocopiers and printers, as most of these multifunction printers can now copy documents with their built-in interfaces, in addition to being connected with computers. On their side, most photocopiers in 2020 can now also be used as printers when connected to PCs.

However, professional photocopiers remain different in terms of productivity as they feature:

    • very fast copy speeds (over 50 pages per minute),
    • large and economical ink toners,
    • cabinets containing thousands of pages and big document feeders,
    • sophisticated document management features such as stapling, binding, sorting and sizing,
    • the ability to copy and print different sizes of paper,
    • robust mechanics for a high volume of use.

Standalone copiers usually offer a lower cost-per-page than multifunctional devices and are ideal for businesses with medium to high copy needs. Document finishing features such as binding, sorting and stapling are far less common and less durable in multifunction printers.

Photocopiers for small businesses are therefore a kind of crossover between multifunction printers and professional photocopiers trying to provide volume copying capacity with reduced footprint.


The difference between printers and photocopiers has been blurred, as multifunction printers can also be copiers and photocopiers connected to a computer can also be used as printers.

It's even more complicated to tell the difference between "MFPs" and "MFDs", as both refer to multifunction machines. Indeed, these acronyms stand for "MultiFunction Printers" or "MultiFunction Devices", respectively. The term "MFD printer" is even used to refer to "MultiFunction Device Printer", which means... MultiFunction Printer!

However, the following distinctions can be made:

- Multifunction Printers are small, tabletop printers with copier and scanning functionalities, but relatively slow printing speeds (less than 30 pages per minute) and paper capacity (about 100 pages); they are mostly sold for home use. Multifunction printers for small businesses, however, do make sense. As long as these MFPs have a network connection and a decent capacity and printing speed, they can be suited for light professional use.

- Multifunction Devices have the same functionalities but deliver faster printing speeds (up to 90 pages per minute), big document feeders and cassettes (over 300 pages), and sometimes even different paper format support.

- The difference between photocopiers and printers with copy functionality is basically the same as the difference between MFDs and MFPs, respectively. In fact, in many offices, MFDs are simply called "photocopiers"!


Known photocopier hazards include:

- Ozone gas production: this highly reactive, unstable and colourless, but not odourless gas which can affect the respiratory tract, lungs and even the eyes;

- Toner dust is also dangerous for the respiratory tract, going as far as to cause respiratory tract irritation, sneezing and coughing - people suffering from bronchitis and asthma should stay clear of the machines, especially when changing toners;

- Photocopier overheating may cause the release of selenium, which if inhaled, can cause insomnia, upper respiratory tract disorders, low concentration at work, irritation of the lips and the eyes;

- Photocopiers may also release carbon monoxide gas, which is a deadly poisonous gas, causing nausea, headaches, dizziness and death;

- The bright lights produced by photocopiers can be very dangerous for the eyes.


Prices of photocopiers vary greatly depending on a number of factors:

- Printing speeds, in pages per minute (ppm),

- Printing technology (laser copier or inkjet copier),

- Colour printing capability or simply black-and-white,

- Paper management features (how many pages can fit in the trays and magazines, what formats of paper are supported, features such as binding and stapling).

In Australia, photocopier prices can start at:

- Less than $100 for a basic inkjet multifunction printer,

- Less than $400 for a laser, colour multifunction printer,

- Less than $800 for entry-level, standalone black-and-white photocopiers,

- More than $2,500 for a colour photocopier,

- $20 to $120 a month, depending on the specifications and included service, for a photocopier leasing plan, with ink toners selling for about $50-90.


Several criteria, related to the price of the photocopier or the features of the photocopier or printer, may be looked into to compare printers:

- Features needed. Copying, and printing, in black and white only or in colour, with automatic double-sided printing, scanning, faxing are the major features needed in office copiers.

- Speed. Heavy-duty copiers may print or copy up to 100 pages per minute, but this comes at a price. Choosing a photocopier with 20 to 40 pages per minute printing speeds covers most small business needs.

- Connectivity. How the machine connects to a computer is a key issue. USB connections are purely local, which means the machine can't be shared between several PCs. Wireless connections are preferred for ease of use and installation.

- Autonomous controls. This determines what the user can do without having to use a computer to control the copier. Being able to print (from a smartphone or USB dongle), scan, copy, fax, or send by email, and set precise parameters for these operations without the need for ever starting a PC is a real bonus.

- Size. This may seem so obvious that many prospective buyers actually forget about this point. An office photocopier in the traditional sense is huge and bulky. Small office copiers using inkjet technology like multifunction printers can sit on desks and may have all the same features.

- Price. If heavy-duty copiers are needed, the price may be an obstacle. Prospective users may then look into rental or leasing plans offered by many specialist providers.

- Leasing/rental plan conditions. If a leasing or rental plan is selected, it's essential to understand all the conditions and read all the fine print of the contract.

- Cost per page. The price of the machine is one thing, but it doesn't tell how much copying and printing duties cost. Cost per page includes the cost of all consumables, maintenance and accessories needed, and a basic is rule is that the cheaper the printer is, the more expensive the cost per page gets. The most important tip for choosing a photocopier is to check the price of toners or ink cartridges before buying any machine.


 If you consider the purchase of a new copier, it's important to determine if you have any need for a colour photocopier in your company, or at home.

In the world of multifunction printers (MFPs), two technologies exist for colour printing: laser or inkjet. The laser is generally the standard solution for black and white units, and inkjet is preferred for colour documents. As a matter of fact, inkjet technology is perfect for copying pictures, or print photographs, in colour and with an excellent resolution. However, printing is understandably slower in colour than in black and white, all the more so with inkjet technology. Finally, while inkjet units are generally cheap to buy, replacement ink cartridges are quite expensive and will represent a significant expense.

Laser colour photocopiers are faster, toner is less expensive than ink, even in colour, but the machines themselves are quite expensive. Unlike inkjet models, laser units can process large volumes of colour documents daily, with consistent speed and quality. To put it simply, inkjet MFPs are perfect for home use or small businesses, while laser ones are the choice of larger companies or copy professionals.


Office equipment can be extremely costly, and many businesses couldn't afford to buy printing or computing devices if they had to purchase outright. Leasing contracts for office printers enable businesses to use exactly what they need, but at prices that are easy to budget for, along with substantial tax benefits.

When you take out a leasing contract, the equipment is delivered and installed. You then simply pay the agreed monthly or annual fee for the duration of the agreement (usually somewhere between 1-5 years). Servicing, maintenance and even consumables can be added, although the equipment remains the property of the provider throughout. Once the contract ends, the equipment is returned, upgraded or sometimes purchased at a substantial discount.


Copier or printer service contracts are often chosen by businesses because of four reasons:

- The copier is needed just for a short time,

- Low rental fees make printers accessible for small businesses,

- The pricing of printer-and-maintenance contracts is usually attractive, as compared with other maintenance arrangements,

- All-inclusive, hardware and service plans are hassle-free solutions for businesses.

The minimum period for a printer-copier service contract is nearly always 12 months, up to an agreement for a maximum of 5 years.

However, the longer the commitment, the more vital it is to bear in mind that:

- Contracts for printers are often based on "clicks", that is, a minimum number of "intentions to print a page as manifested by a click on the computer", which must be paid for every month no matter if it is used or not. In fact, this monthly volume is only relevant for the pricing when it's exceeded and triggers additional charges.

- Reading and understanding the fine print is really an absolute must, as some printer hire contracts include options which will be useless to many businesses and punishing concepts of "maintenance".

- Cost-per-page is the most important factor in order to understand the actual cost of the printer contract plan.

- Provided supplies like toners, paper, ink, staples may be far more expensive than if purchased separately. But changing these supplies yourself is often forbidden in some contracts, resulting in a breach of contract, sometimes even with penalties.


Fax stands for facsimile, meaning that a fax machine doesn't send a document, it sends a reproduction of the document. In fact, fax technology involves the digitisation of a text or a picture through an optical scanner, the transmission of data through a telephone line, and the interpretation of data on the receiving side as a printed document. It's overall a fairly simple process, which makes it a fast, easy and cheap mode of document transmission.

Can I use recycled paper in my machine?

We recommend that you do not.

Recycled paper is good for making cardboard boxes and those cup holders you find in coffee shops. It is also of a lower quality than other papers. Please do not use it in your photocopier!

Recycled paper has to be washed, mashed, pressed and dried. Unknown to most recycled paper holds a lot more moisture and dust than normal paper. As the machine heats up after prolonged use the moisture and dust in the paper starts to come out, and the paper starts to curl causing it to get stuck in the machine's workings, causing paper jams.

Saying this, most copiers will cope with up to 50% recycled paper for short print runs. 

Should We Buy Used?

Buying a used photocopier requires you to carefully consider the copier's condition and its potential long-term value to the organisation. While you can likely find many great deals on used products, you will have to complete the market research to find the right product at the right price. Another consideration is the warranty on the used equipment. Make sure the system you select is offered with a comprehensive warranty that covers you in case of components breakdown over a short period of time.

What are the Maintenance Needs?

Other than filling the toner and ink for the photocopier and refilling the paper tray, what are the maintenance needs for the system you're considering? If you're a small business, the office photocopiers will likely be used by all members of staff. And so, you should try to find a system that requires limited running maintenance to help your team maintain their productivity.

Effectively selecting a quality photocopier can help your organisation improve its productivity and limit its costs in the coming years. Review the questions in this post during the selection process, and you'll come to decision that suits all equipment users within your business.

What is a Managed Print Service?

We define a managed print service as the assessment, optimisation and proactive management of the print environment, delivered by a provider under a contracted service level agreement. Managed Print Services contracts are either based on a cost per page model, which requires minimum volume commitments or a pay per print model where billing is based on what is actually printed.

How can I find out the total cost of ownership for my printer?

The TCO (Total Cost of Ownership) of a machine refers to the expected cost of the machine by the time it reaches the end of its duty cycle. When buying a printer, many customers only consider the initial price of the machine. If the face value of a machine is relatively cheap, this doesn't necessarily mean that the total cost of ownership will be the same. In fact, in many cases, cheaper printers can end up being more expensive in the long-run. Replacement parts, ink and toner all contribute to the TCO of a machine, so that cheap and cheerful machine may prove to be much costlier than you first anticipated.

How much do I have to pay for replacement consumables/parts?

The cost of replacement consumables and parts depends entirely on the brand and specification of the bits and pieces that you want. Generally speaking, higher yield toners will cost more money than those with a lesser capacity. However, in the long-term, consumers tend to find that these are much more cost-effective.

When it comes to replacement parts, prices will vary subject to the machine that you own. Manufacturers all retail their replacement parts at different prices, so it can be useful to research these costs before buying your machine. This will give you a good idea of which brands offer the greatest value for money.

What is my warranty?

In short, this refers to the length of time that you are covered for with your machine. For example, if your machine comes with a 3-year manufacturer warranty, and it breaks down within that time, you are liable for a complete refund or replacement from the manufacturer. The majority of our machines come with a lengthy warranty, giving our customers that much-needed peace of mind.

What are the requirements for buying a multifunction printer?

Understand what you need the multifunction printer to do for you and your end-users. Beyond printing and copying, how do you want to use the multifunction printer to help manage documents, reduce paper, simplify workflow, scan to the cloud, work remotely, etc.? How many copies, print, fax, scan and email jobs will you run each day? How many users will share the device? Will you need it to be colour capable? Wireless? Mobile- and cloud-connected? There are several requirements to consider.

Why consider a multifunction product rather than a standalone copier?

An MFP (multifunction printer) combines similar technologies-printing, copying, scanning and faxing-in a single machine. This is more economical in several ways:

It uses less floor space.

    • You need to stock only one set of consumable supplies.
    • You eliminate the need for multiple service suppliers and contracts.

MFPs are available in almost all speed and product ranges for both large and small workgroups.

Should I purchase or lease my equipment?

Whether to lease a printer or buy is an individual decision based on the needs of your company. Leasing is often an excellent choice while interest rates are low, as they are now. A lease may be tax-deductible for a business in the year you incur the monthly expense, and it allows you to lock in a maintenance rate for 3-5 years. Leasing allows you to upgrade as business needs change while keeping your operating and capital expenses low. Contact your representative today. He or she will present you with pricing and the potential benefits of either choice so you can make an informed decision.

What happens to a photocopier or printer at the end of its life?  

We return the machine to our workshop facility where it is stripped down into the various metals and plastics. Then they go off to a local recycling facility.

What's the difference between laser and inkjet printers/printing processes?

Laser printers use heat and pressure to bond toner (a dry powder) onto the surface of the medium being printed. In contrast, inkjet printers disperse ink (a liquid) onto the medium being printed where it dries to form the final print with some or all of the ink being absorbed into the top layer of the labels.

I have an inkjet printer, but I'm having problems with the print smearing. What's happening?

As with laser printers, there are a few potential causes for this problem. Firstly, you should check if your sheet of labels has come into contact with water or other liquids. Inkjet inks are water-based, which means that if they come into contact with fluids, they will run or smudge. Secondly, your printer may be dispersing too much ink, or the top coating of your labels may be oversaturated with ink; in either case, the ink isn't dry properly, which leads to smearing. This can occur in designs that include a lot of different colours or large blocks of colour (you can work around this by reducing the amount of colour in your design or purchasing coloured labels). The best way to solve this issue is to alter two of your printer's settings, "Print Quality" and "Paper Type". The print quality settings allow you to prioritise either the print quality or the print speed. A "Best" or "Photo" print quality setting makes the printer operate more slowly, but with the dispersal of more ink to create a higher quality of the print, so you may wish to try the "Normal" or "Draft" settings. The paper type setting will also adjust how the printer runs in order to create the best possible print results for the type of paper being printed onto (such as coated, uncoated, photo paper, or glossy paper). You may also want to consider removing the labels from your printer as soon as they are printed so you can place them on a flat surface while the ink dries properly. A final possibility is that there is an incompatibility between the label material and the printer/inks you are using; inks have slightly different compositions, which can produce a large variety in the print quality. Try using a different printer/inks to see if you get better results.

I'm trying to print a coloured background, but I'm getting a white border down one or more of the edges. 

Unless you buy a printer with edge to edge printing, you're probably running into an issue with printable and unprintable areas. Most printers cannot print to the very edge of an A4 sheet, which means there is an area that they can print (the printable area) and an area around the edge of the sheet that they cannot print (the unprintable area). Unfortunately, there is little you can do if your labels fall outside the printable area of the sheet. You may need to take your labels to a printer or get hold of a printer that is capable of edge to edge printing, choose a different size or layout of label (so that all of the labels fall within the printable area), remove your coloured background, or use coloured labels.

Is it better to buy or lease a copier?

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    Owning a copy machine can be a financial burden for many Australian small businesses. Aside from supply costs and maintenance fees, coming up with the initial capital to purchase the copier can stretch operational budgets beyond profitable limits. Copy machine leasing helps ease the up-front monetary investment and may provide a number of other attractive benefits.

    Purchasing an office copier outright will cost $1,500 for a low-end copier (20 PPM) up to $50,000 for a very high-end copier (60 PPM). Leasing a $10,000 copier may cost you $12,500 for a 60-month lease. Some leasing companies will offer a $1 buyout option.

    Should you buy or lease your next office copier?

    Ever heard the saying, "The devil is in the details?" Well, this famous saying applies to your business processes and strategies, and how your office technology operates, such as your office copiers.

    As a business owner or even an office manager, part of your responsibilities includes being financially savvy while making sure your staff has the equipment needed to perform their jobs efficiently, such as an office copier. You've probably put a great deal of thought into the phone system, computers, and the management software, but what about your office's copier? With so much online technology these days, the thought of an office copier may seem outdated. Before you subscribe to this train of thought, take a journey with me.

    What are the Differences Between Buying and Purchasing an Office Copier?

    The main difference between purchasing and buying an office copier is the financial investment. When you buy a copier, you incur a more significant upfront cost if you buy the machine outright.

    However, once the copy machine is paid off, you are own the device and are free to do with it what you wish. If you lease a copier, you essentially make payments for the right to use the machine for the duration of your contract.

    It's easier to keep up with technology and update your machine from time-to-time when you lease an office copier. If you purchase an office copier, you must keep the copier for a more extended period of time to financially make sense.

    Leasing a copier means you do not have the burden or worry of servicing the machine or making expensive repairs should it breakdown. When you own the device, you are responsible for all maintenance and repair expenses.

    It is much like owning a house versus renting a home. If you're renting a house and your water heater goes out, you quickly place a call to your landlord to replace it. However, if you own the home, the replacement of the water heater becomes your responsibility.

    When you purchase a multifunction printer, you can use it as you wish. However, if you lease an office copier, there may be certain restrictions in place as to how you can use the machine.

    Consider of Buying or Leasing a Copier



    Small businesses seldom have unlimited capital at their disposal. Saving financial resources for exploring business opportunities and for making purchases that appreciate over time is far more important than investing in office technology that will only lose value. Avoiding big assets like copy machines keep bank lines of credit available for more significant business needs. Lease agreements may even include the cost of supplies, further reducing the initial payout.


    Leasing a copier can alleviate budgeting concerns. Instead of making one large payment at the time of purchase, leasing a copier establishes a set schedule of much smaller payments, enabling you to better arrange financial resources. You may even choose the length and terms of your lease arrangement to offer the most payment flexibility. Changes in interest rates also do not affect the established payment amounts.


    Copier leasing provides a distinct tax advantage over copier purchasing. If you buy a copier, you may only deduct the machine's depreciation, which is typically 40 per cent of the purchasing price the first year and then 25 per cent of the purchasing price in subsequent years. However, if you lease a copier, the lease payment is considered a pre-tax business expense, meaning you can deduct the entire payment each time it's made.


    Copier machines depreciate over time, losing value due to use and to the constant introduction of newer, better technology. If your business purchases a copier, you can only upgrade in technology by investing in another new machine. You would also need to get rid of the previous model, adding to your time expenditures. In contrast, most copier lease agreements have options to upgrade the copier at a predetermined date. Such lease arrangements enable your business to always be in line with the newest office technology. Avoiding obsolescence also means more efficient copying since newer machines have lower per-page costs. Efficiency translates to increased profit and a greater return on your lease investment.

    Buying a Copier

    Every business needs a copier. The question is - should you buy or lease one?

    Purchasing a copier appeals to those who want full control over the machine and its maintenance. You decide when to have the machine serviced and how long to keep it. There is no contract detailing how the machine should be used because it is your property.

    Cost to Buy a Copy Machine

    Copier prices vary widely based upon the type of machine you select. The machine's printing capacity has the largest impact on price.

      • Low-end copiers capable of printing about 20 pages per minute (ppm) and 10,000 copies per month start at about $1,500.
      • Mid-volume copiers capable of handling up to 35 ppm can cost as much as $10,000.
      • High-end copiers that can handle 60 ppm or more can run up to $50,000. An only very large business requires this kind of speed.


    Pros of Buying a Copier Outright


      • Cheaper in the long run - Buying is always cheaper than leasing in the long term because you avoid finance charges. Think of it much like buying a car: You can save thousands of dollars by paying cash upfront and avoiding interest.
      • Less paperwork - Buying a copier is relatively straightforward. Just hand over the cash, and the deal is done. Leasing involves an application process and providing the leasing company with detailed financial information. Your company will also be subject to a credit check.
      • Tax-deductible - The entire cost of a new equipment purchase is tax-deductible. With a lease, you can only deduct the total amount of the monthly payments for that year.


    From a financial standpoint, when you buy an office copier, it is cheaper in the long-run. If you keep it long enough, you will recoup your investment. You do not have to worry about any stipulations pertaining to how much and in which ways you can use your copier.

    May be less expensive. Depending on the expected lifetime of the machine, purchased printer benefits may be less expensive. This isn't always the case, so be sure to crunch those numbers with the help of a qualified sales rep. They'll be able to calculate the copier's expected lifetime against the maintenance packages that are best suited to the business and usage volume.

    May be able to recoup some of the cost later. From an accounting standpoint, a printer can be depreciated over time. Also, as long as the company doesn't wait until their printer is falling apart, they will most likely be able to sell it to recoup some of their initial costs. It's worth noting that technology is changing all the time, so reselling copiers is not always possible.

    Cons of Buying a Copier Outright

      • Depreciation - Much like computers, copiers lose most of their value in just a few short years. An expensive, high-end copier won't garner much profit when it comes time to resell it.
      • Obsolescence - Technology changes rapidly. Five years from now, your state-of-the-art copier will be out of date. But if you've invested a lot of money in the copier, you may not be able to replace it as often as you'd like. Older copiers also tend to have higher per-page printing costs.


    When you purchase an office copier, you now assume full responsibility for the machine. Your business is responsible for all of the service and maintenance.

    Sometimes, purchasing a copier requires a more significant initial expenditure than a company can manage all at once. Buying the machine may price them out of the maintenance package they need, requiring them to pay for costly maintenance out-of-pocket.

    Whether the copier becomes obsolete, repairs become too expensive, or the company has outgrown their copier, the time will come when it will need to be replaced. The cost of replacing the machine altogether can be a significant concern for many businesses.

    For those organizations with multiple locations, it may be difficult to maintain cost consistency because the copiers will be different at each location. This also means maintenance costs will fluctuate wildly. When purchasing is centralized, and all locations get the same equipment and same technology, it's easier to measure successes and failures and budget for each branch.

    Cost of Leasing a Copier

    The cost of a lease varies based on the type of copier you choose, your credit history and the length of the lease. A $10,000 copier might cost $10,500 if you spread the payments over 12 months and $12,500 if you spread the payments over 60 months or five years.

    Most leasing companies also offer a $1 buyout option. For a few extra dollars per month, you have the option to purchase the equipment at the end of the lease term for just $1, rather than fair market value.

    Pros of Leasing a Copier

    Choosing to lease an office copier means signing a contract for a set amount of time in which the company loans you a copier of your choosing. Leasing an office copier is much different from buying one because you don't own the machine at any point in time. There are distinct advantages and disadvantages to leasing.

      • Lower upfront costs - Leases rarely require a down payment, so you can acquire the latest technology without shelling out a lot of cash. This is especially useful for small business that does not have a lot of cash flow.
      • Predictable monthly payments - Knowing exactly how much you'll pay each month for the copier is helpful for budgeting purposes.
      • Option to upgrade - When the lease term expires, you can trade-in your old copier for a newer model with better technology.


    When you lease an office copier, the upfront cost is less expensive because you typically pay in monthly instalments. Service, maintenance, and repairs are handled and paid for by the company you are leasing the copier from. Leasing a copier also allows you to stay up-to-date with the latest technology.

    Cons of Leasing a Copier

      • Higher long-term costs - A $5,500 copier could end up costing around $7,000 if you spread the payments over five years. You'll pay more in the long run when you lease a copier instead of buying it outright.
      • Strict terms - It's difficult to get out of a lease, even if your needs change. Once you sign the agreement, you're stuck making the payments for the remainder of the term, even if the equipment is not being used. You'll also be required to adhere to the leasing company's maintenance requirements, which can get expensive.


    Leasing an office copier means that you do not ever actually own it, which means there isn't a payoff amount, at which time payments stop. Depending on your contract, there may be certain restrictions as to the usage of the machine.

    When Looking for a Dealer or Manufacturer?

    When finding the right model for your needs, you may be stuck on whether to purchase your printer through a major retailer or through a local dealer.



    When it comes to printer repair service, local dealers come out ahead. If your printer breaks and needs repairs, a major retailer like Officeworks will usually have you ship it away for fixes, which means you could potentially be waiting upwards of a month. Along with being slow, this type of service can also be costly since you pay for a one-time job.

    Local dealers build service pricing into your contract, which makes any repairs easier to budget for. Additionally, since your local dealer's shop is located nearby, they can usually send a technician to your location to fix your machine that same day.


    Although you may not be as familiar with a local dealer as you are with major retailers, the process of selecting and ordering a printer can be just as convenient with either type of seller. Usually, you can visit a major retailer and a local dealer's building to test different models in-person.


    While a printer from a major retailer can be cheaper, the prices they charge for cartridges can be as much as five times more expensive than local dealers. Both major retailers and local dealers can negotiate with you for lower prices on machines, but local dealers can keep cartridge prices much lower.

    Local dealers try to maintain margins through their service contracts, which is why they value keeping cartridge prices low in an effort to consistently have business with a customer. Major retailers know that a customer may only need a cartridge every few months, which is why they charge so much.

    Additionally, when factoring price into the purchase of a printer, consider downtime costs. If your printer purchased from a major retailer breaks, you may be out of a printer for a month while you ship away your printer for repairs. The costs associated with this scenario can quickly add up, as opposed to a local dealer who can usually fix your printer that day.

    If you don't print that often and business operations wouldn't be greatly hindered from printer downtime, a major retailer could make more economic sense if their machine prices are lower.

    Buy Or Lease An Office Copier?

    Most businesses opt to lease a copier because the upfront expense is minimal. However, leasing is more expensive than purchasing a copier outright so it may make more financial sense to buy your copier if you have the cash flow available.

    There is much online equipment lease vs buy calculators available to help you with your decision. You should get price quotes for both leasings and buying a copier and then use these calculators to weigh your option.

    Every business will want to make the best decision for their budget, current needs, and the foreseeable future of their copy and printing needs. All Copy Products (ACP) is dedicated to ensuring every client gets exactly what they need for their growing business. ACP's long-time experience gives them insight into what may be best for their clients, now and in the future. They can also help their customers calculate the impact on their bottom line, whether leasing or buying so that they can make an informed decision about their custom copier solution. ACP cares about client satisfaction and builds that into everything they do, whether answering questions, clarifying terms, or helping someone optimize their office solutions for the lowest cost and highest efficiency.

    How To Choose The Right Printer For Your Home And Office?


    Do You Need Help With The Right Printer For Your Home And Office?

    What kind of printer you get for your home depends on what you plan on printing. As a general rule, if you churn out lots of text-based pages, a laser printer will do the trick. If colour documents or photos are on your agenda, you'll want to go with an inkjet. If you plan on doing any scanning or copying, you should look to an all-in-one or multifunction printer. Decent AIOs aren't that much more costly than their printer-only counterparts, and they offer a ton of additional features. 

    The need for a home/office printer has increased as more of us are working or schooling from home. You could be a parent who needs to print out workbooks for your child. Or you may find that it's easier to make notes on a business report using a pen or pencil rather than a keyboard. Or you've suddenly discovered that a government office is demanding that you snail mail a form to them. Or your local office supply store, which you usually use for printing out occasional forms, is either still closed or not a comfortable place to visit.

    Whatever the reason, if you find yourself in need of a printer, it's not difficult to find one. Printers have not changed a lot over the past few years; they've just become more efficient and less expensive. You still will be choosing between laser and inkjet printers; colour and black-ink-only printers; and print-only and multifunction devices. Because of all these decisions that need to be made, it's a good idea to figure out what you want before you click "Buy" at your favourite shopping site.

    In this article, I won't be telling you which specific printer to buy. But I will go through some of the choices you are going to be faced with and some of the features that you may want to make sure you're getting.

    Types of Printers

    The different types of printers available to buyers can be dizzying: From pint-sized portable photo printers to giant office printers that copy, scan, fax, staple, collate, and more; and everything in between. Do you wish there was a guide to lead you through the wilderness of printing types and technologies? That's where we come in.

    The best way to understand printers is to take a close look at the main ways they are categorised: By venue (home or office), technology (inkjet or laser); single function or multifunction printers (MFPs), colour or monochrome; general purpose or specialty. We'll examine the characteristics of each of these classifications to give you a better idea of their characteristics. Almost any printer can be classified along each of these lines - for example, the HP Officejet Pro X576dw MFP is an office colour inkjet multifunction printer.


    Inkjet printers spray tiny droplets of liquid ink onto a page. There are several types of inkjet delivery systems, but most consumer systems use separate ink cartridges, each fitted with a printhead that separates the ink into the nearly microscopic droplets. (Professional-level inkjets will usually have separate printheads that can be replaced on their own.) Colours are created by combining different coloured inks.

    The number of ink cartridges that a colour inkjet printer uses varies. The least expensive printers usually use only two cartridges - one with black ink and one that contains cyan, magenta, and yellow ink. Most lower-to-medium priced inkjet printers offer four separate cartridges - cyan, magenta, yellow, and black ink. More upscale printers will have a different black cartridge for text; printers used by photographers or businesses will have a wider selection of coloured inks.

    But even the least expensive inkjets can end up running into serious money. The printer itself may not cost more than $50 or $100, but a single set of cartridges can cost nearly as much. And because most colour inkjets will not run at all if any one of the cartridges is out of ink (for example, you can't just print in black if the cyan cartridge runs out), you'll need to replace any spent cartridges. (We'll deal more with ink costs later.)

    Inkjet printers are one of the most common types of printer used in both professional and domestic settings. Developed in the 1950s, inkjet printing technology is still hugely popular today due to its numerous advantages and minimal drawbacks.


      • Capable of producing photo-realistic prints
      • Practically no warm-up time
      • Small footprint


      • High running costs (Cost per page)
      • Slow print speeds
      • Sometimes produce erroneous empty cartridge warnings.
      • Prone to clogging
      • Wet prints


    These devices use lasers to create static electricity on a rolling drum inside the printer. The static electricity attracts toner (ink in the form of powder), which is melted onto the paper.

    While toner cartridges initially cost more than ink cartridges, they also last far longer than liquid ink; as a result, your cost per page will be less. Laser printers also tend to initially cost more than inkjet printers - but they can save money over the long term.

    Laser printers have several other advantages over inkjet printers - unless you need colour. They are faster than inkjets (especially low-end inkjets, which can be very slow), and the quality of their text printing is more precise (although current inkjets are certainly precise enough to suit most documents).

    Colour laser printers are also more available than they used to be. However, they are more pricey, and unless they are professional-level printers, the colour will not be as good as an equivalently priced colour inkjet.

    The laser printer was developed by Xerox in the 1960s when the idea of using a laser to draw images onto a copier drum was first considered. Laser printers are still widely used in large offices as they are traditionally more efficient than inkjet printers.


      • More cost-effective than inkjet printers
      • Increases productivity
      • High print speed
      • Higher paper capacity
      • Often expandable with Paper Trays, finishers etc.
      • Grows with your business


      • May require short 'warm-up times'
      • Larger footprint
      • High voltage usage leads to small carbon emissions.


    Sometimes known as all-in-one printers, multifunction printers are often capable of performing printing, copying, scanning, and faxing tasks. This can simplify the completion of multiple tasks within an office or domestic environment, with no need for more than one unit.

    If you see yourself working from home for the foreseeable future - or even if you don't - you may want to consider a multifunction (also known as an all-in-one or AIO) printer. These devices don't just print from your computer but allow you to scan existing documents, and either copies them or saves them as files. (Some also let you fax a scanned document, but since faxing has become much less necessary, this feature is quickly disappearing.) They are very handy for keeping the paperwork around your home to a minimum since you can save PDFs of most of your papers (especially the ones you've had sitting around for years) and then dispose of the actual hardcopy.

    (Yes, you can use your phone's camera to scan and upload documents, and if you only occasionally need to scan a document, that could be enough for you. However, the quality of a phone-scanned document doesn't come up to the quality of a good scanner.)

    Most consumer-level multifunctions will let you copy anything up to an 8.5 x 11-inch paper (popularly known as letter-sized), but you can also buy printers that will let you handle an 8.5 x 14-inch (legal size) paper. Suppose you see yourself doing a lot of copying or scanning. In that case, you should look for a multifunction with an automatic document feeder (usually referred to as an ADF) that lets you move several pages through the system quickly.


      • More cost-efficient than buying multiple devices
      • More compact than buying multiple devices
      • Perform numerous tasks simultaneously.
      • More power-efficient than the implementation of numerous devices


      • Can restrict usage time available for larger workgroups.

    All-in-One Inkjets

    Combining the technology of inkjet printing with the functionality of a multifunction printer: all-in-one inkjet printers are capable of providing full service to a busy office environment whilst retaining the high-quality prints that inkjet is known for.


      • High quality printed output.
      • Cost-efficient and compact alternative to buying numerous machines
      • Power-efficient


      • Wet prints
      • High running costs

    Dot Matrix

    Dot-matrix printers are the oldest established type of printers still available on the market. Images and text are drawn out in tiny dots when a print head strikes an ink-soaked cloth against the paper in the required pattern or formation.


      • Low initial unit costs
      • Low running costs
      • Low maintenance costs
      • Able to perform in hot and dirty conditions


      • Low resolution printed output.
      • Noisy



    Capable of printing on A3 sheets, A3 printers are well-suited to business and domestic settings which require larger scale prints. A3 printers often have options that produce other sized prints and have numerous input trays, simplifying the process. They're also available with both laser and inkjet technology.


      • Larger print size
      • A wider range of options
      • Allows you to bring outsource print-runs back in-house


      • Higher initial cost
      • Larger footprint



    One of the most exciting developments in printing technology history, 3D printing is becoming more affordable for professional and domestic users. Modern 3D printers are capable of producing 3D objects and items using high-quality resin.


      • 3D prints
      • Limitless possibilities
      • Capacity for full customisation


      • High initial costs
      • High resin costs
      • Still developing technology


    Other Types Of Printers

    Monochrome and colour printers

    If your workplace churns out text documents, you may want to consider a monochrome printer. Because they only print in black and white, they're best for text and for graphics that can translate well to black and white, but they seldom print photos well. Today's monochrome printers are all laser or LED-based.

    If your printing needs ever venture beyond black and white, a colour printer may be a wise investment. The inclusion of colour expands one's printing options, opening the door for full-colour graphics and photos. Many home users will want a colour inkjet to print photos, and colour lasers that can print high-quality photos and graphics may be suitable for businesses to bring the printing of their own marketing materials in house. Unlike monochrome printing, which requires only one ink colour (black), colour printers utilise multiple inks or toner cartridges.

    Single function and multifunction printers

    Printers that can only print, without any additional functionality, are considered single-function printers. While that's enough for many users, you may also want to scan documents, make photocopies, or send faxes. Enter the multifunction printer (MFP), also called an all-in-one (AIO) printer. With an MFP, you get scanning and copying, and (frequently) fax capability, saving money when compared to buying separate devices for each function. Many business MFPs offer the ability to scan over a network, to multiple destinations, and other advanced workflow features. Many home printers sold these days are MFPs, as are many office printers.

    Specialty printers

    While the printers described above are general-purpose models, others focus on specialised tasks such as printing photos, labels, or mobile printing.

    Portable document printers

    You may find you need a printing solution that is as portable as your laptop or camera. When it comes to printing on the go, not all portable printers are created equal. Some can print wirelessly from mobile devices. Some print at A4 size, while many are restricted to a smaller sized output. Some pack their own battery power - either a rechargeable battery pack or they use normal batteries - while others need to be plugged into a wall outlet for power.


    Most current printers work by pulling the paper in from the front, running it around the drum or roller, and then popping it out to the output tray. However, if you're printing on heavier stock, you don't want to bend the paper; in that case, you may want to look for a printer that has an input tray coming from the back of the printer, so that the paper is pushed through on a straight line.

    Some printers also allow you to have more than one paper tray in front, letting you choose different coloured paper, for example, or having one tray hold letter-sized paper and the other hold legal-sized.

    You also want to know how many sheets of paper your input and output trays are capable of holding. If you plan to, say, print out a 200-page manuscript, you don't want an output tray that is only capable of handling 50 pages, or you could find 150 of your pages strewn over your floor.


    The ability to duplex - to print on both sides of a single page - is more common than it used to be, but not all lower-priced printers include this feature. It's very useful, especially if you do a lot of printing and want to save on the cost of paper. Of course, most printers let you print on both sides of paper by manually re-feeding the paper into the printer after the first side has been printed - but it can be a real pain in the neck.


    When you're purchasing a printer, make sure that it is capable of wireless connectivity via Bluetooth, NFC, and/or Wi-Fi - and make sure that it is compatible with whatever computer or mobile device you plan to use with it.

    If you've got a Mac computer, an iPad and/or an iPhone, make sure your printer is compatible with Apple AirPrint.

    If you're using a Chromebook, make sure your printer is Chrome OS compatible by checking the manufacturer site (for example, Epson has a page that lists all its Chrome OS-compatible printers).


    If photography or graphic design is your passion, portable snapshot printers won't cut it. Advanced amateurs or pros will want a high-end or near-dedicated (capable of printing text, though seldom used for that) photo printer. These inkjets may have up to 12 ink tanks for more exacting colour reproduction. Most print in large format, offering professional-quality prints at up to 13 x 19in; some print at banner size as well.

    Unless you plan to fill up several albums with physical photos, a photo printer is probably not necessary. Some photo printers offer features like the ability to remove red-eye in photos of people, but this same functionality is commonly available in a number of photo apps (and is probably easier to deal with in software).

    There are exceptions. For example, there are small, portable printers such as the HP Sprocket Portable Photo Printer that let you immediately print small (such as 2 x 3 inch) pictures. These are fun for family gatherings and parties. And if you're a professional - or would-be professional - photographer, you may want to invest in a high-level photo printer. But otherwise, most midlevel colour printers will - if you use good photo paper - do quite an adequate job. 

    What Will Be a Printer's Running Costs?

    Be sure to check out the total cost of ownership. Most manufacturers will tell you the cost per page, and many give a cost per photo. To get the total cost of ownership, calculate the cost per year for each kind of output (monochrome, colour document, photo) by multiplying the cost per page for that kind of output by the number of those pages you print per year. Add the three amounts together to get the total cost per year. Then multiply that by the number of years you expect to own the printer, and add the initial cost of the printer. Compare the total cost of ownership figures between printers to find out which model will be cheapest in the long run. 

    Top Best Photocopier Brands


    Top Best Photocopier Brands

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      Every business, from small to global, needs printers and photocopiers. We have compiled a list of the top nine brands (In no particular order) for you to consider when making your printer and photocopier purchase.

      Photocopying is one of the most time saving, efficient, and effective use of technology today. It makes work easier and has great outcomes, such as adding special effects or using different ink colours and printing as many copies as you wish.

      With so many models and brands on the Australian market, it may look like a daunting task to compare photocopier suppliers. Although each manufacturer catches up fast on the technological breakthroughs of the competition, and although the gap in prices between photocopier suppliers may tend to become minimal because of the raging commercial war, suppliers have managed to keep their identities. Some are still renowned for their printing quality, and others better cater to the needs of volume printing. Some manage to keep an edge in the price-performance ratio for small business customers; others develop innovative solutions for special requirements.

      What are Australia's top photocopier suppliers in 2021, and how did they manage to stay different from each other, in terms of features or prices? Why is getting the perfect copier for one's needs more than about choosing the right model and make and how to get the perfect match?

      If you're looking for the best digital copiers of 2021, then you've come to the right place, as on this page we've ranked the best photocopiers money can buy.

      There are plenty of reasons why you'd want the best digital copier your budget will allow. Modern offices will find plenty of reasons to use a fast and dependable photocopier. On this page, we'll list the best standalone digital copiers, as well as affordable and convenient multifunction printers (MFPs), which combine printing and scanning functionality in one device and slash the cost of producing printouts using inkjet or laser technologies.

      In the past, MFPS had a bit of a bad reputation as a 'jack of all trades', but they have made significant improvements both in terms of quality, value for money and onboard features.

      From usage tracking to improve security, auto duplex, mobile and wireless printing or digital touchscreen display, there's now a flurry of options available on the market, for the occasional printout and mailing all the way to digital agencies.

      What To Consider When Buying A Photocopier?

      Below are five points to consider when putting together your checklist

        1. Can the photocopier your business is considering handle the capacity needed?



      Photocopiers in the shape of multifunction printer come in all shapes and sizes. Many are aimed at the domestic market. Look closely at the stated capacity and match this to your business' workload.

        1. How important is the quality of scanning and printing?



      Many of the latest photocopiers using advanced print technologies that were, up until a short time ago, only found in high-end printers. If possible, look at samples of print and scanned output before making your choice. Many vendors now offer the option of sending samples by post.

        1. Is fax capability needed?



      Fax is far from a dead communications medium, with many large businesses still needing it. Look at the fax capability of the MFP, which today is likely to use the cloud as well as a direct dial to another fax machine.

        1. Will your company need to manage sensitive information?



      Access to the features of a photocopier should be controlled with PIN numbers or passwords. Also, ensure that the MFP only prints the required copies to ensure data security. And think about whether the USB port should be disabled to mitigate any risk.

      Does your Business require remote printing?

      With the rise of BYOD (Bring Your Own Device), printing from mobile devices is fast and efficient. Look closely at the apps that will use the photocopier to ensure these connect securely. An MFP can be a cost-effective asset that a business can build its workflow around.

      With digital copiers now coming with a number of configurations, it's critical to assess your business' needs and match them to the right one.

      Getting the right photocopier, from the right photocopier provider

      The name and reputation of the copier supplier may be an important factor to choose the right hardware, but it's certainly not the only one. Depending on business needs, specific models need to be chosen. Finally, the question of print services and rental or lease plans also dictate the need to choose the right copier supplier.

      Getting The Right Model

      Selecting a model is even more difficult than choosing a photocopier supplier because photocopier suppliers are just one factor among many, which need to be considered.

      Getting the right photocopier is about defining one's needs as precisely as possible:

      - The need for fast copies or fast printing is evaluated in terms of pages per minute or ppm: below 15 is slow, 30-40 is ok for most business needs, over 50 is fast. Entry-level laser copiers may now no longer be faster than high-end inkjet multifunction printers sold at the same price point,

      - Type of documents to print. If it's a majority of the text, a black-and-white machine is good enough, with maybe a distinct, small printer for the occasional colour printing needs. If photos need to be printed frequently, colour inkjet printers are still more interesting than laser copiers.

      - Paper size. The gap between A4-only machines and A3-capable copiers is a significant one, which could define the border between multifunction printers and proper office copiers. A3 photocopiers are usually free-standing machines offering all the bells and whistles of fast printing speeds, volume printing, binding, stapling...

      - Number of pages per month. This directly affects cost-per-page. Over 1,000 copies per month, laser copiers are normally far more economically interesting than inkjet machines.

      - Connection type. While multifunction printers with Wifi or Ethernet connectivity may be good enough for small companies, their USB-only versions should be discarded as they can't be shared between multiple workstations.

      - Multitasking capabilities. It's good if multiple users can be connected to the copier, it's better if they can use it at the same time.

      - Cost-per-page is, therefore, a key factor. The price of consumables like ink toners or cartridges or ink refills should always be checked together with the price of the photocopier.

      - Availability of these consumables is also a key issue. Even if the copier is cheap and the ink affordable, no one wants to drive 10 miles just to get the right toner when there's an emergency need.

       Entry-level photocopiers such as desktop units may cost as little as $100, but their page-per-minute rate is relatively low. In general, free-standing multifunction printers (MFPs), which are able to scan and print as well as copy in A3 and A4 sizes, start around $1,000 for mid-range machines processing up to 50 pages per minute with a good resolution. These machines suit most companies, but technologically advanced models for copy professionals are much faster and more expensive, sometimes reaching $40,000.

      Even more important than choosing the right photocopier supplier choosing the right photocopier provider.

      Corporate or even small business needs may end up identifying very expensive copiers which require an enormous investment. Regardless, any copier requires usual maintenance jobs and frequent replacement of consumables, which takes an awful lot of time off normal business activity if done by the user. And that's when the user even knows how to perform these technical tasks.

      This explains why business customers rarely buy their copiers from B2C outlets, offline or online. They rely on photocopier providers, who distribute the machines of the major photocopier suppliers mentioned in the first part of this article, offering photocopier rental or photocopier leasing plans, and managed print services - comprehensive maintenance and service contracts. A minority of photocopier suppliers such as Canon in the UK also directly propose these solutions. Still, they may not represent the best service and financing deals for their own machines.

      Tips for selecting the right photocopier provider include looking into:

        • Customer feedback and reputation,


        • The proximity of the provider, so it can be there when needed quickly,


        • Customer service availability - free or paying telephone hotline, e-mail only...


        • Servicing options - what is included, what isn't, especially concerning in-person technician interventions,


        • All the fine print of the contract, so that the customer doesn't find himself locked in a punishing relationship,


        • Provisions regarding the termination of the contract are especially important,


        • As are provisions regarding supplies of consumables (some contracts prohibit independent replacement by the customer, forcing him or her to buy excessively priced consumables from the provider).


      For all these reasons, it's always a good idea to request as many quotes from photocopier providers as possible. Services like Companeo make it easy to get quotes and compare the best photocopier providers in the UK.

      Top 10 Photocopier Brands




      Ricoh was established in London in 1980 as a market for copiers, printers, scanners, facsimile and office equipment. It continues to provide these services through a network of dealers and distributors.

      Ricoh has won many awards for its environmental approach in the business. Its first award came in 1987 when the Telford, Shropshire plant won the "Queen's Award for Environmental Achievement". In recent years, Ricoh has received the 'Climate is Business' Award, the 'World Environment Centre Gold Medal' and two Ruban d'Honneur prizes in the area of Environmental Awareness.

      Ricoh was the first manufacturer to introduce multifunctional products, releasing the first one in 1988. It was also the first in the industry to introduce a multifunctional copier that was made from 50 per cent plant-based materials.

      Ricoh has been awarded the Global 100 Most Sustainable award for eight years in a row.


      Sharp was founded in 1912 by Tokuji Hayakawa, who invented the first mechanical pencil. He called this pencil the Ever-Sharp, and thus the Sharp Company was born.

      Sharp believes that since it makes products that rely on energy, it should create energy as well. To this end, it has been developing solar technology for over fifty years and is still considered to be an industry leader in this area.

      Sharp revealed its first photocopier in 1972 and in the nineties came out with a full range of digital copiers and multifunction systems. It offers everything from space-saving copiers to high-speed black and white and colour multifunctional printers.

      Konica Minolta

      Konica Minolta Business Solutions (UK) Ltd is part of the Konica Minolta Corporation that spans 35 countries. The UK office is an operating subsidiary for the sale and marketing of Konica Minolta Office and Print Production technologies. It offers imaging systems and solutions through a direct sales force and a partnership with a network of independent dealerships. Konica Minolta has over 100 independent dealerships throughout the country.

      Konica Minolta offers everything from an entry-level multifunctional device to high volume print production systems for commercial print applications. Its printers and copiers come in black and white, colour and wide format.

      Konica Minolta has won a number of Green Business Awards, proving its commitment to environmental best practices. Its high speed bizhub PRO and bizhub PRESS printing systems are examples of systems that perform at top speed while maintaining durability and reliability.


      Canon Ltd is a sales and marketing branch of Canon Inc, a global company that originated in Tokyo, Japan. The head office of the UK branch is in Surrey. Other offices are in Belfast, Birmingham, London, and Livingston (Scotland).

      In the 1930s a small group of dedicated scientists decided to establish its presence in camera technology. This group became Canon and has now grown to be a household word in many countries.

      The UK branch of Canon was opened in 1976, focused on selling calculators, micrographic equipment and copiers for the business market. Today, Canon has made a name for itself in the office industry with its high-speed, high-quality printers and copiers.

        • Canon i-Sensys MF735Cx


        • Fast and fully-featured laser AOI


        • Category: 4-in-1 colour inkjet printer | Print speed: 27ppm | Paper sizes: up to A4 | Paper capacity: 250 | Weight: 26.5k


        • Fast print speed


        • Excellent photocopier


        • Noisy in operation


        • Insensitive touchscreen


      Canon is aiming this mid-priced device at the small to medium-sized business by loading it with key features and giving it a fast photocopy speed. There's room for 250 sheets of paper in the main tray, plus 50 more in the multipurpose tray. It makes a fine photocopier with dual-sided scanning and duplex printing and makes it easy to print and scan via the cloud thanks to Canon's helpful companion app for iOS/Android devices.

      Toshiba TEC Corporation

      Toshiba is part of the global company Toshiba TEC Corporation. It was created in 1999 when the TEC Corporation merged with the copier and MFP division of the Toshiba Corporation. In the UK, Toshiba TEC is headquartered in Chertsey, Surrey.

      Toshiba teamed up with KIP UK to bring Toshiba's customers wide-format multifunction printing. The KIP 3100 wide-format MFP is highly versatile and colour capable. Toshiba offers a wide range of other printers and multifunction systems as well.


      Xerox was founded in 1906 and is based in Connecticut, United States. It now has a presence in over 160 countries. Xerox has developed small multifunction printers and copiers that suit the needs of smaller businesses. The newest technology is always used by Xerox while maintaining functionality throughout its line of products.

      One innovative step Xerox has made is the introduction of solid ink. Solid ink was invented in1986 but not brought to market until 1991. Xerox is the only company which currently offers this ink.

      Solid ink is easy to use and produces great quality colour prints. It also generates 90 per cent less waste than laser printing and helps you save up to 70 per cent on your colour printing needs. It costs less to manufacture and takes up less storage space than traditional ink. It is truly a remarkable step in the right direction towards saving you money while still maintaining green concepts.

      Xerox WorkCentre 6515

        • Sophisticated laser photocopying, at a price


        • Category: 4-in-1 colour inkjet printer | Print speed: 28ppm | Paper sizes: up to A4 | Paper capacity: 300 | Weight: 30/7kg


        • Sophisticated touchscreen


        • Feature-rich printing


        • Not the fastest Xerox


        • Limited paper capacity


      By Xerox standards, this is a modest machine, but it has an impressive specification that will meet the demands of any small to medium-sized business. Xerox makes faster printers than this, but the consistent quality of colour and monoprints here is impressive, and its photocopying skills are among the best of any four-in-one we've tested. The intuitive touchscreen interface is another plus point that gives easy access to a wealth of features such as dual-sided scanning and a broad selection of security features. This feels like a premium product, and modular upgrades well support it.



      Samsung began as a small export business in Taegu, Korea. Samsung has now grown into a worldwide business and is a household name in many countries. Most people recognise Samsung as a leader in phone technology, but it is making a splash in the business world as well.

      Samsung is considered a leader in digital appliances and has created a full line of printers and copiers for any size business. It offers wireless and Ethernet printers, as well as Energy STAR printers to save you money and reduce energy costs.

      The mobile print app is a newer innovation by Samsung that has proven this company stays on top of technological trends. With the app, you can wirelessly print from anywhere. It's the perfect blend of high-tech office printers and copiers and top-notch phone technology.

      Samsung has won numerous awards over the years, including making it into the Guinness Book of World Records for its TV Phone and Watch Phone.


      DEVELOP GmbH branded copiers are only distributed in the UK through DeSales. DEVELOP is actually a branch of Konica Minolta. DeSales offers competitive pricing and 24-hour delivery of the DEVELOP copiers.

      DEVELOP promises quality, cost savings and user-friendliness. For individual users and small business, it offers everything from printers that print less than 21 pages a minute to high-speed printers that are capable of over 41 pages a minute. Its production line of printers offers speeds of 92 pages per minute. Monochrome and colour system options are also available.

      Kyocera Document Solutions Limited

      Kyocera opened its Reading headquarters in 1988 and later opened a support centre in Milton Keynes and a technology suite in London. It sells Kyocera Document Solutions in the UK and the Republic of Ireland through a vast network of dealers and resellers.

      The original product of Kyocera was technical ceramics. Dr Kazuo Inamori realised that ceramics had huge potential for technology and established Kyoto Ceramics. He later founded Kyocera, and it continues to be a leader and the foremost manufacturer of ceramic components for technological devices.

      Kyocera is dedicated to sustainability, which is shown in its ECOSYS printer technology. This uses long-life drums and developers that are guaranteed to last for the life of the printer. Every single model also complies with Energy Star standards. The workgroup printers by Kyocera also emit absolutely no ozone, and every single plastic component is easily recycled.


      Epson is a Japanese electronics and imaging equipment brand related to Seiko since its inception in 1942. Epson is one of the most innovative companies in the field of printers, and many of the technologies it introduced have become industry standards. Epson invented piezoelectric crystal inkjet printing technology, which is still a company special. Epson also introduced ink tank printers, cutting the need to replace cartridges and lowering ink consumables cost by 90%.

      Tips For Choosing The Best Photocopier


      Tips For Choosing The Best Photocopier

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        This guide is a review of the best business photocopiers we think are suitable for companies looking to save money in the long run. We know that a cheap photocopier is not inexpensive if you need to spend more money to get it to run down the line.

        We have taken into account the photocopier price, durability, reliability and function, we know this investment needs to be long-lasting, so these ten photocopiers offer precisely that. The following photocopiers are all available on Amazon and cost less.

        It's essential to purchase quality copier machines that meet your offices' requirements. Still, it's easy to be blindsided by new models and presume that pricey ones are better in functionality than the cheap ones.

        A photocopying machine is a relatively large investment to make, so having a checklist of things you may need will help when buying a copier. The last tip is to keep in mind that most established companies will offer sound advice as to what photocopying machines to choose and, for additional peace of mind.


        One of the most crucial factors to consider is an obvious one: how much the copier will be used. Works out the number of pages per month that the Photocopier can produce and what the copier will be mostly used for. This will help decide whether you'll need a black and white or coloured copier, the size of its capacity tray and how large the copier will be.

        Scanning Features

        A copier that's connected to a multi-functional device or network is the preferred platform for a quality scanner since the printer can directly send the scan to your email or computer. This is a beautiful feature, especially for those in an office setting. Should you need a scanning part for your everyday undertakings, ensuring whether this feature is built-in should be your top priority.


        Speed relates to the number of copies that can be copied in one sitting. So, consider how much the machine is used per day, whether people often have to use the copier and if a lot of large brochures, flyers or brochures need to be printed. Before buying a photocopier, knowing what you need regarding copy speed is essential to make sure that the unit you go for will be sufficient for your operations.

        Additional Features and Advantages

        As stated earlier, there are many new features added to copiers that aren't necessary to have, but make the unit appear fancier and of higher quality. There are extra functionalities that can enhance your printing experiences, for example, accessibility programs, document editing and automated document workflow solutions. Accessibility programs allow multifunctional devices, scanners, printers and copiers to be controlled by a mobile device.


        Who makes the unit is an important question you should ask yourself before buying. It's not always about the brand, so don't get bogged down by how high their yearly sales might be or how popular they're. Just ensure it's a legal, stable company whose standing is about selling great products. You also want to ensure they also provide inspection and customer service in case you need support.

        Purchasing Options

        When purchasing a copier, find out the payment options available. Monitoring the transaction will be important in the future when you've warranty issues or customer service questions.


        You want to find high value when you search through photocopying machines. Some machines are low-priced, but still, have an overall high quality while other devices are costly and not worth the price.


        Another thing to take into account is whether a multifunctional copier will be a good option. These can incorporate faxing, scanning, printing and copying all in one copier and can save lots of space if you need a copier for a small office, in addition to saving a considerable amount of money compared to running each of these devices separately.

        Top 10 Cheap Photocopiers On The Market



        Canon ImageCLASS D530

        This multifunction copier can print and copy in black and white and can scan in colour. The print speed is 26 pages per minute, and the first copy will be out in a quick 9 seconds. This reliable and functional printer can print multiple pages, duplex print and has an energy saver mode to help save on energy costs.

        The standard capacity of the D530 is 250 sheets, and the resolution is 600 x 600 dpi.


        Canon PIXMA MG2450

        The PIXMA MG2450 is a multifunction machine that can copy, print and scan documents. The print speed is eight monochrome images per minute or four colour images per minute at an impressive resolution of 4800 x 600 dpi.

        There is a quiet mode that makes operation near silent which is perfect for use in small offices.


        Canon ImageCLASS LBP6000

        The ImageCLASS LBP6000 can print and copy 19 black and white pages per minute. There is a quick first print speed of 8 seconds and a 150 sheet capacity.

        The LBP6000 also has an energy-efficient mode and advanced print modes such as poster, watermark and toner saver. There is also automatic duplexing, and the print resolution is 600 x 600 dpi.


        Xerox WorkCentre 3215/NI

        The WorkCentre 3215/NI is a black and white multifunction printer, you can print at speeds of 21 prints per minute. The paper capacity is 550 sheets which are perfect for small businesses. The print resolution is superior, a crisp, clear 4800 x 600 dpi.

        The monthly duty cycle is up to 30000 pages and the WorkCentre 3215/NI is also very energy efficient.   

        Canon ImageCLASS D550

        This black and white multifunction copier can print up to 26 prints per minute and the first print time is a rapid 6 seconds.

        The print resolution is up to 1200 x 600 dpi. The copy resolution is 600 x 600 dpi. Features include duplex printing, a user-friendly control panel and a 250 sheet loading tray.  


        Xerox WorkCentre 6505

        The WorkCentre 6505 is a colour multifunction that can print, copy, scan, fax and email. The print speed is 23 prints per minute for both colour or black and white. The maximum print resolution is 600 x 600 dpi and print features include booklet printing, banner printing, blank pages skips and draft mode.

        The paper capacity is 250 sheets which can be doubled if necessary. The WorkCentre 6505 is energy efficient, and there are additional options that can be added on if necessary.


        Sharp AL-1631

        This black and white desktop copier can copy 16 prints per minute, it can handle paper size up to A4, and the paper tray can hold 250 sheets.

        The copy resolution is 600 x 600 dpi, and there is a time-saving scan once, printing many features. There are also digital automatic, manual and photo exposure modes to help ensure the best prints every time.


        Ricoh 406971 Aficio SP 3510SF

        The Aficio SP 3510SF is a multifunction black and white copier that operates at a speed of 30 prints per minute.

        There is a wide range of document management features, and the delivery is also efficient, crisp and clear at a resolution of 1,200 x 1,200 dpi. The standard paper capacity is 250 sheets, and the Aficio is versatile with the paper sizes it can handle too.


        Xerox WorkCentre 6027/NI

        The WorkCentre 6027/NI is a multifunction colour copier that can copy and print at 18 prints per minute. The paper capacity is 150 sheets, and the maximum print resolution is 1,200 x 2,400 dpi meaning the prints will always be vibrant and clear.

        This is a high-performance copier with many great features including an automatic document feeder, a colour touchscreen and a convenient USB port.

        Canon PC160

        This monochrome copier prints four copies a minute and the first copy is produced in 22 seconds. The paper capacity is 50 sheets making it suitable for small businesses who require low volumes of document copying.

        There is no warm-up time meaning you can start copying immediately; there is also automatic exposure and automatic shut off features. Advantages of the PC160 is that it is compact, lightweight and portable, it also has energy-saving features. This is purely a copier and is best for start-up or very small businesses.

        Top Tips To Remove And Prevent A Photocopier Paper Jam


        What Is A Paper Jam?

        A paper jam occurs when a piece of paper is stuck or 'jammed' in a printer or Photocopier. The user usually has to manually remove the piece of paper from the machine before the print job can continue.

        Paper Jam Digital Display How Does A Paper Jam Occur?

        There are many causes of the paper jam, but it is mainly due to the paper. This can be if it is slightly curled, is stored in a slightly damp environment, is not the weight that was specified at print or is not loaded into the tray straight.

        How Do You Remove A Paper Jam?

        You should have received a guide to your machine when purchased, so consult this first to see if there are specific instructions on how to remove jams on your model. If there isn't one, or you have misplaced the guide, follow these simple steps to help clear the jam:

          1. Like with many technological errors, it is always wise to switch the machine off at the mains, and restart. You might find that the jam will clear itself when the machine warms up.


          1. If the jam doesn't clear, but you can see the paper that is jammed, give it a gentle tug to remove it from the machine.


          1. If you can't see the paper, and your printer has a screen, it will probably tell you where in the machine the jam is (with images for easy location). The machine will give you basic instructions on how to get into the part of the machine that the jam is, and then tell you how to remove the paper.


          1. If your printer doesn't have a screen, you will have to do some investigation of your own, and look in the machine to see where the paper is jammed.


          1. When you have found the paper, gently tug the paper to help guide it out of the machine, tug from both corners, so you don't rip the paper. Some larger models such as MFPs and digital duplicators may have handles to turn that help to get the paper moving.


          1. Once the paper has been removed, open the paper trays, and make sure that the paper is all aligned and not curled, wrinkled or creased ­- replace with the new paper if the paper is not perfect.


          1. Before the print job restarts, you may have to press a button to let the machine know that the jam has been removed.



        How can you prevent paper jams occurring in the future?


          1. Always only use one kind of paper in the tray at any time.


          1. Check with the documentation that came with your printer (or do a quick Google search) to find out what the maximum and minimum paperweights your machine can handle. Never use paper that is too heavy, as it will get stuck.


          1. Ensure you have selected the correct paper thickness/quality in the print controls on your PC before you start the print job.


          1. Always store your paper in a cool, dry place. If any moisture gets into the paper, it is likely to cause it to stick together, meaning multiple sheets of paper can accidentally get fed through the machine, causing jams.


          1. When you add paper to your machine, ensure that the paper is not curled, wrinkled or creased, and is all aligned, using the moveable guides within the paper tray.


          1. Do not overload the paper trays. There are usually guides within the tray, with a 'fill to' line for guidance.


          1. Never open the paper tray while printing is in the process - this will disrupt the print job and is likely to lead to misfeeds and paper jams.

        Which Business Office Photocopier Brand Is Best?


        Which Business Office Photocopier Brand Is Best?

        Table of Contents
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          Looking for the best business office photocopier brand?

          If you're looking for the best digital photocopiers of 2021, then you've come to the right place, as on this page we've ranked the best photocopier brands money can buy.

          There are plenty of reasons why you'd want the best digital copier your budget will allow. Modern offices will find plenty of reasons to use a fast and dependable photocopier. On this page, we'll list the best standalone digital copiers, as well as affordable and convenient multifunction printers (MFPs), which combine printing and scanning functionality in one device and slash the cost of producing printouts using inkjet or laser technologies.

          In the past, MFPS had a bit of a bad reputation as a 'jack of all trades', but they have made significant improvements both in terms of quality, value for money, and onboard features.

          As a staple of most small businesses and offices around the country, multifunction copiers (MFC) have helped companies send, receive, print, and duplicate documents for decades. Since these machines take up significant real estate in your office, it's essential to consider not just its size and weight.

          Still, how proficient the copier is at its job when it comes to print speeds, copy and print resolutions, and overall usability. After considering products from 10 of the world's top MFC manufacturers, we compared each device's functionality, price, and ease of use to determine our best picks. 

          From usage tracking to improve security, auto duplex, mobile, and wireless printing, or digital touchscreen display, there's now a flurry of options available on the market, for the occasional printout and mailing all the way to digital agencies.

          Having the wrong office supplies can make your day extraordinarily unproductive and frustrating; having the right brands of office supplies can make your day feel like a breeze! When it comes to stocking your small or home business with the perfect fit of technology, brand names do matter. It can be the difference between completing your projects on time or experiencing an unfortunate delay.

          If you've ever asked the question, "What are the best copier brands available?" before then you have come to the right place! Everyone has experienced it at least once: you're already in a rush at work, trying to complete your overdue project before clocking out at 5; you press the "print" button on your desktop, only to find that a massive paper jam is going to take an hour to unclog.

          The right brands of copiers are the ones with years in the industry perfecting their products. These brands are known for being extremely durable and versatile.

          This list discusses the top copier brands, including:

            1. Canon



            1. Konica Minolta



            1. Hewlett-Packard



            1. Lexmark



            1. Epson



            1. Brother



            1. Kyocera



            1. Toshiba



            1. Dell



            1. IBM



            1. Samsung



            1. Fujitsu



            1. Ricoh



            1. Sharp




          The Top 10 Commercial Business Photocopier Brands

          No productive business environment is complete without a tremendous commercial copier.

          When deciding on the right office equipment for your company, you want to make sure you are considering the top retail copier brands. The top copier manufacturers have several years of experience and have built their reputation by producing quality equipment, reliable customer service, and technical support. Investing in a reliable brand can help you avoid the hassle of technical difficulties with your new machine.

          Before making your commercial copier purchase, it's best to do some research to figure out which top copier brand is the best fit for your company.


          Cannon has been a top commercial office equipment brand for almost 90 years. They are best known for their versatile office equipment that can be used in any size office or home. Canon's multi-functional printers are a staple in many office environments and come in a variety of sizes for different print volumes. In fact, the Canon image RUNNER series has been a top-rated multifunction copier for a few years. Canon is aiming this mid-priced device at the small to medium-sized business by loading it with key features and giving it a fast photocopy speed. There's room for 250 sheets of paper in the main tray, plus 50 more in the multipurpose tray. It makes a fine photocopier with dual-sided scanning and duplex printing and makes it easy to print and scan via the cloud thanks to Canon's helpful companion app for iOS/Android devices.

          Konica Minolta

          Konica Minolta is a top commercial copier brand, with high-quality office copiers and impressive options for both colour and black-and-white needs. They offer a wide variety of office equipment, including multifunction printers, faxers, digital scanners, and more. They are also known for their superior security features on commercial copiers and are a great fit for companies that need to print sensitive documents.


          HP's LaserJet series has been a small office favourite for many years. HP provides both desktop and standing models for businesses, and their copiers can handle high paper outputs. HP products tend to be some of the most environmentally friendly and cost-effective options for businesses. 

          If you have the space for it, this multifunction device will serve a small business well thanks to its useful 35-sheet automatic document feeder and automated photocopying skills. This is a mono machine, and it's not the fastest laser on the block, but it's quicker than any inkjet and offers an attractive blend of features and performance.


          Lexmark products tend to be some of the most reliable, affordable options. Their modern office copiers are digital, produce superior colour quality, and are wireless, for easy connection to your business's WiFi network. Their new models also have remote connectivity features such as Air Print and Google Cloud Print, so you can easily print from a remote device.

          It might look a little top-heavy, but this all-in-one A4 photocopier feels well made and offers plenty of features for the footprint that it takes up. Duplex scanning from the ADF and rapid automatic photocopying is performed flawlessly, while the print quality in both colour and mono is excellent. Duplex printing is not the fastest, but a wealth of security features and an easy interface more than makes up for the shortfall.  


          Xerox is one of the most well-known brand names in the copier industry. They are a USA-based brand and have one of the largest sections of colour copiers and printers in the world. Despite their huge range of products to choose from, they're best known for their multifunction, all-in-one printers.

          This is a modest machine, but it has an impressive specification that will meet the demands of any small to medium-sized business. Xerox makes faster printers than this, but the consistent quality of colour and monoprints here is impressive, and its photocopying skills are among the best of any four-in-one we've tested. The intuitive touchscreen interface is another plus point that gives easy access to a wealth of features such as dual-sided scanning and a broad selection of security features. This feels like a premium product, and modular upgrades well support it.  


          Ricoh has been a front-runner in commercial copy and print services for over 50 years. Their brand became an industry leader when they produced the fastest digital colour printer in 1990, at 15 pages per minute. Although they are a Tokyo based company, their headquarters is in the U.S. They service large and small businesses alike, but they are well-known as a leading manufacturer for large businesses.


          Kyocera's most popular office products are multifunction, digital office copiers that allow printing, scanning, copying, and faxing all in one place. Businesses appreciate their products for their superior finishing features, such as creating professional reports and booklets.


          Toshiba may not be the biggest copier company in the industry, but they produce reliable, innovative products consistently. Their E-Studio office equipment line has been a favourite among businesses for many years. Toshiba produces a wide variety of products, such as multifunction printers, wide-format printers, and digital signage.


          Dell has been a leading name in office equipment for over 30 years. They offer a wide variety of office technology for businesses of all sizes. Their copiers range from desktop models to mid-size, to high-tech standing models. Dell is well-known for its innovative, advanced technological features, such as "smart" printing and high-quality graphics.


          Sharp has winning technology for commercial needs. They have award-winning digital copying and printing systems that can be customized to specific business needs. For instance, Sharp's OSA technology can be used to extract a company's document data. Their office equipment is high-tech, while still easy to use. They often have convenient touch screens and touch-of-a-button commands, such as editing and reordering pages.

          Will your company need to manage sensitive information?

          Access to the features of a photocopier should be controlled with PIN numbers or passwords. Also, ensure that the MFP only prints the required copies to ensure data security. And think about whether the USB port should be disabled to mitigate any risk.

          Does your business require remote printing?

          With the rise of BYOD (Bring Your Own Device), printing from mobile devices is fast and efficient. Look closely at the apps that will use the photocopier to ensure these connect securely. An MFP can be a cost-effective asset that a business can build its workflow around. 

          With digital copiers now coming with a number of configurations, it's critical to assess your business' needs and match them to the right one.

          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 misfeeds 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:


            • Colour 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 colours 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 colours)


            • 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. 


          When it comes to pricing out a copier for your office, you need to consider what features you need. Though most MFCs function the same, there are many product lines with varying degrees of functionality. That level of stratification within the copier market means that prices can vary wildly from one machine to another. It's also important to keep in mind other, ongoing costs, including extended service and warranty plans.

          Through our information-gathering efforts, we found models that cost as low as $300 for the more budget offerings, while the more high-end machines ran as high as $50,000. While the machines on the higher end had significantly more complex feature sets with a focus on serving niche businesses, many manufacturers offer a lease option to ease the sticker shock.

          Ink, Toner and Paper Will Add to Operating Costs

          It makes sense that the initial cost of a copier is what commands your attention, but you also need to consider the overall operating costs. As a business owner, you will need to maintain paper and ink supplies regardless of whether the device uses inkjet cartridges or toner.

          Replacement ink cartridges come with high price tags, so replacing them on a scale will cost you. Toner tends to last longer but is largely used for monochrome printing only. Some copiers have built-in ink reservoirs that manufacturers say reduce ink costs since you only need to buy bottles of ink rather than replacement cartridges, and the ink lasts longer. Whether that's a feature you need will depend largely on how often you and your employees rely on the machine.

          Remember the Additional Costs

          Along with traditional operating costs associated with MFCs, consider the extra costs that come with operating such a machine. Sunk costs that come from poorly constructed or prohibitively slow machines take a toll on a business. It's for that reason that you want to avoid purchasing the cheapest machine; rather, go for the one that fits your budget and can provide the best functionality.

          Low-cost machines that seem inexpensive and appear like a benefit can cause problems later. Similarly, factors like copy speed can help or hinder worker productivity and collaboration from an operational perspective. Memory capacity is another factor since higher memory means the machine will be faster at processing each job.

          It's just practical business sense to conduct a cost-benefit analysis before committing to a specific copier. For a copier that will serve as the workhorse for many employees, speed may be the top deciding factor. For design-centric businesses, such as ad agencies or architectural firms, ink cost and image quality are more important. Or perhaps a colour copier won't fulfil your needs, in which case, you might need a wide-format printer.

          Contracts and Customer Service

          While you can buy a copier for your business outright, some models have rather large price tags. In those instances, it may be best to lease the machine and add its monthly cost as an operating expense. Known as "managed print" in the printing world, leasing has become a more popular option, since newer models with more advanced features frequently enter the market, pushing even modern machines closer to obsolescence.

          Capital leases allow you to claim the machine a business asset, and operating leases permit you to mark the machine as an operating expense. Managed print services generally bundle things like ink or toner, paper and maintenance, into a monthly cost. Most leasing agreements last between three and five years, which is just enough time to consider upgrading to a new machine if you need to.

          While leasing may be an attractive option, it comes with some downsides. You may not need to make a large down payment on the copier, but you will pay interest on it, which increases your overall costs.

          Conversely, you can keep the copier for as long as you want if you buy it outright, potentially resulting in overall savings, if you own it for a long time and don't feel the need to upgrade every few years. Buying outright also means you're not tied down to a multiyear contract, allowing you some more flexibility in your decision-making.

          The decision to purchase or lease a copier depends on your cash flow situation and which option benefits you the most in terms of maintenance and service, features, accessories, and supplies.

          Repair Costs

          Depending on how you obtain the machine, you may not have to worry about repair and maintenance costs at all. Most leases include some regular maintenance within their terms. In some cases, however, an additional extended warranty or service agreement will be offered for an added cost. What's covered under those plans can vary from one manufacturer to another, so you may be left holding the bag for any repair costs that fall outside of the agreement's terms.

          What’s The Difference Between Copier Rental And Leasing?


          What’s The Difference Between Copier Rental And Leasing?

          Copier Rental and leasing are pretty similar: both generally include the cost of maintenance and servicing of the machine. Some companies may even use the word "long-term rental" to refer to "leasing".

          The only main difference is that renting is for a short-term basis, while leasing is for long-term usage. So renting is suitable for when you need a copier for an event.

          In contrast, leasing comes with a contract, which means that you can't return it before the contract is up, or extend the contract without the approval of the seller. At the end of the lease, you're provided with the option to either buy the printer or photocopier at a nominal fee.

          Printers and copiers are some of the essential things to have in an office. But they're pretty expensive to buy and maintain. Worse still, the repair can cost more than buying a new one. Fortunately, you can either rent or lease copiers with a copier rental company. This will help you save cost, especially in maintaining the equipment.

          In What Situation Would Renting/Leasing Or Buying Be Better?

          It can be more cost-efficient to go for a copier machine or a printer rental/leasing as compared to buying one, since you might not always need to print a lot of documents in a short amount of time. Renting and leasing also allows you to save on the costs of upkeeping and servicing the machinery. Plus, you won't need to account for equipment depreciation when doing your accounts.

          Renting a printer or photocopier can also help you decide on the type of machine to buy permanently for your office. For instance, if the speed of printing matters less to you than the colour quality, you might want to prioritise on renting a colour printer.

          Of course, there are some situations whereby buying a printer or photocopier would be better. If you continuously print dozens of documents every day, buying a photocopier could help you save on rental fees in the long run.

          You also don't need to worry about the monthly rental payment of the copier machine, since everything is already paid for. In this scenario, the photocopier machine is an asset instead of a liability, as an accountant would say.

          Why Choose Ok

          Who wants to miss out on affordable copy machines, which allows you to avoid the initial capital outlay required for outright purchase?

          At Ok, we offer a tax-efficient and well-established form of financing, allowing cost-effective trade-up access to modern technology at the right time. We can also let you know how copy machines leasing or purchasing can be adapted to suit the preferences of a particular business. So, if you want to buy used photocopiers, look no further, Ok has got you covered.

          Every business wants to stay on top of their game, and wants to put their best foot forward. The problem with technology is that it dates and gets superseded. The moment you buy it, you know that you have the absolute best on offer, but you know it's not going to stay that way. That is why printer lease in Perth is the option that will keep you on top of your game when it comes to your printing needs.

          The beauty about printer lease is that you sign the lease for a set period of time. One year, two years, you decide on the option that best works for your business. Most businesses can project their activity for the short term, and can set their budget accordingly. Why go beyond these future projections when you don't have to? This gives you the security of knowing exactly what you've signed up for, and predetermining your commitment. At the end of the lease, you have the choice of simply walking away, or renegotiating a new lease on new terms that fit the current position of your business.


          Several businesses earn revenue as the time passes - paying as you use sense: why payout in a single, hefty lump sum when copier leasing companies allow fixed, small manageable payments. It equates to pay as you use. Payments made during the period of a lease arrangement are not affected by interest rate changes; therefore, you can pay in advance for lease payments. Since cash flow may be forecasted, the cost of use can be compared with profits generated and projected revenue by the use of the printer/photocopier.

          Tax Efficiency

          By leasing through Ok, you can reduce your tax bill considerably. If you lease a copier machine, you can avoid paying the cost of the printer or photocopier upfront, reclaiming everything your payout on a 'by payment' basis - annually, quarterly, or monthly.

          Upgrading Technology

           It is well-accepted that a printer or even refurbished copier machines aren't a business asset that appreciates. In fact, it depreciates faster than the large majority of purchased assets. So save purchases for assets that either depreciate less or appreciate. Leasing from printer leasing companies like Ok would give you more freedom for up to date office equipment, ranging from copiers and printers, to be installed as needed, less affected by budgetary limitations. Thus, Ok will allow printer and photocopier leasing to improve cash flow, creating a hedge against obsolescence, depreciation, and inflation. It permits you to leverage technology improvement during selection, that too, at an adequate cost. A photocopier lease with Ok will comprise provisions to trade up to a recent model or, when required, to one that accommodates the higher features, speed, and volume your business needs at the right time, allowing you the freedom to upgrade without the need of purchasing a new one.


          Since the latest printer and photocopier machines are multifunctional, that is, they combine all the functions of a photocopier, document manager, colour printer, printer, fax machine, and a pdf writer, it makes sense to have the ability to upgrade the facilities and products simultaneously instead of dealing with an array of outdated machinery. Thus, leasing from Ok will be greatly beneficial in this regard as well.


          Using capital for appreciating business purchases makes sense. Leasing from Ok for office technology preserves business opportunities and precious resources for these purposes. Moreover, you're able to optimize your use of commercial credit sources and preserve your current bank lines.

          What Should You Look Out For In A Printer And Copier Rental Company?

          When it comes to printer and photocopier rental companies, all of them pretty much match each other in terms of services.

          A few provide special services, such as helping you set up a temporary office or moving your equipment from one place to another. Most of them either provide in-house maintenance, or outsource their help, but all of them ensure that you get your money's worth.

          So, what is it that you need to look out for? First of all, it's good to identify the requirements that you have for a printing machine. Some helpful guidelines to follow would be:

            • How many documents do you print in a month?


            • Do you need colour printing, or will black and white do?


            • Do you need scanning and faxing services?


            • What's your budget?


            • Do you want a newer model, or is an older model good enough?


          After you've identified your requirements, you may cross-reference between these copier rental companies to determine which one fits your needs the best.

          Benefits Of Renting Copiers

          What sets us apart from our competition?

            • Best Daily/Weekly/Monthly copier rental prices


            • Long-term full-service lease options available


            • Black/white and colour high-speed copier rental models


            • Well maintained fleet


            • Responsive technical support


            • Power conditioners used to improve performance



          Customized Services

          Can we provide a temporary copy centre at your event? Not only can we rent copiers to you, but we can also provide the onsite staff to handle production.

            • Experienced operators


            • Paper is included, so you get one price


            • Print server setup for handling documents


            • Runers to deliver materials throughout the venue


            • Pamphlets, handouts, booklets and more


          Copier Rental Basics

          News flash. Copiers weren't designed to be moved around. They have small wheels, thin metals and if you think about it, they are pushing paper through a maze of twists and turns at speeds up to 90 pages per minute. At those speeds, it just takes something to be less than an mm off to create a jam. We realize this and are why our techs perform a multi-point inspection prior to delivery, wrap it for the drive and use a special copier dolly to deliver. Here's where we can use your help to ensure you have a trouble-free experience.

          Make sure you have proper power available.

          While our mid-range copiers can utilize a standard 15-Amp circuit, our full-size lineup requires a dedicated 20-Amp circuit. Anything less and you'll increase the potential for issues. Even though we deliver all of our copiers with a power conditioner to keep the flow steady, we still require a necessary amperage. We've run into a quite a few venues over the years that try to say they are giving you a dedicated 20-amp circuit, but they are not. Get it in writing that they will give you what you need.

          Time our delivery when the main users will be present.

          This will allow our technician to provide training and ensure that the features they want to use are set up properly, and the user knows how to use them. It's best if your computers are on site as well so we can properly install the drivers and verify communication to the copy machine.

          Get the copier connected to the Internet.

          Connecting to the copier to the Internet will allow us to remotely monitor the copier and be alerted of any issues via email sometimes even before they happen. Not only that, but it is much easier for users to work between printing and being online.

          Let us know what you think are must-have features.

          Copiers can do about a million things. You telling us how you'll be using the copier will ensure that the rental copier is prepped exactly how you'll be using it and our technicians onsite can properly set up the software and train operators on how to use those features.

          Use quality paper.

          While premium paper runs the best through copiers, every copier can use recycled paper, and that is fine but be aware that not all recycled paper is formulated the same way. Why this matters is that paper reacts to temperatures and humidity. Some paper is better than others and depending on the brand of recycled paper, and you may be susceptible to more frequent jams. The most reliable recycled paper uses a mixture of recycled and virgin fibres. Also, if you don't want to deal with bringing the paper in, just ask us. We provide both letter and legal size premium paper.

          Why rent a copier

          When looking for a copier rental company, we believe there are four key items that a provider must check off.

          Quality process

          Do they perform regular maintenance on their copier fleet? Our copiers are checked each time they come in, and each time they go out. Not only that, but if you connect the copier to the Internet, we can remotely monitor it while on rent. We once delivered additional toner when a connected copier alerted us that one of the colour toners was getting close to empty. We dispatched a technician, and when he arrived with spare toner, the customer had just picked up the phone to call us.


          Will they be there when you need them the most which are typically after hours? All of our copiers are backed by 24/7 technical support.

          Network experience

          Do they know how to properly network the copier? We are accustomed to setting up networks, integrating into networks, and enhancing networks on a regular basis.


          Are you getting a good deal or a deal too good to be true? We advise caution to deals that seem too good to be true because in the end they usually are. We offer a very good deal that allows us to properly maintain our equipment and keep quality support staff onboard. You'll come to appreciate these aspects when you're pulling an all-nighter, and things go smoothly.

          What to consider when buying photocopiers?


          What to consider when buying photocopiers?

          A copier is a vital piece of equipment for most small businesses. The machine allows you to copy originals for files, mass-produce marketing materials and create employee documents in large quantities. Your specific copying needs should guide the purchasing process to ensure you strike a balance between the amount you spend and the features you get in the copier.

          Business copiers are among the biggest investments you will make to keep your office running as efficiently as possible. Whether you are buying a copier for a small office space or investing in several copiers for multiple offices, you need to make sure you are buying equipment designed with several key features and fits within your budget. Because some machines do need to be serviced regularly, you will need to take some time to compare brands, service agreements, and warranty information before making the purchase.

          Whether you own a small business or supervise a large, demanding enterprise, investing in a new business-grade copier is always a major undertaking. However, buying a new copier is not as simple as checking the price tag to find a device within your price range. While cost is an important consideration, other factors should also influence any purchasing decisions you make. The following highlights several aspects to keep in mind as you shop for a new print device to help you find a model that best fits your business's unique needs.

          Aspects to Consider When Buying a New Copier



          Photocopier Upgrade Options

          The vast majority of modern copiers come with a healthy list of standard features. However, there is always room for upgrades, especially as your office's printing needs to evolve throughout ownership. Pay close attention to any add-on features that enhance your copier's capabilities, and also improve overall office efficiency and productivity. Common device add-ons include:

            • Finishing options for pamphlets, booklets, and tri-folded materials


            • Card readers for access control


            • Larger output trays for uninterrupted, high-volume copying


            • Hard drive encryption and wipe options for enhanced security


          When spending what can be a considerable amount of money on office automation, businesses seek to get as many benefits and features from the office automation device as possible. One of the key features of multifunction business printers is the ability to interface with a customers' computer network. Once connected to the network, the humble business printer becomes powerful, feature-rich network printer, scanner, fax server and much more. When looking at network functionality, you should consider which operating systems you use as well as how you want the device to sit within the network. Generally, most business printers these days come with full network functionality as standard.

          Print Volume

          The print volume is another important aspect of your new copier purchase to consider. Your office's average volume of printing, copying, and faxing can ultimately determine the size and type of copier that is ideal for your office environment. Larger copiers with higher-capacity paper trays and higher page-per-minute (ppm) speeds can be beneficial for enterprise-level businesses with multiple users and heavy print volumes.

          Before finalizing your copier choice, determine your office's average print volume either through auditing tools or by reviewing previous print shop service agreements. This will give you a better idea of your actual printing needs and the workgroup of copiers that are best suited for those needs.

          This number relates to the number of pages the business printer has been designed to process per month. Generally, business printers with lower copy speeds are designed to process a lower number of prints and copies per month with the copy volume growing concerning the speed of the office automation device. For ease of understanding, business printers are usually grouped into volume categories rather than dealing with the actual number. The categories include SOHO (small office, home office) for occasional use, low volume, mid-volume, high volume and commercial office automation devices. When considering the purchase of a business printer, try to estimate how much the device will be used and select accordingly.

          Colour Printing

          Colour printing is a surprisingly overlooked aspect of document production, especially when choosing a copier based on budget. Having the ability to print in colour can be extremely valuable if you are producing images, presentations, or other documents in colour. A copier with colour capabilities may come with a slightly higher price but will offer lower long-term costs by eliminating the need for outsourcing these print jobs.

          You are purchasing a copier that only prints in black and white may offer greater initial savings, but it can also severely limit what users are able to do with the copier. Consider your business's most common print needs along with your budget when choosing a copier with colour capability.

          Mobile Printing

          With the proliferation of mobile devices and more companies following the "Bring Your Device" trend to increase worker productivity, mobile printing is becoming a de facto requirement in most office environments. As a result, the overwhelming majority of current copier models offer wireless printing capabilities directly from smartphones, tablets, and other mobile devices. Such a feature comes in handy for streamlining the document production process, eliminating the desktop as the middleman for document creation while increasing overall productivity among mobile device users.

          Equipment Integration

          The last important consideration is how well your new copier will fit with the rest of your document production equipment. Seamless integration offers a host of benefits, including minimal disruption of ongoing projects and minimal impact on worker productivity and IT infrastructure. Even the user interface can have a significant impact on integration efforts since new UI often requires significant user retraining that affects the print volume and overall productivity.


          The budget you have to purchase a copier is one of the primary guiding factors. The cost of the actual machine gives you a baseline for comparison among different types of copiers. Look at the cost of the toner and the number of copies you will get before you need to replace it. The cost of maintenance and repairs is another issue that affects the budget. A complicated copier with many functions may end up with more problems that need to be repaired. Each time you have it repaired, you have to pay for labour and parts. You also spend time and money training employees on how to use the various functions. In some cases, renting a copier is more cost-effective, particularly if maintenance and repairs are included in the rental cost.

          The number of sheets you copy on a regular basis helps you determine the size and functions you need in a copy machine. Estimating your average monthly pages allows you to find a copier that can handle the volume without frequent toner changes. If you sign up for a service agreement at the time of purchase, you may have a limit on the number of pages printed on the copier each month. If you already own a copier, record the number of pages printed each week using the copy machine's meter to estimate your volume. If you use a copy shop for duplication, use the sales slips to help you track how much you copy.

          This key statistic tells you at what speed the business printer will produce copies and prints. Expressed as a number of pages per minute, this is normally one of the first requirements discussed when considering the purchase of a new office automation device. The copy speed also correlates to the copy volume with faster business printers generally having a larger copy volume. A typical business printer designed to be shared amongst between 3 to 10 people will normally have a print/copy speed of 25-45 pages per minute (ppm), placing the business printer in the mid-volume category.

          Paper Handling

          The type of items you copy also affects your purchase. A basic copier may not handle larger paper sizes. Consider how often you need to print larger pages to determine if this capability is essential for your business. The number of pages the machine can copy per minute, abbreviated as CPM, is an issue if you need to print large volumes very quickly. More advanced copiers also include the option to print on both sides, collate pages, change the printing scale and staple pages together.

          Other Functions

          The other uses for the machine help you narrow down the options. A multifunction printer may be an option for small business because the machine handles copying, printing, scanning and faxing from one unit. This saves money over buying individual machines and saves space in the office. If you have multiple employees who will use the same machine, consider the ability to network the machine, so all workstations have access to the printing function. Regular copy machines may also handle scanning.

          Energy Efficiency

          Choosing an energy-efficient copy machine with the ENERGY STAR® label saves you money on utility bills while reducing the environmental damage that comes with high energy consumption. The machine also stays cooler as it works, so you avoid an increase in office temperature during frequent use.


          The controls of the machine affect how easy it is to use the copier. Choose a machine with intuitive controls that allow all users in the office to understand how to execute all functions. Inspect the displays on the copier and test out the controls. Try various functions to determine if it is difficult to switch from one to another.

          Determine the purpose of your copier. What do you need the machine to do? Nowadays, copiers do more than make copies; they are also capable of printing, scanning and even faxing. If your day-to-day operations involve these tasks, buying a multifunction copier may be a smart choice.

          Also, find out what types of materials are usually copied or printed in your office. This information can help you decide whether you should get a monochrome (black and white) or a coloured copier. Are you going to use the copier for full-coloured images or marketing collaterals? If you are, then look for a model with graphic capabilities.

          Know your requirement in terms of the copier's speed. A copier that couldn't keep up with your company's print volume can hamper your operations. So, make sure you take into consideration your print volume and the speed of the copier, measured in pages per minute (ppm) or copies per minute (CPM) before you purchase one. Currently, the speed of copy machines in the market ranges from 25 ppm to 65 ppm. Pick a copier with a high ppm if your company's print volume is high. Additionally, high-end copy machines can handle large print volumes better than lower-end types.

          After Sales Support Options

          When purchasing a business printer that will form an integral part of the digital document workflow, you must consider what will happen if the device develops a fault. Modern business printers have a large number of mechanical parts within them and as such are almost certain to suffer from some form of mechanical failure at some point. Key office automation resellers will have some form of after-sales support infrastructure in place normally in the form of a full-service agreement. A typical service agreement will cover the cost for all labour and parts required to service the machine and are normally charged at a cost per print or cost per development rate. When choosing a supplier, it would be a good tip to understand what after-sales support options they have available, at what cost and whether they service the equipment themselves, or through a 3rd party.

          Consider the size and type of paper you regularly use. If most of your print requirements involve small, standard paper sizes, then basic copy machines can do the job. For printing using large sheets of paper, special types of copy machines may be needed such as some Canon copiers like the image RUNNER ADVANCE C3330I.

          Pinpoint advanced features or additional accessories you want your machine to have. Some copy machines have finishing options like stapling, folding and hole punching. Others have wireless connectivity and data encryption capability features. For some, these extra features or accessories fall on the "nice to have" category but aren't essential for them. However, if you have extra cash to spare, investing on a copy machine with these features, especially wireless connectivity and data encryption capability, can make things more convenient and secure in your office.

          Think about your office space. Certain copy machines are bulky, which can be a problem if you do not have extra space in your office. You might end up placing it in a spot that isn't easily accessible to your employees. So, before choosing a large copier, make sure that there's a good place for it in your office.

          Factor in other copier-related costs. Apart from the money you are going to spend on the purchase of the equipment, also take into consideration other expenses such as supply cost (for toner and the like) and maintenance fees. Inquire about the prices of these supplies. Also, discuss the service agreement with your copier dealer. Ask about pertinent information such as what the inclusions are and the fees involved for the service maintenance of your copier.

          Total Output

          You need to make sure your copier can handle the volume of printing your office needs. Larger copiers with print, fax, and other functions may be better-suited for corporate environments and office spaces where you will have multiple users. Review past service agreements with print shops or use auditing tools to determine what the average print volume is for your office. This can make it easier to choose a copier that can handle the print volume your office needs.

          Black and White vs. Color

          Suppose you are not using the copier to make copies of marketing collateral, presentations, or images in full colour. In that case, you may be able to save money by buying a copier that only uses black ink. Consider your budget and the primary use of the copier when comparing different makes and models. If you do plan on buying a printer copier with scanning and other capabilities, you may need something with colour options.

          Consider Multifunction Products (MFPs)

          A multi-use copier may have scanning, printing, and fax capabilities in addition to basic photocopying features. Consider investing in a multifunction product with several capabilities and functions to save office space and even save money on equipment purchases. This type of investment may be justified if multiple departments will be sharing equipment on a regular basis. For example, marketing teams may need to take care of printing, scanning, and faxing tasks on tight deadlines. Accounting and finance departments may need to use a scanner and photocopier more often than others. Sales teams may need access to fax and printer regularly. Consider the benefits of a multi-purpose machine instead of standard business copiers when you team members or employees from different departments will be sharing equipment.

          Hard Drive

          Some copiers are equipped with a hard drive that lets users store copies of documents, transfer documents electronically, and line up copy jobs virtually. Consider business copiers with a hard drive if you think some users might need access to template-style documents such as forms and checklists on a regular basis. The hard drive will also need to be large enough to accommodate large-scale printing jobs and long queues. Compare hard drive features to make sure the copier can handle your company's workload.

          Wireless Printing and Security

          Almost all of the latest models of copiers have wireless printing capabilities which allow users to print remotely. You will need to make sure your copier is set up with some network security authentication system so that only certain people have authorized access to the machine and network. Wireless printing capabilities can increase productivity and streamline business processes. Consider investing in a copier with wireless printing capabilities and options to create accounts for different users.

          Buying a copier for your business can be a big investment, and you will need to compare certain features to make sure you are making the best business decision. Consider the benefits of a multi-use machine versus a standard copier to save money and office space.

          Once you have decided on the above factors, it is important to weigh up the pros and cons of the business printer models you are considering for your purchase. If would you like to get more advice from one of our expert solutions consultants, contact us and they will be able to recommend the perfect printing solution to suit your needs.

          What to consider when buying a printer?


          What to consider when buying a printer?

          Things to consider when buying a printer

          Business printers are a necessity for most offices. Unfortunately, the vast number of printers available on the market, in a very wide range of quality and usability, makes choosing one more difficult than it should be, and flipping a coin isn't an option, because even though printers aren't all that expensive, they still represent a sizable investment. Ask yourself three questions when shopping for a home printer: Do you want a laser or inkjet printer, how much is too much when buying replacement ink and cartridges, and what special features would you like to meet your specific needs.

          Have you ever wished you had a personal assistant that would offer you, wise counsel when purchasing a printer? You want the advice, but you don't want the pushy salesman or someone who works on commission to help you. Let me serve as your virtual personal assistant and show you what to look for when buying a printer.

          Nobody wants to purchase something, only to wonder if they made the right decision, or worse yet, feel guilty for having purchased something that they didn't know if they should get or not. All of the questions I am about to ask you are meant to help you come to a confident decision in purchasing a new printer, whatever that decision may be.

          What Will You Use The Printer For?

          The first thing that you need to determine is what the printer will be used for. Not answering this question is like buying a car without giving any consideration to what the car will be used for. Why would you purchase a gas-guzzling SUV when your commute to work is an hour or more away? You don't want to buy more than you need, and you also want to make sure that whatever you purchase is the right fit for your needs.

          Will your kids primarily be using this printer so that they can print out their homework assignments? Will you be using it for light home-office work, or is this a business printer that you will be purchasing? Will you be printing lots of photos? How about your kids, will they be using it? If so, that means that you will want to get a colour printer. If not, you can probably save a lot of money by purchasing a monochrome printer.

          How many people will be using this printer?

          The reason you want to answer this question is that you want to make sure that the printer is hefty enough to meet your needs.

          For example, printers for home use will generally have a printer capable of about 250 sheets of paper. In contrast, small business printers will have a much larger capacity for paper, usually from multiple feed trays.

          Also, a plan for growth. In other words, if you are going to use this printer for your business, don't plan on purchasing a printer for the staff you have now. Purchase the printer that your staff will grow into one year from now-plan to grow into it. Don't just get the bare essentials.

          Knowing just how many people will be using the printer will help you determine if you require a workhorse printer or not. Do you need it to print very fast, one that can handle the heavy volume or just a simple printer that you will use once in a while?

          Are you purchasing this for Home use for Business use?

          You need to answer this question because if you are using the printer for home use, it just won't get used as much as a business printer would. Even if you think that your kids will be using it for school projects, etc., a printer used for business will almost certainly get more use than one used in the home.

          The more people that will be using the printer, the more robust of a printer you will need to purchase. Why? Because workhorse printers are designed to work like a horse.

          You don't want to buy more than you need, and you don't want to buy something that does not quite match up to your daily use. In either case, you won't be happy with your purchase.

          Here are five things to consider when purchasing a printer.


          Image Quality

          Depending on your target market, your image quality requirements may differ. Here are a few points to consider:

          Resolution- Printers that can produce a minimum of 1200dpi print resolution would suit fine art reproduction and photography well. Most printers have many resolution modes, so be sure to find one that has a wide range of capabilities in terms of print resolution (an example would be 360dpi-2880dpi, covering various modes in between).

          Colour Gamut- Some newer printers have improved ink sets which widen the printable gamut you can achieve. Gamut comparisons are sometimes included in printer brochures or information kits, so check the available downloads at the manufacturer's site. Another quick way to judge achievable gamut with various printers is to download the manufacturer's included ICC profiles for the printer you are considering. 

          Density- Ink density translates to rich, deep, vibrant colours. Different ink sets can achieve higher or lower ink densities, so it's important to compare printed samples. If you have a densitometer, try to get black and white photos and take delta readings of the black ink density. This is usually a good indication of which ink set can yield higher densities.

          Ink Droplet Size- Droplet size is typically measured in picoliters, so look for a printer capable of droplet size of around 4-12pl. A lower number means a smaller droplet, and a smaller droplet translates to a sharper image. Some printers have a larger or smaller droplet size, so a printed sample of a high-resolution image will help you determine if the prints will be sharp enough. A general rule is the droplets should not be visible to the naked eye from the intended viewing distance of the print.

          Ink Configuration- Printers have a variety of ink configurations generally ranging from 4 colours, 6, 8, and 12 colour machines. Generally speaking, the more colours a printer has, the wider the colour gamut it can achieve. But this is also relative to the quality of the profile that is being used for printing as well. The inclusion of Orange and Green inks on many new printer models contribute to a wider gamut and more attainable colours. Light versions of existing colours (Ex: Light Cyan, Light Magenta) help in smoothing gradations and improve black and white printing.

          ICC Profiles- Are there available ICC profiles for the media you wish to use? If you manage your colour, is the printer easy to profile? Does the printer accurately reproduce colour over time, or does it need constant re-profiling? Look for product reviews that mention profiling capabilities.

          Size & Speed

          The size of the printer will depend on what image sizes you wish to offer. Do you currently own a 17″ wide printer and are not sure whether to invest in a 24″ or make the jump to 44″? If you can't answer this question, let your customers help!

          Determine what sizes are most requested, and this will be a great starting point. Ask your customers what sizes they would be most interested in if you had larger print capabilities. Look at what print size options are available on the web, and you'll get a good idea of what's most common.

          If you print canvas, determine how much additional canvas you'll need for stretching when you have larger print capabilities. This can be factored into the total print width that the printer is capable of. Wider printers usually can handle longer and heavier rolls, which can translate into overall media savings (versus printing sheets or shorter roll lengths).

          Speed is an important aspect that should not be overlooked if you need to achieve a particular amount of output each day or week. Keep in mind that faster print speeds typically mean a decrease in image resolution, so find printers that can achieve faster speeds while retaining resolution.

          Be aware that in some cases you may have to compromise quality for speed or vice versa. As stated above, most printers have various settings for resolution, so test a few methods and see what the best results are in terms of speed and quality combined.

          Media Handling

          Make a list of everything you currently print on. Now add the media you would like to start using to that list. Newer printers have expanded capabilities for 3rd party media, so find a printer that can handle everything you wish to throw at it! While some printers might be better suited for photography, others may be geared more towards outdoor signage and short term graphics. Do you know what other printmakers in your target market are using?

          Media thickness is also something to consider, so look at a printer's specifications sheet to find out what paper thickness it can handle. If you can see the printer in action, make a note of how it handles various media that is loaded.

          Does thick media load easily? What about sheet-fed media and manual loading trays? You certainly don't want to struggle to use your new printer, so look for these points when demoing a new printer.

          Ease of Use

          Sometimes we get so caught up in features and specifications that we forget the importance of usability. Having a printer that is easy to use means less frustration and troubleshooting. If there will be more than one user, production can be seamless if there is less guesswork with the printer and its settings. Ask these questions when trying to determine the ease of use:

            • Is it easy to unload and load media?


            • Is the printer's control panel easy to navigate through and understand?


            • Is the printer driver easy to set up and use?


            • How much control does the printer give the user?


            • Is it easy enough to show others how to use it?


            • Can you save customized settings and details from recalling for future print jobs?


            • Can you hit "Print" and walk away?




          Usually, the most overlooked aspect when buying a printer is product support. Struggling to get a product working properly can be quite a frustrating experience. Before buying a printer, find out what's supported:

            • Is phone/email support included?


            • Does the technical support staff respond quickly?


            • Do you have access to an expert or experienced users?


            • Are parts end-user replaceable? Do parts require a service technician to replace?


            • Is there access to tutorial videos and instructional documents?


            • If there are any known issues, are there working solutions or workarounds?


            • If my printer completely goes down, how long before I'm back up and running?



          Laser or Inkjet?

          Laser and inkjet are the two main types of printers that a business must decide between. The main difference between the two is that an inkjet printer uses ink to print documents, while a laser printer uses a laser.

          However, additional minute differences between the two exist that can lead to discrepancies in speed, image quality, and functionality. Based on your needs, you may favour one type of printer over the other.

          Laser printers are best suited for those who:


            • Print high volumes of black and white documents


            • Need fast printers with large print capacity


            • Do not need gallery-quality photo prints


            • Need a printer for an office− Laser printers tend to be large and heavy, which makes them less suited for home offices


            • Don't mind that toner cartridges tend to be more expensive than ink cartridges for inkjet printers− However, keep in mind that while they're more expensive up-front, they last much longer than ink cartridges



          Inkjet printers are best suited for those who:


            • Require high-quality images− Inkjet printers have better tonal variety and are better at blending colours


            • Print on a wide variety of paper types− Laser printers cannot print on paper that's heat-sensitive, which limits the types you can use 


            • Don't print that often− These printers tend to be slower, and their paper trays may not hold as much




          The level of customer service you experience with a local dealer cannot be beaten. In general, small local businesses have lean teams that can afford to personalize your experience and consistently follow up to ensure that your needs are addressed. 

          Local dealers build service pricing into your contract, which makes any repairs easier to budget for. Additionally, since your local dealer's shop is located nearby, they can usually send a technician to your location to fix your machine that same day. 


          While a printer from a major retailer can be cheaper, the prices they charge for cartridges can be as much as five times more expensive than local dealers. Both major retailers and local dealers can negotiate with you for lower prices on machines, but local dealers can keep cartridge prices much lower.

          Local dealers try to maintain margins through their service contracts, which is why they value keeping cartridge prices low in an effort to have business with a customer consistently. Major retailers know that a customer may only need a cartridge every few months, which is why they charge so much.

          Additionally, when factoring price into the purchase of a printer, consider downtime costs. If your printer purchased from a major retailer breaks, you may be out of a printer for a month while you ship away your printer for repairs. The costs associated with this scenario can quickly add up, as opposed to a local dealer who can usually fix your printer that day.

          If you don't print that often and business operations wouldn't be greatly hindered from printer downtime, a major retailer could make more economic sense if their machine prices are lower.

          Consider A Managed Print Service

          Taking something from printer Ok

          Didn't consider all the factors involved when working out a desktop printing plan for the office? You're not alone!

          If it seems overwhelming, you may want to consider a managed print service, (or MPS.)

          Managed print takes desktop printers off your organization's plate entirely. A good MPS program will provide your toner, service, and supplies without a hitch. They may even be able to offer a replacement program for select devices! This means that your purchasing department is juggling toner orders, and IT doesn't have to waste their valuable time taking care of a busted printer.

          An MPS provider can not only provide guidance when it comes to purchasing new printers; they can help your operation function effectively enough to reduce replacements, to begin with!

          If you're interested in the benefits of a managed print service, we'd love to chat with you. Our Kloud is one of the leading office technology companies in Melbourne. We'd be happy to chat with you about your environment and can even provide a free print assessment to calculate your current fleet's total cost of operation accurately.

          Aside from the type of printer and price to run it, a number of other factors are worth considering. These are features that might make a printer a little more suitable for the way you intend to use it. Printers with larger touch screen readouts are nearly always easier to operate than those with extremely small ones. Likewise, larger paper trays need filling much less often than small ones do. Many printers will also scan documents, making them a little more useful than models that don't have that function. Print quality is also important, as is the print speed for those who plan to print multiple pages at a time frequently. Lastly, compact printers take up much less space on your desk than do larger ones, leaving more room for other, more important items.


          What is the difference between scan and copy?


          What is the difference between scan and copy?

          These days there are so many different options for copying and scanning documents and images that choosing one can be mind-boggling. There is no definitive "best" option for everyone. Thankfully, small-business owners can choose the features that are best for their applications by taking a good look at the differences between scanners and copiers.

          So many people conversationally lump copying and scanning together perhaps that's due in part to so many offices today having a multifunctional device, which negates the need for specifying the difference when you're asking someone to run over and "scan me a copy" or something. "What's it matter, anyway? I mean, 'copy vs scan' is an essential thing, right?" Well, they might seem similar, but you find rather quickly that understanding what the difference is between devices and functions is a necessity when it's time to go shopping for a new one.

          This is especially true when you consider that just about every help-article out there starts with something like, "understand what you need" as the first step to buying a new MFP. Does your office need to make physical copies? Or do they need to scan in papers so they can add them to your office's document management or e-filing system? Maybe that results in looking at a SOHO MFP versus an Office MFP versus some individual scanners for your employee's desks.

          Photocopiers are pretty standard pieces of office equipment, has been a mainstay in most offices since the late 1970s and early 1980s. But as digital technology improves and becomes increasingly more affordable, a paper-free piece of technology like a scanner could meet all of your document reproduction needs and replace your traditional copier. Copiers and scanners operate in similar ways, but how they output information is much different.

          The History of the Copier

          The history, or evolution, of the copier, is very similar to that of the digital camera. It started in the 1970s with an optical scanner using a bright light flashed onto the original document and then reflected a light-sensitive drum. The drum had an electrical charge making an exact negative image of the original. Then a piece of paper with another electronic charge passed over the drum to adhere to the toner and produce the copier. This is why it was originally called a "photocopy."

          Over time, demand and competition required copier manufacturers to innovate and build new features into the copiers so that they could do more in the office. Soon, features like network printing, scanning, and faxing all became required operations of the device.

          Up until the year 2000, copiers were analog devices that had optical mechanisms in them. When they evolved into a digital device with the ability to store multiple documents on a hard drive, it opened the world to the ability to make multiple copies of a multi-page document, separating, sorting, and many other new features. Then networking arrived, and that made it much easier to print to the device and to share or distribute digital copies/documents.

          During a similar timeframe, the computer printer was evolving down the same path. Manufacturers of printers were looking for ways to make the digital laserjet printer more useful in the office.

          So, if you look at the difference between a copier and a multifunction printer, it was more of a convergence of two different office technologies that evolved into the products we have today.

          How's it similar to the digital camera? Just like the evolution of the copier, the consumer has pushed manufacturers to be more competitive and to drive innovation. Yesterday, or not long ago, we were capturing images with a digital camera. Everyone had one, but then came the transformation of the cell phone. Manufacturers of the cell phone were looking to provide more use and value for their devices. The hardware for digital optics was being miniaturized, and the same thing was happening to storage as well as the overall costs, so it made sense for these technologies to merge. One of the first major technologies added to the cell phone was a digital camera. Now it's difficult to buy a smartphone or a cell phone without a digital camera built into it.

          What Is a Copier?

          A standalone copier's primary function is to copy documents onto paper and in volume. It has a flat piece of glass or takes pieces of paper individually through feeders, records an image of the document, and prints duplicates of the document. Copiers output different sizes of paper, depending on the make and model. Likewise, some create colour prints, while others deal only in black-and-white.

          What Is a Scanner?

          Scanners work much like copiers, taking images of documents that you place on a piece of glass or insert into a reader space. Scanners create digital versions of the images and store them on your computer. You control the input settings and select the resolution for the scans and can use the digital files for a variety of things, from viewing on your computer to emailing to coworkers.

          What is a Multifunction Printer?

          An MFP is a multifunction printer/peripheral/product, all-in-one or multifunction device (MFD) which incorporates multiple functions into one office machine. This device decreased its overall space that it took up on the floor and can be accessed by the entire office if needed.

          Typical MFPs today can copy, scan, print, fax, and email documents. Additional add-on software can allow them to do even more to manage the document workflow and secure documents so that an organization can increase efficiency, control access, or meet industry compliance guidelines.

          Different Results of Scanning and Copying

          The beginning steps of scanning and copying are identical: you place a document or image in the machine, push a button, and the machine acquires a digital copy of the image. The results, however, are quite different. If the machine is a copier, it simply prints the digital image onto one or more blank sheets of paper. If the machine is a scanner, it stores a digital copy of the image on a memory card or USB device, or it transmits the image to a computer.

          Different Hardware

          The three most popular types of machines for copying are a dedicated copier, an all-in-one (also called multifunctional) printer, and a fax machine that is able to copy images. Scanning, on the other hand, usually requires a computer or a memory device in addition to the scanner. A scanner is most effective when partnered with a computer to allow images to be edited, emailed, printed, and saved to disk. A computer is not required if the scanner saves to a memory card or USB device. Some scanners also scan to email or transmit scanned images wirelessly to portable devices. All-in-one printers add the option of scanning documents and then fax them.

          Different User Skills Required

          Copying documents is generally a simpler process than scanning. Most copy machines require users to push a single button to instigate black-and-white copying and a second button for colour copies. Additional buttons dictating such options as print quality and a number of copies are usually not difficult to master. Users will also need to know how to load paper and perhaps clear paper jams. In addition to those skills, scanner users will also need a basic knowledge of computers in order to manage the scanning, editing, printing, storing, and transmitting of scanned images.

          Choose the Best Machine for Your Applications

          Business owners who are thinking about buying a scanner or copier should begin with the end goal in mind. If the paper is your medium of choice for document transmission and record-keeping, a copier will likely suffice. If you value paperless systems, use a scanner. Scanners generally give you more options since once the digital image is on your computer, you can always edit, email, or print it. You can also easily store backup digital copies of your scanned documents in remote locations. If you are uncertain which machine will suit you best or if you want the capability to both copy and scan, consider purchasing an all-in-one printer since that will give you all the options of copying, scanning, printing, and faxing. (Note that not all all-in-one devices include the ability to fax.)

          So what's the difference?

          You walk to the office's MFP and pop a document in the machine, push a button, and the machine creates a digital copy of that image/paper. What happens next is why they are different. If you're scanning, you might get a prompt on the machine's display to let it know what to do next; send to your email or a folder on the network. Maybe you are using your MFP's auto document feeder to scan in a large number of pages to send to your advanced capture software for processing and sorting before it moves on to archival. There are a lot of options and destinations a digital image could head towards, but I think you get the gist. However, if you were making a copy, that digital copy of that image/paper your copier just made is stored long enough to create a duplicate print of the original.

          While scanners and copiers operate in much the same manner, their output is different. A copier transfers documents directly onto the paper. It can copy large volumes at once without having to go through a computer, whereas a scanner creates digital versions of the documents that live on your computer. Instead of producing hard output, scanners only convert the document to a digital format; they have no output trays, ink systems or printing capabilities. Some multifunction printers have scanners built-in, in which case the scanner doubles as a copier as part of a multi-purpose machine.

          Advantages and Disadvantages

          Some advantages and disadvantages can greatly affect your bottom line, so understanding the difference might save you money when you go shopping for that new device for your office. They might look the same on the outside. Still, copiers are typically a much simpler device for your employees to operate without the need for all those extra buttons and functions you'll find on a multifunction device. They're designed to create copies, so they do it with great efficiency, but having limited functionality might not be the best bang for your buck when you're thinking about the needs of your business and the available real estate in your office for devices such as this. Scanners, on the other hand, are incredibly useful for creating high-resolution digital images from text or photos which you can send to any destination. If you're only in need of a scanner and not an MFP or printer, they can be a bit smaller than the office copier (depending on the device) too. Though it's not uncommon to see a great scanner paired with printing functionality so if you wanted to copy a page or two, you could essentially accomplish the same task with this pair as with a simple copier. Plus, you get all the benefits of the additional capabilities that a scanner can offer mentioned earlier. Today's manufacturers have a pretty large variety of machines to browse through, but feel free to reach out to us if you need some help.

          Scanners are useful for creating high-resolution digital images from text or photos. You can then send the digital copies via email or share them over your network with other people. Scanners usually operate page-by-page, which makes them slower than copiers, which handle multiple pages in quick succession. Additionally, copiers create multiple copies of your scanned documents, so reproducing large documents is quick and fairly simple. High-end copiers may also collate and staple sets of documents, which isn't possible with scanners.

          Copying will produce a paper duplicate. Scanning will create a digital copy. You enter an email address, and the machine will send a pdf copy of your scan to this email address.

          Copier vs. Multifunction Printer

          It's important to realize that a networked copier that performs several functions is different than a standalone copier. A standalone copier is a machine that you must walk up to in order to use; you can't send a document to be printed from a computer, in other words. Standalone copiers are a good option for organizations that make a large volume of copies every day and are often used in law firms or accounting firms.

          Comparing Function

          A standalone copier's function is quite self-explanatory: it copies documents. Copiers that are networked and perform several functions often print, scan, copy, and fax.

          A multifunction printer, on the other hand, is designed with multitasking in mind. MFPs generally print, scan, copy, and fax, as well as a copy to file (such as creating a PDF from a scanned document).

          Comparing Features

          This is where copiers and multifunction printers become more different. Copiers and MFPs have different features that lend themselves to a different use. Copiers are well-suited to heavy use and document production. Copier-based machines are often designed to do heavy-duty work with finishing features such as binding and sorting.

          Multifunction printers function well for everyday office use. They can handle the brunt of regular scanning, copying, faxing, and printing, and are generally a good all-around machine for the office to share.

          Photocopiers are standard pieces of office equipment and have been since the 1970s. As technology has developed, the majority of photocopiers in offices today are 'multifunction' devices. It can be hard to distinguish the difference between a photocopier and a scanner as they appear to operate in similar ways, yet the method of output is vastly different.

          The beginning processes of photocopying and scanning are identical. You place a document on the platen - the flat glass surface on the top of the device, or in the document feeder (which allows multiple sheets to be copied or scanned at once). You then push a button, and the machine acquires a digital image of the document.

          The next stages of the process are quite different, however. If the machine is a photocopier, it simply prints the digital image onto one or more blank sheets of paper. If the machine is a scanner, it stores a digital copy of the image and transmits it to a computer (via email or network), or stores it on a USB or memory card.

          Copying documents is a simpler process than scanning. Most photocopiers require users to press a button to start the photocopying process. Additional buttons are available to change the print quality or increase the number of copies. In contrast, scanning requires users to have a basic knowledge of computers to manage the transmitting, storage and editing of scans. When you press the button for scanning, you may be faced with a pop-up message, asking you what to do next - scan to folder or email.

          Scanners are the tool for business owners that want to go 'paperless', yet if the paper is your medium of choice for document transmission and recording, then a copier will suffice. However, any devices combine the two functions today. Multifunction devices combine a printer, copier and scanner into one device, giving you all the options, as well as the option of fax.