Should You Invest in a Copier for your Business? (Pros & Cons)

Leasing a copier is the best thing you could do for your business. Trying to make a desktop printer work for several employees, who are printing hundreds of papers per week, is ultimately going to cost more money than if you were to invest in a copier that fits your printing needs.  

Buying a printer outright can be expensive just to give out in a couple of years. Leasing ensures you will always have a working copier and access to local technicians if the machine needs fixing.  

We are going to go over some of the reasons why a copier could save your business. However, we are going to be honest. Leasing a copier can have some challenges too. We want to make you aware of the potential problems so you can make an educated purchase decision. 

Pros 

1. Increase productivity 

Owning a separate printer, copier, scanner, and fax machine can create unnecessary clutter in your office. Leasing a multi-function printer puts everything in one machine. Having everything in one centralized location gives employees the ability to head to the machine, get what they need in a matter of seconds, and get back to work.  

2. Saving money 

Research tells us that printing is the 3rd highest expense in companies. We also know that color prints cost 5X more than black and white prints. This can get expensive, especially when many prints get coded as a color print because of a URL link or a small bit of color within the document.  

Companies like Xerox provide print management software that allows you to customize what programs can print color. For example, it’s a good idea to tell your copier not to print color from email programs like Outlook. You can also use user permissions to set individual limits on color prints.  

3. Toner included 

If you are currently using a cheaper copier/printer that you bought from a store like Wal-Mart, Amazon, or Office Depot, you are throwing away valuable money. Copiers like those, are not meant for heavy printing. When used this way, the machines tear through the toner. In the long run, you’ll have to replace the toner cartridge many more times, spending more money, than if you had invested in a proper copier/printer. 

4. Auto toner shipping 

On top of toners being included in your lease, our copiers automatically read the machine’s meter to know when toner is getting low. Once the machine reads low, you’ll be shipped more toner. No more wasting hours searching for a toner that fits your machine. 

5. Local service technicians  

If you buy/lease from a copier vendor, you’ll have the option to add a maintenance plan that gives you access to service technicians whenever you need them. These technicians are local and dedicated to fixing any issues you may encounter in a timely matter. 

6. Productivity Apps  

Xerox copiers come with an app gallery, like what you would find on your phone. Some apps like the ‘Xerox Translate and Print’ or the ‘Xerox Auto-Redaction’ can save you hours. You can also link software you might already be using like QuickBooks Online or DropBox through these apps.  

7. Monitoring printing usage  

Another benefit of having a copier/printer like the ones Xerox sells is the ability to track print usage. You can see exactly who’s printing what. This way, you can keep track of departments or employees to ensure you are staying within your monthly printing budget. 

As you can see, there any many benefits of investing in a quality copier for your business. However, we want to make you aware of some problems that may arise. 

Cons 

1. Cost 

There’s no way around it, copiers cost money. This factor often leads to people purchasing a cheaper copier/printer from retail giants like Wal-Mart or Amazon. Choosing the lowest price point over quality will cost you more money and resources in the long run. If you decide to invest in a quality copier, you'll either need upfront cash to purchase or plan to budget monthly for a lease. 

Read this article to help you better understand how much a copier/printer will cost for your business needs.  

2. Space 

It could be true that your office currently doesn’t have a perfect spot to place a copier. Often cabinets take up needed wall space. Removing cabinets or other objects so you can invest in a quality copier will be well worth your investment. We also offer stands for your new machine. Check out the pictures below to get a feel of the different sizes we offer.  

3. Need for repair 

Investing in a copier comes with repair needs over time. This is true for any type of machinery. However, leasing a copier from Strategic Technology Partners of Texas comes with maintenance and service technicians to help fix any issues that may arise. If you buy a copier/printer from places like Walmart and it starts to have issues, it’s next to impossible to find someone to help with repairs.   

Quality should be the top priority  

In our experience, customers find investing in a high-quality copier/printer saves their business time and money in the long run. Quality should always be the top priority when choosing which machine is best for your business.