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Things to Consider Before Buying a Photocopier

When buying gadgets or equipment, the most common question is
“what’s best for my company?” With so many models available in the market, it is no surprise that people will ask this first before choosing one.

Here are a few tips to consider before investing in a photocopier for your company.

Buy, Rent or Lease

First of all, you should decide how you are going to acquire your machine. Buying is easy as you will definitely have no problems with the machine breaking down too soon. You will also be given a warranty so you are protected for at least a year.

If you are buying second hand equipment, check the original date of manufacture. If it’s over 4 years old, look for another seller.

Leasing is an alternative to renting and can be more cost effective if you lease the equipment for a 3-5 year period. You will need a small cash outlay for this type but you will get tax benefits for your company. It is also flexible and allows you to upgrade or downgrade any time during your contract.

Renting is more flexible than leasing as they are available on weekly, monthly, annual and even daily terms. Be sure that your provider does not tie you into a fixed time period. Renting is more expensive than leasing because you are not committing to a long term contract.

Consider your long term usage

Consider your long term cost when choosing a model. Running costs depend on the type of machine you choose. There are other costs such as toner, drums, fusers and other consumables. These parts are supposed to last for 5 to 7 years on a new machine but if you print large volumes daily then they may not last as long. In general, experts say that the more expensive the hardware is the less running costs you will accumulate.

Frequency of use

Check for a model that you can take advantage of all the features. If there are some things that you won’t use, skip that. If you have a small print volume, you are okay with an entry level model.

What are you going to use it for?

Do you require just black and white printing or will you make coloured presentations and materials? Colour machines are more expensive. Are you going to print double sided? Will you be using A3 paper?

Maintenance and Repairs

You will be offered a maintenance package. This is very important especially with second hand units. Choose a supplier in your area so that you can have an engineer quickly if your equipment breaks down. Ask about their response time and make sure these are all included in the contract. Ask about spare parts as these take the most time out of a repair. If they need to be ordered, will the supplier provide you with a temporary machine?

Cost of Consumables

As mentioned above, you need to take into consideration the cost of toners, paper, etc. Look for a vendor that can supply you with your consumables quickly and cheaply especially if you print in bulk.

It is also important to note that some manufacturers require owners to use a certain brand or type of paper otherwise the warranty will be void.

Printing Speed

This area is more of a concern for companies that do bulk printing as they need to finish the work fast. If you are always on a deadline, compute if the unit’s speed can keep up with your requirements.


Will you need stapling? If you do this by hand, it can be very time consuming. Some models can do this as well as sort pages in the correct order. There are so many features to choose from and sure they will cost you more but if the benefits outweigh the costs then go for it.


Some units are okay to place on a desk while some need ample space and a dry level area around them for optimum performance.


This is for those who are buying high-end equipment as they usually require training because of all the complicated functions. Ask your provider if they will give your staff free training. This is better than poring over manuals for hours and hours.

Now that you have a general idea of what to look for you can be sure to get the perfect machine for your company.

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