Photocopiers Demystified: A Guide to Selecting the Perfect Machine for Your Office

In this guide we'll try to unravel the complexities, of which there are many, and give you the information you need to make in informed choice. If you are still not sure, reach out and we can help guide you further.

Kyocera TASKalfa

Buyers Guide to Photocopiers

Choosing the right photocopier is crucial for ensuring smooth and efficient operations in your business. A well-chosen copier can save time, reduce costs, and improve productivity. This guide will walk you through key factors you need to consider when selecting the perfect photocopier for your needs.

The problem - it's hard to buy the right photocopier.

Target - you need a photocopier that does everything you need it to, and it needs to be able to cope with more than you will ever ask it to in terms of durability and performance.

But you don't want to over specify it TOO much as then you will be paying for capabilities that you just don't need.

Assess Your Business Needs

Consider the volume and type of copying you'll be doing regularly. Are you primarily copying text documents or do you also need high-quality colour reproductions for presentations or marketing materials? The answers will guide you towards either a basic monochrome copier or a more advanced colour model.


Photocopiers lease

Size and Speed

Photocopiers come in a range of sizes, from compact desktop models to large freestanding units designed for high-volume use. The speed of a photocopier is measured in pages per minute (ppm), and faster machines typically cost more but provide increased efficiency for busy environments.



Modern photocopiers offer many features like automatic document feeders (document processors), duplexing (double-sided) capabilities, networking connectivity, and finishing options such as stapling or hole-punching. Consider which features are important for your business operations.

Price and Total Cost of Ownership

While it's important to compare initial purchase prices, don't overlook the total cost of ownership which includes ongoing expenses such as toner, maintenance, and energy usage.


Maintenance and Support

Regular maintenance keeps a copier running smoothly and prolongs its lifespan. Check what kind of support is offered by the vendor including warranty terms, service agreements, and availability of spare parts.

Environmental Impact

Look for energy-efficient models that have power-saving modes or are Energy Star certified. Also consider models that use less consumables or have programs for recycling used toner cartridges.


Finding the right photocopier requires careful consideration of your business needs, budget, and desired features. Don't rush the process - take time to research, compare models, and ask for demonstrations if possible. With careful planning, you'll find a photocopier that's a perfect fit for your business and will serve you well for many years.

Remember, we're here to help at every step of your journey. Don't hesitate to reach out if you have any questions or need expert advice on choosing the right photocopier.