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Find the Best Photocopier for Your Business

Photocopiers are a standard element of the modern office. Whether you call it a photocopier, copy machine or simply a “copier”, you and your colleagues will likely need to use one everyday. Machines that can copy documents are found in all types of businesses: from one man start-ups, a small or medium-sized businesses to large multinational companies. Regardless of where and how you work, you will need a business photocopier that suits your needs.

The market for photocopy machines is flooded with various types of copiers and you may seem to find yourself lost trying to work out which copying machine is right for your office.

Are you wondering which type of commercial photocopier best suits your business' needs? The following information should help answer any questions that you may have about your copying needs.

If you need customised quotes, then by filling in the contact form, Market Inspector will provide you with up to four, free, non-binding quotes to help you make a well-informed purchase.

Which Photocopier Is Best?

Photocopy machines come in different shapes and sizes. Before buying a copier, you need to ask yourself: what are my needs?

Most copy machines are multifunctional and may have an incorporated printer, a finisher that can staple pages together or punch holes in the margin. Your needs will mostly concern the scope, capacity, and speed at which your machine can copy and print:

1) Large capacity units are ideal for companies that need to print large volumes of documents. These machines will usually incorporate a stacker that can create multiple stacks of documents to assist in keeping print jobs organised.

2) Low capacity machines are typically found in in small offices that only need to print a low volume of documents or images.

3) High page per minute (PPM) machines usually have an automatic document feeder (ADF) that can automatically handle documents that have many pages. This solution is ideal for law firmsand marketing departments that need to copy contracts and reproduce large brochures.

4) Multifunction copy machines> will have a wide scan and printing scope. They are the most common devices as they can meet a wide variety of needs and are suitable for almost any company. These machines tend to have have: multiple paper trays that can simultaneously print on different paper sizes, a large scanning surface, and are able to print and copy different qualities.

It is important to remember that the larger the tray capacity, the bigger the machine. Typically, a photocopy machine can hold up to 1,000 sheets of paper and this amount is sufficient for moderate use.

How Important Is Quality?

The clarity, sharpness, and level of detail that your photocopy machine needs to deliver depends on the needs of your business.

The best way to determine which level of quality you need from a copying device is the resolution. This is measured in the number of dots per inch (DPI) that can be placed in a line with a span of one inch, the higher the number of DPI, the better the quality, as demonstrated below.

Commercial copiers can have a resolution between 600 to 2,400 DPI, depending on the nature of the task:

  • 600 DPI is the most common resolution and is suitable for everyday professional copying.
  • 1,200 DPI is commonly used by companies that need to copy high quality, colour promotional and marketing materials as well as reports.
  • 2,400 DPI is a necessity for graphic designers and photographers that want to copy at extremely high quality.

How Much Does a Photocopier Cost?

Photocopier prices vary and depend on the size, quality, brand and other capabilities. Copy machines for private use will cost less but if you need a machine that can scan highly detailed images and documents then you will naturally need to spend more.

What Is the Price of Toner?

When buying a photocopier that has an incorporated printer you also have to consider its toner yield, this determines how many printed pages a toner cartridge can produce before needing to be replaced.


Printing toner prices vary greatly and are dependent on whether you have a colour or monochrome photocopier. Most modern machines will however have a high toner yield and a higher initial investment will result in lower long term running costs.

See our page on Business Printers to find out more about printer toner, cost of printing per page and how to receive free quotes for business printer solutions that work for you.

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Which Types of Photocopiers Are There?

There is a wide variety of copy machines available on the market today that can meet a variety of needs. Among many different types of copiers there are machines that can print and handle a variety of other functions:

  • Monochrome printers will print in only one colour, usually black and they are usually used by small companies and work groups that need to print a large volume of black text, fast.
  • Colour printers have four basic colours - Cyan, Magenta, Yellow and Black (CMYK) - which, when combined can print in two or more colours and have a wide colour range.
  • Multifunctional units can perform different tasks simultaneously. In addition to copying they can be used to print, scan, email and send faxes.
  • Single function units are ideal for busy offices that need to handle several specific, high volume tasks. Having a multifunctional machine to handle a high volume of tasks could putit under unnecessary strain and frustrate it's users. If you need to scan many documents with a high number of pages then a dedicated copy machine would be optimal.

Home Office Photocopiers

If you are considering buying a copier for domestic use then you will most likely be looking for a machine that prints in an A4 format, at an average resolution and with a low PPM. The benefit of this type of copy machine is that they can sit on a desk top and will not take up much space.

A Guide to Buying Photocopiers

Before buying a copy machine, there are a number of factors that you must take into consideration. A copy machine has the potential to make your office more efficient and organised. Choosing a solution that meets your needs will guarantee that you get the most out of your investment.

Guide _to _buying _photocopiers

Buying, Leasing or Renting?

If you are considering a photocopier for office use you should consider leasing or photocopier rental options. This allows you to avoid large expenses and a leasing contract often includes servicing options where you can receive maintenance and servicing when needed.

Leasing also allows for upgrading your copier as the technology progresses, rather than having to invest in a new model. Leasing will also have the possibility of an added warranty which allows you to request immediate help with your copy unit in case of a malfunction. This also include the possibility for immediate replacement in case a repair is not possible.

Green Printing Solutions

A company’s will to support the fight for environmental conservation has been proven time and again to support their brand and improve their internal and external reputation.

Companies can make a large impact when it comes to energy efficiency and environmental waste. In addition to supporting their brand, they can reduce their indirect costs when investing in energy efficient solutions.

Features that control the power consumption and standby modes can make a big difference in how much power is used by the unit. Ultimately it is up to large and small companies to lead the way in the green revolution and set a good example for clients and employees.

Request a free quote today to learn about how Market-Inspector can connect you with qualified suppliers of high quality, environmentally friendly photocopiers.

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