What You Should Know About Photocopiers

What You Should Know About Photocopiers

Photocopiers play a vital role in any organisation. After all, the best commercial copiers can help save both time and money by enabling you to generate more and more copies of a single file, quickly and economically.

This guide to the best photocopiers and prices will cover the features of the best photocopiers, what you can expect for your budget, an overview of the best five photocopiers, and a rundown of the best photocopier brands out there.

Photocopier machines are a few of the most indispensable pieces of equipment useful to businesses, whether big or small. Other than increasing output efficiently, they are able to help companies save on their much-needed energy as well as time. A lot of these types of equipment have just about the same features. However, some are characterized by special functions as the ability to punch three holes and recirculate ADF.

Photocopier machines have been categorized into two different types. These are electrostatic and xerographic. Both types have slightly different copying processes. Xerographic machines are those that come with lenses and mirrors within. These will project copied images on to sides of light-sensitive rotating tubes when being operated to make copies of something. The projected images will be mimicked on the tubes where toners will be sticking to. Papers will then be pressed on to these tubes. They will be heated for the final copies to be ready.

An electrostatic copier runs with a rather similar procedure. However, there is a difference in how it uses light-sensitive tubes rather than light-sensitive papers. Charges will still be directed on to the papers though. This will be followed by a heating period for the rendering of the copiers.

Most copiers that can be bought today are able to function just like overall office equipment. They can provide a means for preventive security as they can now be connected to your computers. There are other that entail faxing features which will allow you to receive and send documents. You can also opt for those that have control functions, operating only after entering key passes. Such will prevent an unsolicited worker from accessing the machine.

Frequently Asked Questions

Also known as a copier or copy machine, a photocopier makes paper copies of documents. Most photocopiers use xerography, a dry printing process in which electrostatic charges are used to transfer toner onto paper in the same position as the original document, which is then bonded into place using heat and/or pressure.

A photocopying device allows the user to make duplicate copies without needing to be connected to a computer. While a printer is sent information from a computer which it prints out as directed.

Photocopiers work on the principle that 'opposites attract'. Toner is a powder that is used to create the printed text and images on paper. The drum, which is located in the heart of a photocopier, is positively charged using static electricity. An image of the master copy is transferred onto the drum using a laser.

A copy of usually printed material made with a process in which an image is formed by the action of light usually on an electrically charged surface. photocopy. verb. photocopied; photocopying; photocopies.

Which photocopier is best?

Models for copying machines have continued to evolve nowadays. Latest ones have been modelled to cater to image-editing, faxing and sorting options. Majority of those available in the market today feature ADF or automatic document feeders. This is a type of system that allows users to copy documents in large stacks rather than one by one. Recirculating ADF features can flip pages around, and this allows double-sided printing. Options for sorting or finishing include stapling, folding and hole punching documents.

Photocopiers play a central role in any office or working environment– allowing teams to complete their work to the highest possible standard even with tight timescales.

Because photocopiers don’t utilise the same printing system as desktop printers, they don’t need the same, often expensive, inks as desktop printers and also produce copies a lot faster than usual printers, especially when it comes to large quantities.

There is a wide range of different photocopiers on the market, so it’s important to consider which photocopier is most suitable and select the best office copier for your business.

The best business photocopiers optimise speed, quality, and cost-effective printing. A good photocopier is also incredibly user-friendly, with step-by-step instructions and guidelines. 

Best Photocopier Features

High-performance photocopiers offer a wide range of features that are designed to optimise efficiency, performance, productivity, and affordability. When it comes to choosing the best photocopier for your organisation, there are a number of things to consider, including the type of documents you’ll be copying, the volume of copies you’ll typically require, and whether you need to be able to copy in full colour, or just black and white.

Here are some of the features you should look out for when choosing a copier:

Hard drive 

Some photocopiers are equipped with a hard drive that allows users to store copies of documents, transfer documents electronically, and line up copy job virtually.

Wireless Printing

The best copiers for business have wireless printing capabilities, allowing users to print remotely.

Multi-function capabilities 

Some of the best commercial copiers offer scanning, printing, and fax capabilities as well as photocopying. This can save office space and money. 

Additional services

Many photocopiers offer additional services such as stapling, collating, hole punching, and binding.

Multimedia printing 

These copiers allow you to copy and print onto a range of materials including different sizes of paper, card, envelopes, and more.

Photocopier prices

The price of a photocopier varies significantly according to a range of factors, including size, speed, capacity, functionality, and remote access.

Prices can range from a few hundred pounds through to over $20,000 for the latest, state-of-the-art models. As a general rule, the better the brand and model you choose, the higher the price will be.

The price you can expect to pay will also depend upon your business needs and usage. For example, a smaller business might not need a particularly high volume photocopier so could get away with spending less, whilst large corporations could require a heavier duty photocopier for daily use, so will need to pay more.

The list below includes a quick breakdown of photocopier prices – for more information about the type, continue on to the sections below.

  • Small budget photocopier – $100
  • Small budget free-standing photocopier –$800-$1000
  • Medium budget photocopiers – $2,000-$5,000
  • Large budget photocopiers – $5,000-$10,000

Small budget photocopiers

The lowest budget photocopiers can be bought for as little as $100. These highly affordable options won’t usually offer a copy rate of more than around 20CMP (copies per minute) and are only really suitable for offices of one or two people.

Small budget free-standing photocopiers

With starting prices ranging from around $800 – $£1,000, entry-level free-standing photocopiers also fall within this category. These models will usually be multi-functional, black and white machines with a copy speed of 30 – 35CPM, which will meet the needs of a small office of around ten people.

Medium budget photocopiers

In the medium price bracket range, you can expect to pay between $2,000 and $5,000. For this price, you can expect a stand-alone, colour, multi-function office copier with a high work rate in the region of 36COM to 50CPM and a maximum cycle duty of 150,000 copies per month.

Large budget photocopiers

For a budget of between $5,000 to $10,000, you can choose from a range of high-performance photocopiers boasting a copy rate of 60CPMk, as well as a host of additional features, such as stapling, collating, punching, and binding.

At the very top end of this price point, super heavy-duty machines offering up to 100CPM and a wide range of finishing services such as trimming and booklet making can cost anything from $20,000 to $100,000. These comprehensive, professional copiers can work round the clock without any downtime.

Costs of Buying a Photocopier

A significant factor in considering your photocopier options will cost. The cost to purchase can vary hugely, from $200 to upwards of $10,000, and depends on a number of factors like output, speed, size, capacity and numerous other specifications.

It is also possible to purchase second-hand machines at half the cost of new ones. The cheapest models will only handle A4 paper, whereas more expensive models can handle a variety of paper sizes.

Extra photocopier costs

When considering how much a photocopier costs, it’s important to factor in additional costs such as ink and toner replacements, as well as copier maintenance and repairs.

The main running cost associated with photocopiers is toner. This can cost up to £75 to replace each time, depending on make and model. You’ll also need to account for paper and any other materials you might print on.

When buying any type of photocopier, it’s important to factor in the costs of on-going maintenance and repairs, as well as the initial delivery and installation of your machine.

Advantage of Buying

  • Ownership
  • No agreements (that may be hard to terminate)
  • Spending less overall compared to leasing

Disadvantage of Buying

  • Full cost upfront may be a large amount
  • You may need a loan to help with the purchase
  • Smaller businesses may not get the same deals as larger companies
  • The value will decrease over time
  • Responsibility for maintenance and repair
  • There is also a cost of owning a photocopier over its life cycle, and this will incur a cost to your business.

You can calculate this by looking at:

  • Purchase price
  • Adding any service agreements
  • Adding the cost of consumables (paper, toner, stables)
  • Subtracting any other savings factors

Rental Options – Leasing a Photocopier

Due to the significant initial investment, many companies consider leasing photocopiers. These leases can often include the option to upgrade the machine if required, giving the business more flexibility if needed.

The predictable monthly expenses will give your business the ability to budget more effectively. Usually, there is no down payment required. You can get the latest photocopier for your business without making a major purchase.

Benefits of Leasing

  • Predictable monthly payments
  • No payment upfront
  • Flexibility (can walk away at any time)
  • Upgrade options

Disadvantage of Leasing

  • Greater long term expense
  • You have to continue paying even in the case you stop using the equipment. This is due to lease terms that include a lease period.
  • Paperwork and lease term negotiations

Read our guide to photocopier rental prices, or a3 laser printer hire.

Maintenance Contracts

Buying a photocopier involves having complete accountability for maintenance. You will need to decide if you would like to have a contract in place since this is an expense that might not be necessary.

Maintenance contracts can vary between companies, and it is important to read the terms carefully.

Ask yourself the following:

  • What will the contract cover?
  • Will it be a fixed fee per month, or will it be based on usage?
  • Are the costs of parts and labour covered?
  • Consumable costs included?
  • Will you receive a replacement if your photocopier breaks?
  • How quickly will a technician be sent out if required?
  • Does your company know a technician they could call instead?
  • Will the pricing of your contract increase over time?

Size and DimensionsOne of the most important decisions about a photocopier is size.

 You can choose a capable multi-functional device (also known as “MFD” or “MFP”) or a more compact desktop photocopier.

  • Desktop photocopiers are cheaper and easier to transport but best suited to domestic over office use as they can typically only cope with between five hundred and a thousand copies per month.
  • Multi-functional photocopier devices (MFDs/MFPs) are best suited to businesses or those with bulk copying requirements. Some of these machines can print over 200,000 copies per month. MFDs also have a greater variety of use, giving options for printing, copying, scanning and faxing.

5 Best Photocopiers

With a wide range of photocopiers on the market, it’s important to carefully consider which models will offer the best performance and value in line with your company’s requirements. Look at factors such as how many copies the machine can typically produce per unit of toner, the maximum volume of copies they can handle per minute, hour, or day, and any additional features such as double-sided printing and binding.

Xerox WorkCentre 6025

This compact, the multi-functional desktop photocopier is small in size but big on features. Offering printing, copying, scanning, and email services, this copier has been designed to meet the needs of small and medium-sized workspaces.

In addition to printing speeds of up to 10 pages per minute in colour and 12 pages per minute in monochrome, the copier also supports a range of editing features as well as both Wi-Fi and USB connectivity.

Canon image RUNNER 2520

 Perfect for medium-sized workspaces, the Canon imageRunner 2520 offers efficient black and white printing at 20 pages per minute and a 2,000 sheet paper capacity.

The free-standing A4 printer copier features a large, touch screen display and intuitive menus, and PIN password protection for enhanced security and ease of use. It also boasts one of the lowest TEC ratings in its class, consuming as little as 1.5W in sleep mode.

HP Officejet Enterprise X585z

The HP Officejet Enterprise X585z offers outstanding page per minute rates and impressive performance in a compact package – ideal for smaller businesses with space limitations.

This model offers print speeds of up to 44 pages per minute, accompanied by a 1,500 sheet capacity and a monthly duty volume of 80,000 sheets. Like many HP machines, the Officejet Enterprise can print on a range of media, including envelopes, photo paper, and cards. Documents can also be printed from a USB drive, with file support for all common formats, such as JPEG, XPS, and PDF.

Toshiba e-STUDIO2555CSE

The Toshiba e-STUDIO2555CSE offers excellent image quality, styling, and versatility.

Energy-efficient and cost-effective, this photocopier can achieve print speeds of up to 25 colour pages per minute. It also features an intuitive touch panel, e-BRIDGE technology, and optional finishing services such as multi-stapling and saddle-stitch.

Konica Minolta Bizhub C754e

This sleek and sophisticated, high volume multifunction photocopier offers high-speed, high-volume, and easy to use printing for any business environment.

With an intuitive, 9” colour multi-touch display, this Konica machine can be effortlessly integrated into the majority of office workflow systems. As well as speeds of up to 60 pages per minute for colour A4 and 75 pages per minute for black and white A4, this model also offers a range of standard document binding and finishing options, as well as a range of additional security, fax, user interface, and finishing features.

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