Pros and Cons of Buying a Used Printer

You’ve probably seen a used office printer listed online and thought, “That’s a steal.” And, in fairness, it might be. After all, why spend $30,000 on a new printer when you can get one that looks and functions just as well for half the price?

The truth, though, is that buying a used printer isn’t always as simple as getting a great deal. Like buying a used car, there are many factors that determine whether your “bargain” will actually save money in the long run or cost you more down the road.

As a print vendor, we sell both new and used printers. In this blog, we’ll walk you through the real pros and cons of buying a used printer, updated for 2025, so you can make a confident, informed decision for your business.

Table of Contents

• The Pros of Buying a Used Printer
• The Cons of Buying a Used Printer
• How Used Printers Are Prepared for Resale
• Is a Used Printer Right for You?
• Interested in a Used Printer?

The Pros of Buying a Used Printer

Used printers can be a practical, budget-friendly choice, especially for organizations looking to save on upfront costs. Let’s break down the main advantages.

1. Lower Upfront Cost

Cost is the biggest motivator for most buyers considering a used printer. And the savings can be substantial.

For instance, a new Xerox AltaLink C8270 (a high-volume color multifunction printer) starts at around $33,000. A used model in good condition might run around $16,500, which is about half the cost.

Likewise, a new Xerox VersaLink C625, ideal for small teams, starts at about $3,000, while a used one might cost $1,500 or less depending on its print history.

The exact price difference depends on factors like:

• The printer’s total page count (also called “impressions”)
• Age and model generation
• Condition and accessories included

For a deeper dive into printer costs and what affects pricing, check out our blog, How Much Does a Printer/Copier Cost?

2. Faster Delivery and Installation

New printers, especially the latest models, often have lead times that can stretch weeks or even months. Used printers, on the other hand, are usually in stock and ready to go.

If your current machine breaks down unexpectedly and you can’t afford downtime, a used printer might be the fastest way to get your team printing again.

While global supply chains have largely stabilized since the pandemic, certain models and configurations still experience delays. This is especially the case for newer technology or specific add-ons. With a used model, you skip that wait entirely.

3. Sustainability and Eco-Friendly Value

In today’s environmentally conscious workplace, buying used can also serve as a sustainability move.

By purchasing a refurbished printer, you’re reducing electronic waste and extending the life of an existing device. This supports a circular economy and helps minimize your business’s environmental footprint.

Companies like Xerox have made eco-friendly practices a priority, offering recycling programs and refurbishment processes designed to keep machines out of landfills.

If sustainability is part of your office’s mission, this can be a meaningful way to make your operations greener.

For more eco-friendly tips, check out our blog 5 Steps to Sustainable Printing.

4. Eligible for a Maintenance Plan

One common misconception is that used printers can’t be covered under a maintenance agreement, but that’s not true.

At STPT, many used printers qualify for the same maintenance plans as new models. These plans cover parts, labor, and toner replenishment, saving you money on unexpected repairs or downtime.

In fact, maintenance plans are often more valuable with used printers because they can help extend the life of the machine and prevent costly issues from escalating.

To learn more, read our blog on the Benefits of Investing in a Maintenance Plan for Your Multifunction Printer.

The Cons of Buying a Used Printer

Of course, used printers come with trade-offs. Before you buy, here are a few important drawbacks to keep in mind.

1. Shorter Lifespan

A used printer has already been through part of its lifecycle, meaning it naturally has less time left than a brand-new model.

The best way to assess this is by checking the meter reading, which tells you how many pages the printer has already produced. The higher the count, the closer it is to the end of its life expectancy.

Some used printers have barely been used and can last for years. Others may have seen heavy daily use, especially in environments like schools or large offices. Always ask for usage history before buying.

For more ways to protect your investment, check out 8 Tips to Increase the Lifespan of Your Printer/Copier.

2. Fewer Models and Configurations Available

When you buy new, you can customize almost every detail such as trays, finishers, connectivity options, and so on.

Used printers, however, are limited to what’s available at the time. If you’ve got your eye on a specific model, it might not be in stock, or it might not match your preferred configuration.

Since used inventory fluctuates frequently, it’s best to check with your vendor directly to see what’s available now and what might be coming soon.

3. Older or Unsupported Technology

Used printers tend to be a generation or two behind. That means:

• Fewer app integrations or cloud-based features
• Slower processors and smaller memory capacities
• Possible lack of support for the latest firmware updates

Outdated firmware can also be a security risk. Unsupported machines may not receive the latest patches that protect against cyber threats.

If security is a priority (as it should be), you’ll want to confirm that your used printer can still receive regular updates. Learn more in our blog, Should You Should Update Your Printer’s Firmware?

4. Potential Hidden Costs

While used printers save you money up front, they can occasionally cost more long-term.

You might face expenses for:

• Replacement parts (which may be harder to find)
• Accessories or add-ons that must be purchased at full price
• More frequent service calls due to age or wear

All of these can increase your total cost of ownership over time.

That doesn’t mean used printers are a bad investment, but you should calculate potential repair and supply costs into your decision. Our blog, 4 Reasons Why Prices Change on Printers, explains some of the factors that can affect cost fluctuations.

How Used Printers Are Prepared for Resale

Not all used printers are created equal. A reputable print vendor will carefully refurbish and test machines before reselling them.

Here’s what our process looks like at STPT:

1. Factory Reset and Software Check: The printer is reset and checked for functionality.
2. Firmware Update: The latest updates are installed to ensure compatibility and security.
3. Physical Cleaning and Repair: The device is cleaned, and any worn or damaged parts are replaced.
4. Testing and Quality Control: The printer is tested for print quality, speed, and reliability.
5. Supplies Filled: Toner and other consumables are topped off before delivery.

By the time it reaches your office, the printer performs like new, just without the brand-new price tag.

Is a Used Printer Right for You?

A used printer can be a smart, cost-saving solution, but it’s not ideal for everyone.

You might be a good fit if:

• You’re a small to mid-sized business or school
• Your print volume is moderate
• You’re trying to lower costs or operate sustainably

You might want to go new if:

• You need cutting-edge technology or advanced security
• Your print volume is heavy and continuous
• You rely on specialized finishing or workflow features

If you’re leaning toward used, consider pairing your purchase with a maintenance plan to protect your investment and ensure long-term reliability.

Interested in a Used Printer?

Buying a used printer can be a great way to save money and stay eco-friendly, but it’s important to go in with the right expectations. Understanding the trade-offs, verifying the printer’s condition, and partnering with a reputable vendor can make all the difference.

If you’re exploring your options, start by reading our post on the Benefits of Investing in a Maintenance Plan for Your Multifunction Printer.

And when you’re ready to find the right fit, request a quote from our team at STPT. We’ll help you compare used and new models and find the most cost-effective solution for your business.