How to Buy Office Machines: A Step-by-Step Buyer's Guide

Decide what work the machines must do, how much of it there is, and who will use them. Those three answers rule out most of the market before you look at a single brand or price.

Many offices start shopping by browsing models, which leads to buying features nobody uses or a machine that is too small for the workload. Instead, spend half an hour listing your daily tasks: invoices, contracts, scanned receipts, signed forms, shipping labels, color flyers or confidential files that need destroying.

Next, note how many people will share each machine and where it will sit. A device used by one person at a desk is a very different purchase from one shared by a whole floor. Our guide to the six things to look for when choosing an office machine walks through these questions in more detail.

Most small and mid-sized offices need some combination of a printer or copier, a scanner, a shredder and, in some industries, a fax machine. Many of those jobs can be combined in one multifunction device.

A multifunction device (MFD) is a single machine that prints, copies, scans and often faxes, replacing several standalone units. Combining functions saves space and simplifies supplies, but it also means one breakdown can stop several jobs at once. The table below shows where each type of machine usually fits.

If you are unsure whether you need a printer-style or copier-style multifunction machine, read the MFP printer versus the MFP copier.

Estimate a typical month by checking your current machine's page counter or adding up paper purchases. That monthly figure is the single most important number when you size a new machine.

Two specifications describe capacity, and they are easy to confuse:

• Recommended monthly volume is the range of pages a manufacturer expects the machine to handle month after month while staying reliable.
• Maximum duty cycle is the most pages a machine can produce in a single month under peak conditions, not a target for everyday use. The general idea of a duty cycle comes from engineering, where it describes how much of the time a device can work.

Buy for the recommended volume, with headroom for growth. A machine that runs near its limits every month tends to wear faster and jam more often. We explain the difference fully in maximum duty cycle versus recommended monthly print volume.

Also record paper sizes. If anyone prints legal or tabloid (11×17) documents, the machine must support them, and that often moves you from a desktop printer to a floor-standing copier.

Both can be the right choice. New equipment gives you the latest model and full manufacturer support, while reconditioned equipment can deliver a higher-capacity machine for a smaller budget.

A reconditioned machine is a previously used unit that has been inspected, cleaned and had worn parts replaced so it is ready for another working life. Quality depends on who did the work and how thoroughly, so ask what was checked and which parts were replaced.

Consider new equipment if you need the newest security features, want the longest possible life, or rely on a specific software integration. Consider reconditioned office equipment if your volume justifies a larger copier but the budget does not stretch to a new one. Either way, confirm that toner and parts for the model are still easy to get.

The purchase price is only the start. Total cost of ownership is the full cost of buying, running, maintaining and eventually replacing a machine over its working life.

When you compare models, add up these ongoing costs:

• Toner and drums. Check the page yield of each cartridge and how often the drum or imaging unit needs replacing. Browse toner and drums for the models on your short list to see what supplies they use.
• Service coverage. Copiers have moving parts that wear. An extended warranty or service plan can make repair costs more predictable.
• Paper and finishing supplies such as staples, if the machine has a finisher.
• Power protection. A surge protector or UPS helps protect sensitive electronics from power problems.
• Energy use. ENERGY STAR guidance on imaging equipment explains what certified printers and copiers do to cut power use.

A cheaper machine with expensive, low-yield cartridges can cost more over a few years than a pricier model with high-yield supplies.

Prioritize the features your team will use every week and treat everything else as optional. Paying for unused finishing or fax hardware adds cost without adding value.

Features that usually matter in a shared office include network and wireless printing, automatic two-sided (duplex) printing, a document feeder for multi-page scanning, scan-to-email or scan-to-folder, and user codes or secure release for confidential jobs. Color is worth it if you produce customer-facing material; many offices print almost entirely in black and white.

Print speed matters less than most buyers expect. A faster machine helps when several people send large jobs at once, but for a small team the difference between two speeds is often a few seconds per job. Warm-up time, first-page-out time and how quickly the machine wakes from sleep can affect daily convenience just as much. Paper capacity is worth a look too, since a bigger tray means fewer interruptions for refills.

Data security deserves attention too. Many office copiers store document images on an internal drive, and the FTC's digital copier data security guide explains how to protect that data. Our article on security threats a copier can pose to your business covers the practical steps.

Ask questions that expose hidden costs and gaps in what is included. A few minutes of checking now prevents surprises on delivery day.

Before you commit to any office machine, get clear answers to these questions:

• What exactly is included? Copiers are often modular, so confirm which paper trays, cabinet or stand, document feeder, finisher and fax kit come with the machine.
• Does it ship with toner? Some machines include starter supplies and some do not, so plan your first order of toner accordingly.
• Will it fit? Measure doorways, hallways and the final location, and allow space around the machine for paper loading, ventilation and servicing.
• What power does it need? Larger copiers may need a dedicated outlet, so check the electrical requirements before delivery.
• Will it work with your computers? Confirm driver support for the operating systems your team uses and how the machine connects to your network.
• What happens after the sale? Ask who to call with questions, how to order supplies and what the return policy covers.

Write the answers down next to each model on your short list. When two machines look similar on paper, the one with fewer open questions is usually the safer choice.

Follow a short, repeatable process so every purchase is based on your workload rather than a sales pitch. This checklist works for a single printer or a whole office refresh.

1. List every task: printing, copying, scanning, faxing and shredding, plus any special paper sizes.
2. Measure or estimate monthly page volume for each machine and add room for growth.
3. Decide how many people share each machine and where it will be placed, including floor space and network access.
4. Choose new or reconditioned for each machine based on budget, required features and expected lifespan.
5. Build a short list of two or three models using the machine finder, then compare their specifications side by side.
6. Price the supplies for each model and check that toner, drums and parts are readily available.
7. Decide on service coverage and power protection before the machine arrives.
8. For larger or multi-machine orders, request a quote so the whole package is priced together.
9. Plan delivery, setup and how old equipment and its stored data will be handled.

CopyFaxes has supplied new and reconditioned office equipment since 2002, from copiers and printers to shredders, supplies and extended warranties. If you would like a second opinion on your short list, contact our specialist team with your monthly volumes and must-have features, and we will help you compare suitable options.