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Trying to make a desktop printer work for several employees who print hundreds of pages each week? It might be costing your business more than you think.
Investing in a high-quality copier or multifunction printer (MFP) can streamline workflows. It can also reduce long-term costs and improve document security and productivity, especially when choosing a leasing option.
At Strategic Technology Partners of Texas (STPT), we've spent over 35 years helping businesses make smart, cost-effective printing decisions. Whether you're considering an office copier for the first time or weighing your next upgrade, this guide covers the pros and cons of investing in a copier to help you decide what’s right for your business.
Pros of Investing in a Copier
1. Boosts Office Productivity
Tired of using separate machines for printing, scanning, copying, and faxing? A multifunction copierconsolidates all features into one centralized, time-saving machine. This setup makes it easier for teams to stay efficient and focused.
2. Saves Money in the Long Run
Printing is often the third-highest expense for businesses. With features like print management software, Xerox copiers let you control who prints in color, restrict certain programs (like Outlook), and reduce costly mistakes.
Learn How to Choose a Printer for Your Budget and Business Needs.
3. Toner & Supplies Are Included
Entry-level printers from big-box retailers burn through toner quickly, which leads to high replacement costs. Leasing a commercial-grade copier ensures your toner costs are built into your contract.
4. Automated Toner Shipments
With auto toner shipping, your copier automatically detects when toner is running low and ships new cartridges to your door without you having to manually reorder.
Learn more about auto toner shipping here.
5. Local Service Technicians
Leasing through a print vendor like STPT gives you access to a local team of certified technicians ready to fix problems fast, saving you time and frustration.
Explore Our Maintenance Plan Options.
6. Built-In Productivity Apps
Certain Xerox MFPs include access to the Xerox App Gallery. Use tools like Translate and Print or Auto-Redaction to boost productivity. Integrate with software like QuickBooks Online, Dropbox, and more.
Learn about the pros and cons of printer apps here.
7. Usage Monitoring and Cost Control
Print tracking is a feature available through managed print services (MPS) or print management software. It helps you monitor which departments or employees are using the most resources. It helps you stay within your print budget and reduce waste.
Cons of Investing in a Copier
1. Higher Initial or Ongoing Cost
There’s no way around it. Buying a copier is a big investment. Many people choose to buy printers from large stores like Walmart or Amazon. However, selecting a cheaper option instead of a higher-quality one can end up costing you more money in the long run.
If you do choose to invest in a quality printer, whether you buy or lease it, it’s important to budget properly. Consider the total cost of ownership (TCO), which includes supplies, service, energy use, and downtime. This often favors leasing a commercial machine over purchasing a budget printer.
Related Read: How Much Does a Printer/Copier Cost?
2. Office Space Requirements
Commercial copiers are larger than desktop printers. Plus, they often have space and electrical requirements that increase the area a printer occupies.
If you're tight on space, you may need to rearrange furniture or use a printer stand (which we offer) to accommodate your new machine.
3. Repairs & Maintenance Needs
All hardware requires maintenance. But when you lease from STPT, repairs are covered by your service plan, and handled by local professionals. Compare that to buying a printer from a retailer like Walmart, where finding support is often difficult.
Related Read: 5 Signs It’s Time to Upgrade Your Printer
Quality Over Convenience
At the end of the day, quality matters most. Investing in a copier from a trusted vendor like STPT means fewer headaches, better performance, and long-term savings.
Whether you're running a law firm, marketing agency, school, or small business, having the right copier in place is a smart, strategic decision.
Learn about the five features of a quality printer here.
Ready to Find the Right Copier?
Use our Intelligent Product Wizard to get matched with the best Xerox device based on your budget, print volume, and space.
Want more help? Download our Free Printer Buyer’s Guide or contact our team for a quote.
If you have any questions, please contact us and let us know your priorities, so we can help you find the right solution.
