10 Tips for Finding Affordable Office Copiers: How Much Do They Cost?

As a business owner, you're always looking for a way to cut back on your spending. Unfortunately, a lot of businesses are overpaying for services and equipment, from telephone services to printing supplies.

For businesses both small and large, office copiers are an integral part of the workplace. A single office copier can function as a major workstation for every employee in the office, which means that you need it to withstand a lot of use.

Office copiers can cost anywhere between $2,400 and $30,500. With a range that big, it can seem impossible to find an affordable model that doesn't skimp on quality.

Today, we're here to help. Read on for ten tips that will make it easier to find affordable office copiers for sale that will meet the needs of your business.


1. Stop Buying from Retail Giants

One of the biggest mistakes you can make is sending your office supply manager to a retail giant (think Best Buy or Target) to purchase your office copier. Why?

Big box stores tend to sell printers and copiers for home use, not office use. Sure, you can find a model for around $200, but at the rate you need to use a copier in your office, you'll be replacing it within six months.

cheap office copiers

Even if you can get your hands on a true industrial-strength office copier from a store like Target, you're not going to get the best deal. The best way to find an affordable office copier is to buy it from the manufacturer directly or from an office supply warehouse.

2. Take Stock of Your Monthly Print Volume

Before you can make any choices, you need to think about monthly print volume. Monthly print volume is a simple calculation of the average number of documents you're copying and printing each month.

Just like any other piece of equipment, a copier's lifespan has just as much to do with usage as it does time. If you're using your copier constantly, you're going to want to invest in one that has:

  • a high print speed
  • a high capacity for constant use
  • other features that will make the process easier, like stapling and collating features

This is a big, long-term investment. With a high monthly print volume, it makes sense to invest more in a copier with a higher print speed, which can cost upwards of $8,000. With a low monthly print volume, speed isn't as important, and you can likely get a copier in the $3,000-$5,000 range.

3. Make a List of Must-Have Features

Speaking of features that make the copying and printing process easier, what other features do you need your office copier to have? In addition to stapling and collating, the latest models can include features like:

  • an increased ability to handle different paper sizes, thicknesses, and shapes
  • sophisticated networking capabilities
  • high image quality
  • sharp color printing
  • sophisticated software

The truth is, most small offices don't need all of these features. To avoid paying for what you don't need, make a list of the features you do need.

4. Consider Features You Don't Need

Once you have a list of must-have features, it's time to consider the features you'll never have a real need for. For example, let's say that there are only three people in your office and everyone has access to the same information. In that case, you don't need the kind of advanced software that requires security codes to access sensitive information.

Many business owners can also rule out some of the more expensive multifunction printers that include features like fax machines. Most fax-equipped office copiers cost a minimum of $3,000, which you don't need to spend if you already have a fax machine. Don't pay extra to double up on equipment that you already have.

5. Weigh the Pros and Cons of Leasing Your Office Copier

Some companies offer office copiers for lease, which can seem like an appealing option. There are many pros and cons to leasing an office copier, but it's important to understand the facts.

For example, one “leasing pro” you might come across is that leasing allows you to try new models without committing. The truth is that you will have to sign a contract binding you to your leased office copier for a minimum of two years, and sometimes up to five.

The reality is that you will almost always lose money by leasing an office copier, rather than buying one. Imagine that you're leasing an office copier for $250 a month that costs $3,000 to buy. By the end of a single year, you will have spent $3,000 leasing an office copier that you don't own and have to continue to pay for.


6. Calculate Cost Per Print

Another way to think about the cost of your office copier is to consider the cost of supplies. After all, you aren't just paying for the machine, itself. You will also have ongoing expenses to cover:

  • toner
  • ink
  • printer parts
  • paper
  • additional supplies

This is where cost per print comes in handy. The cost per print takes into account how much money you spend for each document you print.

When you purchase an office copier in the $2,000 range, you can expect the cost per print to land somewhere around $0.003 for black and white documents and around $0.1 for color documents. It isn't until you get into the $10,000 range that that number drops substantially, costing about $0.009 and $0.07.

Unless you have a high monthly print volume, you don't need to worry about the cost per print, and can purchase a low-cost office copier.

7. Don't Forget the Warranty

One thing to consider is that sometimes, paying a little more is the right investment when it means accessing services and warranties that will protect your investment. This is an important consideration when deciding whether or not to purchase a refurbished office copier. While refurbished office copiers are almost always cheaper and can arrive in good shape, there's a good chance that the warranty has expired.

Remember, there is a difference between:

  • a copier warranty, which comes from the manufacturer and provides coverage when a copier experiences manufacturer errors
  • a copier service contract, which comes from the seller and may provide longer-term or additional coverage that the warranty excludes

A warranty is useful because it can protect you from wasting money on a lemon. If you have in-house tech support, however, you may not need to spend additional money on a copier service contract.

8. Know Your Office Copier Brands

It helps to know more about industry-leading office copier brands. These include:

  • Brother
  • Canon
  • Dell
  • HP
  • Lexmark
  • Sharp
  • Toshiba
  • Xerox

While there was a time when Xerox was the go-to company for the best office copiers, you can now find better deals from Brother and Canon. Don't overspend on a familiar brand when you could save with an office copier brand like Brother.

9. Don't Miss a Single Discount or Sale

There are a ton of ways to save on office copiers, including the expensive models that you've had your eye on for quite some time. The trick is to know when and where to buy your office copier and how to stack up discounts to get the most savings.

Some of our top savings tips include:

  • buying at the end of a sales quarter, when vendors are trying to hit their quotas and offering discounts
  • buying a less popular model that is more likely to go on sale due to a surplus of stock
  • see if you qualify for special pricing contracts (often available to nonprofits, school organizations, government agencies, etc)
  • buy in bulk if you need more than one
  • search and apply online discount codes

With all of that said, don't put off your search for an affordable office copier until you're in dire need of a new one. Desperation too often leads to full-price purchasing.

10. Outsource Your Research to the Experts

We know what you're thinking: who has time to do all of this research? Who knows how to find discount codes and track sales with ease?

The answer is us. We don't expect you to do all of the heavy lifting, yourself. With our proven process, you can find all of the office equipment you need at the lowest prices available. Don't hesitate to outsource when money is on the line.

Let Us Find Affordable Office Copiers for Your Business

If you're in the market for office copiers for sale, let us help you. Our job is to hunt down the best deals on the internet so that you can get all of your office equipment and supplies at an affordable price. The best part is that our services are free of charge.

Want to learn more about how we can help you? Contact us with any questions today. Otherwise, dive in and start using our pricing tool to find the best deals near you.


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