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Purchasing a photocopier can be an overwhelming task with all the technology and models available in the market. One can easily be confused with all the options and end up getting a photocopier that does not suit his needs. Copiers range from a few hundred pounds and can go up to thousands of pounds for a top-of-the-line model. Simply fill out the quotation form above and we will match your request to the most suitable suppliers in your area, so you can compare quotations from multiple supplier from just one form.

What do I need to know before buying?

You should first assess both your present and future requirements. Years ago, a photocopier was just a simple machine. Now there are many models to choose from. If you are not careful, you may end up with a model that does not suit your needs and you end up wasting money. Before deciding, list down your requirements such as:

  • Your current volume for copies
  • Your printer needs
  • The number of copies you will make after 6 months or 1 year
  • Is black and white sufficient or will you need to make color photocopies?
  • Do you need additional functions when you expand your business? (fax, scan, email, etc.)

Purchasing

When you buy your own equipment, you are not tied down to any contracts that may be hard to terminate or may require you to pay a fee. You own your machine and you can declare it as an asset. The costs are also lower in the long run.

On the other hand, you need to be ready to shell out a huge amount of money upfront. If you are not ready for it, you may need to apply for a loan and that will require you to pay interest which can make your purchase price more expensive. Finally, you are responsible for the maintenance and any repairs that you may need.

Rental

Small businesses have limited budgets so suppliers are helping them by offering photocopier rental. Aside from the lower initial cash outlay, a rental agreement is also more flexible. Owners are given the option to upgrade their machine if they suddenly need to.

Monthly costs are fixed so budgeting can be done ahead of time. On the other hand, costs can be higher in the long run. You won’t be able to just terminate your contract when you no longer need the machine. You have to finish your contract or pay a termination fee. There is also a lot of paperwork and negotiations involved when renting.

Reviewing the Maintenance/Service Contract

You should not overlook the service and maintenance contract when buying any type of device. Read the terms carefully. Repairs can cost you hundreds even thousands of pounds. You have to check for the following:

  • Contract coverage and limitations
  • Fees
  • What happens if a part needs to be replaced? Is it included in the contract?
  • If your machine needs repairs, will they pull it out from your office? If so, will they send a replacement?
  • Are there technicians available to service your machine? If so, how long is their response time?

Don’t be afraid to ask any questions. Ask the supplier to explain terms that you don’t understand and make sure you read the fine print.

Office Use

You must determine a few things before choosing a model to be used in your workplace. Answer the following questions to guide you.

  • What is the size of your organization? (small, medium large business)
  • How much is your capital?
  • What is the volume of copies you make each day?
  • How many people will use the copier?
  • What are the functions that you need from this device? (copy only, copy, scan, fax, etc.)
  • High speed or low speed?
  • Capacity of the photocopier
  • Will you be mostly printing on A4 sized paper or will you use A3?
  • Will you use other types of paper?
  • Do you need colour copies or will black and white suffice?
  • Will you need the machine to produce colourful, eye-catching materials?
  • Do you need back-to-back printing?
  • Do you need to reduce or enlarge copies?
  • Do you need a device that can collate, bind, staple and even punch holes in your copies?

Multifunction Devices

Photocopiers don’t just copy. They have evolved into multifunction machines that can scan, print and send fax. You can connect this machine to your network so that you can print documents directly from your computer. These usually have coloured laser printers even if the copier itself is in black and white. You can also manage your files from the user interface or from a remote location. Most models also come with password protection. You can be sure that your documents are safe and you can monitor the use of your machine. These machines usually start at £2,000 for mid-size business usage.

Types of Photocopiers

Portable 

These are usually used by home offices. They are the most basic and most affordable in all the ranges. They can make 500-1,000 copies per month.

Desktop

These are ideal for small to medium businesses. They have some of the features that floor standing models have. These models can print thousands of copies per month.

Floor standing

Finally, these are the biggest and most expensive among the three types. They are suitable for large businesses that require a lot of copies per day. These devices are not limited to copying. They also have fax and scanning capabilities. They can make hundreds of thousands of copies per month.

Top UK Brands

Top UK brands include:

  • Xerox
  • Panasonic
  • Ricoh
  • Sharp
  • Konica Minolta
  • Canon

Additional Costs

There are other costs associated with purchasing a photocopier aside from the purchase cost. Installation and training can involve fees depending on your supplier. Maintenance and service agreements also come with a hefty price tag. Repairs will also cost you a significant amount of money so be sure to review your warranties, guarantees and contracts before signing anything.

Running costs include toner, ink cartridges, papers, etc. depending on the functionality of your equipment.

Choosing a supplier

Read reviews about different suppliers. You can also ask for referrals from colleagues and friends. Ask if the machines have undergone laboratory testing. This will give you peace of mind that your machine can perform even during hectic days. See if they have garnered industry awards. Ask for a demonstration or better yet, ask for a test drive. Most suppliers will be happy to install a test model in your office for a specific duration. You will be able to see if the device is user-friendly and if it can improve your efficiency and productivity.

Make a side-by-side comparison before deciding. You may find that you can work with a lower end model for a cheaper price. You may also discover features in a higher model that you can use for your company’s growth.

It’s not advisable to just rely on salesmen recommendations to purchase your photocopier. You should at least have an idea of what you need, what you want and what to expect from the machine. You should do a bit of research before meeting with suppliers. Don’t be afraid to ask questions and have them explain things that you don’t understand.

If you don’t have the time to go through each supplier in your area, simply fill up the form above and we will match your requirements with the best vendors in your area.