Are We an Ideal Fit To Switch From a Retail Copier to a Commercial Copier?

Submitted by Karla Metzler on Tue, 23 Dec 2025 - 03:00

A workgroup in an office working next to a Xerox printer

If you’re using a retail printer for your business that you bought from places like Amazon, Walmart, or an office supply store, you may be starting to see the cracks showing. Maybe it’s slowing down, eating toner faster than ever, or costing more in repairs than it did to buy in the first place. Or maybe your business has grown, and your device just can’t keep up anymore.

At some point, many business owners and office managers begin to wonder whether it’s time to switch from a retail copier to a commercial copier and whether they’re ready for that move.

This blog is designed to help you answer that in the most honest and helpful way possible. While STPT is a print vendor, not every customer will be the right fit for a commercial copier. Our goal is to help you make the right long-term decision for your business, whether that means staying with your current setup for now or exploring something more advanced.

Table of Contents

Who This Article Is For (and Who It’s Not For)
Sign #1: You’re Tired of Relying on Low-Cost Retail Machines
Sign #2: Your Printing Needs Go Beyond Personal or Light Use
Sign #3: You Want Productivity Features Retail Devices Don’t Offer
Sign #4: You’re Done Handling Repairs and Troubleshooting Alone
Sign #5: You’re Frustrated With Constant Toner Purchases
When You Might Not Be Ready to Switch Yet
What Working With a Vendor Like STPT Looks Like
Conclusion & CTA: Ready to Talk Through Your Options?

Who This Article Is For (and Who It’s Not For)

This article is meant for businesses and organizations currently using a basic retail printer or copier and wondering whether they’ve outgrown it. If you print frequently, share devices among multiple employees, or rely on your copier for daily operations, you may resonate with several of the signs below.

If you only print a few pages a month, don’t need business-level features, or aren’t feeling any pain with your current setup, there’s a good chance you don’t need to upgrade yet. We’d rather help you come to that realization now than push you toward something you don’t need.

Think of this as an honest “fit check” that will help you understand exactly where you stand.

Sign #1: You’re Tired of Relying on Low-Cost Retail Machines

If the $100–$200 retail printer you own is causing more headaches than helping, you’re not imagining it. Retail printers are intentionally designed for personal use, not for the workloads and expectations of a business setting.

That means:

They wear down quickly.
They break more often under high volume.
They have higher cost-per-page than business-grade devices.
Replacement parts and service are either expensive or unavailable entirely.

What seems affordable upfront often becomes the more expensive route in the long run when you consider toner costs, downtime, and frequent replacements.

A commercial multifunction printer (MFP), on the other hand, is built to handle real business needs. And while the upfront cost is higher, many small and midsize organizations offset this through leasing, which bundles the machine, service, and toner into one predictable monthly payment.

Sign #2: Your Printing Needs Go Beyond Personal or Light Use

Retail printers are made to handle low-volume and occasional printing. They’re not meant for a steady stream of jobs that businesses require. When you push them beyond their limits, issues like paper jams, overheating, and component failures become common.

Commercial MFPs are built for:

Higher monthly print volumes
Reliable duty cycles
Multiple users
Scanning workflows
Larger paper capacity
Optional finishing tools (stapling, hole punching, booklet making)

When you work with a vendor, part of the process includes reviewing your current and projected print volume so you’re matched with a machine that truly fits and not one that’s too small, or too large for your needs.

Sign #3: You Want Productivity Features Retail Devices Don’t Offer

One of the biggest differences between retail and commercial devices is the level of functionality. Many businesses don’t realize how much time they lose working around the limitations of basic machines.

Commercial MFPs often include:

Touchscreen interfaces
Cloud integrations
Workflow automation
Secure printing options
Mobile print capabilities
Advanced scanning tools
Productivity apps (varies by brand)

If you’re considering Xerox, for example, the Xerox App Gallery offers tools like:

Translate and Print – translate documents instantly
Note Converter – convert physical notes into digital ones
Auto-Redaction – automatically redact sensitive information

There are also industry-specific apps for schools, legal firms, and healthcare environments.

If these sound like features that would make your day easier or save your team hours every month, that’s a strong indicator you’re ready for something business-grade.

Sign #4: You’re Done Handling Repairs and Troubleshooting Alone

Retail printers are built to be replaced, not repaired. So when something breaks (and it eventually will), finding someone willing to fix it is surprisingly difficult. And when you do find someone, the repair often costs as much as buying a new device.

Commercial copiers are different. They’re designed to be serviced, maintained, and supported.

A maintenance plan gives you:

Access to experienced, local technicians
Fast phone support
Predictable service costs
Automatic toner shipments
Covered parts and labor (depending on the agreement)

If you’re leasing your device, this maintenance plan is typically included. If you’re purchasing, it’s highly recommended and extremely cost-effective compared to out-of-pocket repairs.

If having one phone number to call for help sounds like the stress-free experience you’ve been missing, you’re likely a fit for a vendor-supported solution.

Sign #5: You’re Frustrated With Constant Toner Purchases

Retail printers often require costly toner or ink, and replacing them is usually a manual process that interrupts your workday whenever the printer decides to run empty.

With a vendor-backed commercial copier, your toner is:

Automatically shipped
Included in your service plan
OEM-quality for consistent output
Designed to last longer with lower cost-per-page

You also gain straightforward access to consumables like drums or fusers without needing to hunt for compatible parts online.

Signs You Might Not Be Ready to Switch Yet

Honesty matters here: a commercial copier isn’t the right move for everyone.

You may not be ready to upgrade if:

You print only occasionally
You mostly work from home and don’t run a business off your device
Your team consists of just one or two people with light needs
Budget constraints mean you can’t commit to a monthly lease or service plan

If any of these match your situation, staying with a retail machine is perfectly reasonable. You can always revisit the signs above as your business grows or your printing habits change.

What Working With a Vendor Like STPT Looks Like

If you do see yourself in several of the signs above, you may be closer to needing a commercial copier than you realized. That’s where vendors like us step in—not to sell you more than you need, but to guide you toward a setup that genuinely fits your workflow.

Here’s what partnering with STPT typically includes:

A personalized assessment of your print environment
A tailored recommendation based on your volume, goals, and budget
Professional installation
Ongoing service and support
Automatic supply management
Training for your team
A consistent point of contact throughout your partnership

If you want an idea of whether your organization aligns well with our approach, read our blog on 5 Signs You Are an Ideal Customer for STPT.

Ready to Talk Through Whether a Commercial Copier Is Right for You?

Switching from a retail copier to a commercial device is a significant decision that should be made thoughtfully. If several of the signs above apply to you, your business may have outgrown what a retail machine can reasonably support.

But, you don’t need to make this decision alone. If you want to talk through your volume, goals, frustrations, or budget, our team is here to help you figure out whether a commercial copier makes sense and if STPT is the right partner for that transition.

Contact Us to Discuss Your Print Environment

Whether you’re ready to switch or simply want honest guidance, we’re here to help you evaluate the best path forward.