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There is a wide variety of photocopiers available, each offering its own functions and benefits. There are also many different purchase options and maintenance plans available, which you would need to consider before deciding on a photocopier.

Before making a decision, it’s important to ask yourself some key questions to ensure you’re getting the right device for you. Consider:

1. How much paper do you currently use?
2. How many devices do you need?
3. Will you be printing in colour or just in black and white?
4. What size paper do you print on?
5. Are there any other additional features you need, such as scanning, emailing, faxing or secure printing functionality?

The price of a photocopier varies depending on a range of factors such as output size, output speed, capacity and features. The cost of a copier is an important aspect to consider when choosing which to purchase.

The lower-priced models can often only print on A4 paper and make A4 copies, whereas more expensive models can handle differing printing sizes. You can also buy remanufactured devices at a lower cost than new devices if you’re looking to save money.

There are a number of advantages to buying a photocopier:

1. You fully own the device
2. You only have to make a single payment when purchasing
3. Increased freedom of use with the option to sell or get rid of the machine at any time

But there are also several disadvantages to consider when purchasing a photocopier outright:

1. High upfront cost
2. The value of the machine decreases over time, so you won’t get the price you paid for it if you do choose to sell it
3. You’re in charge of organising maintenance and repairs, so you may have to set up and pay for a separate service to organise this

Buying a photocopier outright comes with a big initial expense, and often people don’t have the funds upfront to do this. Instead, they choose to lease or rent a photocopier. This provides them with the option to pay monthly over time, which is easier to budget for, and they often have the option to upgrade the machine during the term, which provides greater flexibility.

Leasing or renting allows a company to get the latest device or the highest-quality device for their needs without needing to make a huge down payment upfront.

Advantages of leasing/renting a photocopier:

1. Payments spread out over time, so it’s easier to budget for
2. No large upfront payment
3. Flexibility to upgrade the device during the term with no additional costs
4. Get the newest machine without needing to pay a huge upfront cost

Disadvantages of leasing/renting a photocopier:

1. Long-term payments must be considered
2. Have to pay out every month or every quarter
3. You don’t own the machine outright

Renting a device often means getting the machine on a monthly rolling contract.
Leasing typically involves paying a set amount each month or each quarter for a set period of time, known as the leasing period. This is usually between one and five years.

When getting a photocopier you need to consider the ongoing maintenance of the machine. Do you have the ability to manage this internally, or would you need someone to provide this service for you? Many companies offer a maintenance agreement alongside their photocopiers where they will manage the maintenance of the machine for you as well as supply it.

A service or maintenance agreement on a photocopier often includes:

1. Providing toner, ink and other consumables
2. Servicing and maintenance of the device
3. Repairs and troubleshooting
4. Other types of support

Suppliers usually include installation costs as standard, but it is worth checking with the supplier before choosing them in case this comes at an additional cost.

Many suppliers provide training on the device as standard upon installation. However, this is also something you should check with the individual supplier before agreeing to anything, especially if you need someone to be trained on using the machine.

Leasing a copier reduces your tax bill as it is a tax-deductible business expense. Purchasing a copier outright is also tax-deductible at 40% in the first year and 25% in the second year.

This is completely dependent on your requirements. The ‘best’ copier can fluctuate depending on the technology used for each of its features. For example, one copier could have a really good output speed but only print in A4. Therefore it’d be great if you need fast printing and only use A4, but not if you needed a range of printing sizes.

When choosing the best copier for you, you should prioritise which features are most important for your needs e.g., print quality, output speed, warm-up time, volume, connectivity etc.