FAQs
What type of copier and printer devices are available?
Multifunctional Devices (MFDs)
Multifunctional devices (MFDs) – sometimes known as multifunctional printers (MFPs) – are able to copy, print, scan, fax, email and more, with modern devices integrating cloud solutions. Multifunction devices can come as desktop A4 devices or as larger A3 floor-standing devices. These devices can often be fitted with a range of staple/ booklet finishers or additional paper trays/cassettes.
Desktop Photocopiers
Suitable for small office spaces or for individuals to use, desktop photocopiers are still capable of performing essential tasks that you would expect from larger devices. However, they are usually – but not always – limited to A4 printing, copying and scanning at fairly low volumes.
Single-function printers
Suitable for home office use, these devices offer printing capabilities suitable for low volume usage. They too are often limited to A4 document printing.
What would be most suitable for my requirements?
There is a very wide range of photocopiers on the market. As such, there are many purchase options and maintenance considerations to be made.
Before committing to a decision, there are some key questions you must ask yourself to ensure you acquire the correct device:
- How much paper do you currently use per month?
- How many devices will you require?
- Will you need colour or just black and white copies?
- Do you need additional functions such as faxing, emailing, scanning, stapling or secure printing features?
How much does a photocopier cost to buy?
An important factor to consider when purchasing a photocopier is the cost. The price is influenced by features such as: output size, output speed, capacity and features.
There is the option to buy remanufactured devices for a lower cost than buying new devices. The lowest-cost models will often only be able to produce A4 prints and copies, whereas more expensive models can handle increased printing sizes.
Buying a device outright comes with advantages and disadvantages:
Advantages
- Full ownership of the device
- Increased freedom of use (can be sold or disposed of at any time)
- Single payment made when purchasing
Disadvantages
- High upfront cost
- May require a loan or increased funds
- The value will decrease over time
You must also look at long-term costs for the business, such as:
- Adding a service agreement
- Cost of consumables
- Depreciation
Can I rent / lease a printer/copier?
As buying a photocopier outright carries an initial expense, many organisations choose to lease or rent the hardware. Leasing often provides the customer with the option to upgrade the machine during the term, which gives the business more flexibility.
Companies generally decide to lease a device thanks to manageable monthly payments which give them the ability to budget more efficiently. The latest photocopier can be procured without having to make a major down payment or purchase.
Renting or leasing a device comes with advantages and disadvantages:
Advantages
- Fixed monthly costs for easy budgeting
- No upfront payment or initial funding
- Flexibility to upgrade during the term with no additional cost
Disadvantages
- Long-term payment consideration
- Billed every month or every quarter
Do I need a maintenance agreement?
Deciding on a photocopier involves having complete accountability for maintenance. You must decide if you would like to have a maintenance and service agreement in place, or face managing these aspects internally.
A service or maintenance agreement (Managed service) on a photocopier or printer will often include:
- Toner, ink and other consumables – not including paper
- Servicing and maintenance of devices – this may or may not include proactive maintenance or annual checkups
- Types of support available
- Remote monitoring of toners/consumables and automatic replenishment
I’m currently stuck in a contract and want to change
Are you frustrated with your current supplier or contract? Our selected suppliers can help with this. They can settle any outstanding payments within a new deal. You can switch your rental and servicing to a more reliable and cost effective supplier and solution. We can put you in touch with specialists in this area, so feel free to mention this when requesting a quote.