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Photocopiers for Small Businesses

Small businesses have a very limited cash flow. Investing in a piece of equipment can be a hard and agonizing decision for the business owner. Luckily, there are ways in which he or she can avoid shelling out a huge amount of capital which can otherwise be used to expand the business, buy stocks or just invest in other things.

A photocopier is one of those devices that most (if not all) offices need. Now it is called a multifunction printer as it is packed with different features and functionalities. When buying a photocopier or MFP, you should consider a few things:

  • Purchase price
  • Monthly cost of the service contract
  • Toner or ink cartridge
  • Paper
  • Usage
  • Electricity requirement

Here are a few great suggestions on which photocopiers to buy for your small business.


Ricoh has many different models of black and white and colour multifunction printers. For small businesses, the MP series stands out.

Ricoh knows that you need effective and professional communication to make your business flourish. The photocopiers in this series have outstanding paper handling. They can swiftly take care of your everyday tasks. A device in this line is the answer to your growing office demands. If you have a complex network environment, this unit is perfect for you as they feature a wide variety of digital distribution functionalities.

Features and Benefits

The machines in this line have speeds of 16 to 20 pages per minute. The MP2000 has standard duplexing. They have a large paper capacity (1,350 to 1,600). You can get an internal one-bin tray for the MP2000. They also have an optional 30 or 50-sheet ARDF.


The machines in this line use electro photographic printing and twin laser beam scanning. The copy speed is 20 per minute. The resolution is 600 dpi. They are capable of up to 99 multiple copies. The devices warm up in less than 15 seconds. The first output comes out in less than 6.5 seconds.

Zoom specs are 50 to 200%. They come with a standard 16MB memory. The standard paper input capacity is 2 x 250 sheets for the paper trays. The multi-bypass tray can handle 100 sheets. A duplex tray is also available. Maximum input capacity is 2,000 sheets. Standard paper output capacity is 250 sheets from the internal tray.

The standard trays can fit A5-A3 papers. The Bypass tray, A6-A3 while the duplex tray can fit A5-A3 sizes.

The devices weigh only less than 47 kg and they can fit perfectly in any small space. They are Energy Star certified. They only consume 1.28kW when they operate and only 45 W in energy saver mode.


Another industry giant when it comes to photocopiers and multifunctionals is Canon. Their series of imageRunner photocopiers are great for small to large offices. The compact models in this line are perfect for any small office space.

These are highly productive A4 multifunctionals for busy offices and even small workgroups. They are compact so you don’t have to worry even if your office is small. The devices in this line are high speed. You can be sure to have a productive machine whichever model you choose to buy. The multifunctional capabilities save time while you save money with their cost-saving features.


The devices in this line are capable of printing, scanning and copying. You can also have fax capabilities if you want. You can experience speeds of up to 30 pages per minute. They are capable of handling 2,300 sheets of paper. There is a 5.7” LCD touch display screen that you can tilt for maximum comfort while you work.

You can have an optional staple finisher. These machines are network ready and they have PCL and PS support. They are energy efficient. They have e-Maintenance and uniFLOW capabilities.

The LDAP search feature makes distribution to email quick and easy because of the rapid address resolution. You save time and improve office workflow. You can send scans directly to email in full colour. You can also scan or print from a USB stick.

You get great cost transparency because you can track and charge specific print jobs to departments, individuals, locations and projects. Because of e-Maintenance, you can further improve your uptime through automated meter readings, remote diagnostics and monitoring of consumables. With click charging, you only pay for what you print.

The built-in security features allow you to hold prints until the person responsible for them identifies themselves through a PIN number. You can prevent documents piling up in the output trays and risk confidential information being viewed by unauthorized people. You can store up to 100 at a time. The Canon uniFLOW solution can be combined with card security systems so users can instantly access and print as many jobs as they wish. After printing, these jobs are automatically deleted for document control.

This brand is environmentally responsible. Their machines are Energy Star certified. They have an exceptionally low Total Energy Consumption rating. They consume as little as 1 W in sleep mode. The double-sided printing capability saves money, time and paper.

You can easily connect the device to your network and seamlessly integrate it into your existing IT infrastructure or print environment. It can easily sit alongside all devices in the imageRunner line for mixed fleet deployments. Once connected, it provides centralised and remote management of the entire fleet.


The speeds range from 30 to 50 copies per minute. They are all capable of handling A4 papers. The first copy comes out in 5 seconds or less. You can expect clear copies with the 600 x 600 dpi resolution. You can produce multiple copies up to 999. You can reduce or enlarge your documents from 25 to 4005. Other features include 4 on 1, ID card copy and collate.

The machines use monochrome laser beam printing. They have automatic double sided printing. They support JPEG and TIFF files.

The standard paper input is 550 sheets for the paper cassette and 100 sheets for the multi-purpose tray. You can get 3 optional 550-sheet cassettes. The max paper input capacity is 2,300 sheets. Paper output capacity is 250 sheets.

Finishing capabilities include collate, group and staple. They support plain, recycled, colour and heavy papers. They also support envelopes, transparency and labels. The paper sizes that these models support include A4, A5, B5, letter, legal, Executive and STMT.


You can purchase, rent or lease a photocopier. There are many benefits to each one. For tax purposes, it is best to consult your accountant to determine if you should rent, lease or buy a brand new unit. There are articles in the archive that discuss the pros and cons of buying, renting or leasing equipment. Take a look before you decide.