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Purchasing a Copier? Here Are the Copier Features You Need

Although paper is no longer as relied upon in today's offices, businesses must still carefully consider the copier models and features they need.

MIranda Fraraccio
Written by: Miranda Fraraccio, Senior WriterUpdated Jul 09, 2025
Gretchen Grunburg,Senior Editor
Business.com earns commissions from some listed providers. Editorial Guidelines.
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Although many organizations are transitioning to a paperless office, copiers can still play a vital role in day-to-day business record-keeping. That’s why it’s important to find the right copier for your business’s needs and budget. We’ll explore the copier features you need, other factors to consider and how to choose the right copier for your business.

Which copier features do I need?

Copier features vary widely; your business’s size, copying volume and other needs will dictate your choice. 

“Today’s copier is more than a copier — it’s a digital multifunction printer (MFP) enabling copying, printing, scanning and often faxing capabilities,” explained Robert Covington, senior product manager at Toshiba America Business Solutions. “By sharing common components, what was once four separate pieces of office equipment is now one that often outperforms its standalone predecessor.”

Consider the following essential features most businesses should look for when choosing a copier.

  • General multifunction features: A multifunction (or all-in-one) copier will serve most companies well. Multifunction copiers can copy, print, scan, email and fax documents.
  • Automatic document feeder: Most copiers feature an automatic document feeder that can feed multiple original pages into the copier without an operator manually positioning each one.
  • Size options: Another helpful feature is a copier’s ability to reduce or enlarge the size of a document. Many copiers can enlarge a document by up to 600 percent, while others also allow printing onto nonstandard-sized paper and envelopes as small as 3 inches by 3 inches. Some support printing on legal paper (8.5 inches by 14 inches), oversized paper and many standard paper sizes between the minimum and maximum settings.
  • Large paper drawer capacity: Businesses with high-volume copying needs will want a machine with a significant paper drawer capacity. Companies that frequently need different paper sizes should look for multiple drawers that accommodate various paper stock sizes.
  • Automatic sorting: An automatic collator will collate multiple copies of a long document. Machines with automatic collators usually have binding equipment to staple or otherwise bind copies of collated documents. To evaluate the performance of feeders, sorters, collators and binders, consider how long the original document can be and how many copies can be made, collated and bound in a single batch.
Did You Know?Did you know
Your business may also need to digitize documents with a document scanner to boost the security of sensitive documents and create a digital archive of your files.

What are the types of copiers?

Businesses typically use one of two types of copiers: analog and digital. 

Analog copiers

Analog systems are an older technology that uses an internal mirror to copy the original document’s image onto a drum inside the machine. Then, using static electricity, toner particles create the mirrored image on the drum. The machine uses a heated element to dry and set the toner in place on a sheet of paper, creating a copy of the original document.

Modern systems are rapidly replacing this copier type, which lacks many of the features businesses expect today. However, you can still find analog copiers from established vendors at reasonable prices.

Digital copiers

A more modern approach uses a digital system to copy the original document into memory. A laser imprints the information copied from the original document onto a drum inside the machine. The machine then applies toner and prints a copy of the document. 

Since you can link a digital copier to different networks in an office, you can use digital document sharing to send an image to another networked device. Digital document sharing is an extremely useful feature for many businesses.

Whether you have a home business, a small to midsize business or a larger enterprise, you can find digital system copiers to serve your needs. Consider the following:

  • Home business copiers: At the home business level, copiers are compact and designed for tabletop use, typically featuring a single paper tray and a single output tray. They have high ink costs and a high cost per page (CPP), but require little investment or maintenance. Copiers at this level have a useful life of three to five years and are designed to be replaced rather than repaired.
  • Small business copiers: Small business copiers usually offer full functionality, including sorting, stapling and producing multiple sets of documents. These copiers are either purchased or leased and typically come with maintenance plans. They generally have a useful life of five to 10 years. You can often sell or trade in used machines for new models. Even with maintenance costs included, the CPP for these machines is usually excellent.
  • Commercial-grade copiers: Commercial-grade machines are designed for use in copy and print establishments, post offices, coffee shops and busy offices — anywhere people need to make multiple copies in various sizes, formats or bindings. These machines typically feature sophisticated touch screens that support departmental accounting, access codes and card-reader attachments. At the high end, they can produce comb-bound reports, saddle-stitched catalogs and documents in multiring binders. Speeds are blazingly fast, even for color, and the CPP is very low.

Copier features and costs compared

Here’s a look at the costs and general features of the three main copier tiers: home business, small business and commercial. 

 

Home Business

Small Business

Commercial Business

Copier costs

$100-$500

$500-$5,000

$5,000-$25,000

PPM speed (B&W)

Fast

Very fast

Extremely fast

PPM speed (color)

Slow

Moderate

Fast

Collating

Yes

Yes

Yes

Number of sets

1

Up to 5

15+

Stapling

No

Yes

Yes

Drilling

No

No

Yes

Binding

No

No 

Yes — multiple types

Toner cost

High

Medium

Low

Cost per page

High

Medium

Low

What else should I consider before choosing a copier?

When selecting a copier vendor, consider your business’s specific needs in the following areas:

  • Copy volume: Consider the volume of copying you’ll need on any given day or week. If the workload is expected to be high, you may want to invest in a sizable multifunction copier with a high pages-per-minute (PPM) rate, an automatic feeder and sorting functions. If your expected copy volume is currently minimal, do you anticipate it increasing in the near future? The more likely it is that your workload will grow, the more worthwhile it may be to invest in a more comprehensive system.
  • Finishing options: Finishing options refer to the final touches a copier can apply to documents. One example is cover interposing, which automatically inserts cover sheets into printed documents. There’s also a feature called a “mail bin,” which sorts copied or printed documents into different bins for various employees within an office.
  • Network features: Your business may have unique technical considerations that your copiers must support. For example, you may need network security features to control which employees can access the machine, the number of copies they can make, or whether they can print in color. Your copier may also need to send alerts over the network to specific users if there’s a paper jam or the paper drawer needs refilling. This feature allows the copier to be serviced shortly after an issue arises.
  • Energy conservation: Many businesses are interested in conserving energy, and specific copiers can contribute to this goal. Some copiers feature automatic sleep modes that activate when the device is not in use. There are also toner-saving settings and duplex (double-sided) printing options that conserve resources and help the environment while reducing paper and toner waste.
  • Accessibility: Consider if any employees need accessibility accommodations when using a copier. Many copiers include accessibility features such as adjustable handles, enlarged and tiltable displays, Braille label kits, and voice-recognition software to assist users. It’s crucial to consider the needs of all your team members and appropriate business accommodations when choosing a copier.

How do I choose a copier?

Choosing the best copier for your office can feel overwhelming, especially with the numerous features available on the market, technical jargon to parse, and a wide range of pricing options. Following the steps below can make the process easier.

  • Evaluate your copier needs: Determine how often your office will use the copier, how many people will rely on it and which additional features they may need, such as scanning, finishing or sorting. Then, gauge how much physical space you can allocate for the machine. “As the number of users sharing a given MFP grows, it becomes easier to justify investing a little more to provide more benefits,” said Covington.
  • Factor in your budget: Account for a copier’s long-term expenses, not just upfront costs, including maintenance, toner and employee training. Weigh the costs of a higher-powered model against its lower-powered counterparts, as the former may ultimately be the more cost-effective option for your business. “A higher-speed device will be more productive,” Covington explained. “Usually, these offer a lower CPP, too. They can usually hold more paper and manage higher volumes more economically.”
  • Anticipate future tech needs: When evaluating your copier needs, don’t just think about the present; plan for the future as well, as technologies are rapidly evolving. “People often overlook that today’s MFPs connect to networks and PCs with ever-evolving operating systems,” Covington noted. “While the MFP you have today may connect to your office infrastructure today, it may not in a few years.”
  • Avoid underpowered models: If your business relies on frequent printing and copying to support daily operations, steer clear of entry-level models that may not meet your needs. “Don’t be fooled into skimping on a lower-end device,” Covington warned. “Doing so is not productive or dependable if you’re overburdening it with volume — and in the end, you have a higher CPP and a higher total cost of ownership (TCO).”
  • Assess vendor reputation and contract options: Evaluate the vendor’s reputation for support and service. Ensure it has solid customer reviews, fair warranty terms, and responsive, communicative support in case any issues arise. Be sure to compare contracts as well; some companies may require long-term commitments, impose monthly printing limits or charge additional fees that others don’t.
  • Prioritize security features: The larger your office, the greater the chance of accidentally exposing sensitive business information to the wrong parties. To help prevent a cyberattack, choose a machine with sufficient safeguards to protect your data, especially in a shared office environment. “Networks and operating systems change,” noted Covington. “New security threats and countermeasures evolve, and your peripherals need to as well.”
  • Test before committing: When possible, request a trial period or demo to ensure the copier is right for your workplace. This allows your team to test the machine’s features and see how well it integrates with your day-to-day workflow. You may discover you need to invest in a machine with more functionality — or, conversely, scale back to a less-powerful model.
Bottom LineBottom line
Regularly maintaining your equipment helps keep emissions down, benefiting your employees, protecting the environment and reducing your business's carbon footprint.

Top copiers to consider

To help you make an informed copier purchase decision, we’ve identified some of the best multifunction printers and copiers that may be suitable for your business.

  • Xerox VersaLink C415: This copier is our top choice for small businesses with two to 10 employees. It has a highly dependable track record and quick job times. It’s also affordable and cloud-compatible.
  • Brother MFC-J6955DW INKvestment Tank: This budget-friendly machine offers high resolution, can handle large files, and features two paper trays with a capacity of up to 500 sheets. This model is another good choice for small businesses.
  • Sharp MX-C304W: This machine features hands-free functionality and Braille kit add-ons for the touch screen. It is also highly customizable to suit a business’s unique needs, offering advanced security options and a maximum capacity of 2,700 sheets (when outfitted with optional tray expansions). However, the additional customization does affect the pricing.
  • Toshiba e-STUDIO9029A: This is a great choice for businesses that rely on fast and consistent document flow. This model has the highest print output and fastest printing speed — up to 90 pages per minute — among its competitors. There’s also a companion e-BRIDGE Print & Capture mobile app, which adds printing and scanning features.
TipBottom line
If you regularly need to print large materials for your business, such as signs or banners, check out our wide-format printer solutions page to receive quotes from qualified vendors.

Copier glossary

Here’s a quick-access guide to standard copier terms. 

  • ADF (Automatic Document Feeder): A feature that allows multiple pages to be automatically fed into the machine for copying or scanning, without manual input for each page.
  • CPP (Cost Per Page): The average cost of printing or copying a single page, including toner, paper and maintenance. Lower CPP generally means better long-term value.
  • Copier: A machine that creates an identical copy of a document or image.
  • Copier drum: A component of the copier, charged in certain areas with static electricity to attract toner.
  • Cover interposing: A system that automatically inserts a cover sheet onto a copied or printed document.
  • Document feeder: A system used to feed original pages into the copier to allow for automatic scanning and copying.
  • Duplex printing: The ability to automatically print or copy on both sides of a sheet of paper.
  • Mail bin: A function that sorts copied items into different paper bins for various employees.
  • Multifunction printer (MFP): A copier that can perform more than one function; usually includes a copier, printer, fax machine and scanner all in one device.
  • Paper jam: When a sheet or multiple sheets of paper get stuck inside the copier.
  • Paper tray: One or more bins that contain blank paper for use in making copies (the size and number of trays are key factors in copier selection and pricing).
  • PPM (Pages Per Minute): A measurement of the copier’s speed; indicates how many pages the machine can print or copy in one minute.
  • Toner: A powder stored inside the copier; used to form the copied words or images from the original document on a clean sheet of paper.
FYIDid you know
If you decide to purchase a high-end copier, consider exploring a business equipment loan. Some of the best business loan providers and equipment vendors offer equipment loans and financing.

Copier FAQs

Determining whether your business should buy a copier outright or lease it from a provider will depend on your business's financial situation, current needs and future plans. Leasing a copier Consider leasing a copier if your business requires high-quality equipment but doesn't plan to hire technicians for maintenance. With a lease, businesses can access the latest copier equipment at a reduced upfront cost and upgrade or downgrade as needed. This route has several pluses:
  • Leasing ensures your copier's technology and security features stay current.
  • Maintenance and repairs are typically covered by the leasing agreement.
  • You won't need in-house technical support.
"By leasing, you receive a service and maintenance contract, ensuring the optimal performance the device is capable of providing — and, you have a trained technician to make sure of it," Covington said. Buying a copier On the other hand, businesses with in-house technicians and growing or large-scale printing needs may want to consider purchasing their copiers upfront. Buying eliminates recurring leasing expenses and reduces equipment downtime thanks to the immediate availability of your technical team. However, you are responsible for its maintenance. "When you buy a copier, you carry the burden of maintaining and supporting your investment on your own," Covington noted. "Eventually, if you're using it, and even if you're not, they're going to need maintenance or some type of service to maintain optimal performance." While the upfront cost of purchasing a copier is high, the overall cost of ownership tends to be lower for businesses in the long run. Additionally, you gain the following advantages:
  • Tax advantages: Some of the costs associated with buying may be offset through tax benefits, such as depreciation deductions.
  • Fewer restrictions: Buying a copier gives you more flexibility in how the equipment is used. Lease agreements often include monthly print limits and additional charges for exceeding them.
  • Room to grow: Ownership may offer better scalability for businesses with expanding printing needs. Being locked into a fixed lease could make it harder to adapt as your business evolves.
Leasing a copier will run a business anywhere from $50 to $500 per month, depending on the equipment's model, features and your geographic location. Lease periods are generally dictated by a contract with the rental company, typically lasting between three and five years. Beyond the base rate, total costs can vary significantly based on factors such as contract length and terms, included features and expected usage. Additional expenses may include:
  • Toner purchases, especially for color copying
  • Fees for optional add-on features
  • Charges for exceeding monthly print limits
  • Maintenance costs not covered in the contract
  • Security deposits
  • Copier insurance (usually around $40 per month)
The ideal printing speed, measured in pages per minute (PPM), depends on your workplace's needs. For workplaces where copier use is relatively low — fewer than about 8,000 copies per month — a speed of 25 to 35 PPM may be sufficient. However, for those who use copiers as part of their daily workflow (printing approximately 10,000 to 30,000 pages monthly), a higher speed is recommended. Organizations with those usage levels will want at least 40 PPM, though speeds in the 50 to 75 PPM range are ideal. Offices with even heavier printing needs (more than 40,000 pages per month) should look for copiers in the 60 PPM range or higher. "It's important to 'right-size' your product to match the volume demands and number of users it will serve," explained Covington. "Look at the anticipated monthly volume and the operating cost (CPP) and work with the original equipment manufacturer representative to understand the TCO within your volume range. It's easy to calculate this and get the right product to meet your volume demands economically and efficiently."
On-site copiers can provide numerous benefits to the workplace, regardless of your business's size. Modern office copiers are equipped with a variety of features, including high-quality, high-speed printing and advanced scanning, sending and document storage capabilities. These features can improve workplace flexibility, streamline workflows and deliver cost-saving benefits. "Regardless of the business, there's going to be a need for paper," said Covington. "By definition, businesses conduct business with people, and people need to exchange information. There are times when nothing else would do as good a job." Though third-party service providers exist, their costs can quickly add up. Using these services requires employees to spend valuable time traveling to off-site locations, which reduces productivity and incurs additional expenses beyond the service costs. In contrast, on-site copiers tend to be more secure, often including encryption and password protection to safeguard your company's documents and ensure they remain confidential.
Copiers can potentially cause environmental issues in the workplace. Fortunately, there are precautions you can take to ensure a safe environment.
  • Ozone filter: Photocopiers can emit ozone gases and particles each time they are used. To help reduce exposure, businesses should ensure that the copier they purchase is equipped with an ozone filter. This filter should be replaced approximately every 50,000 copies.
  • Proper ventilation: Ventilation is also essential to ensure workers aren't exposed to potentially harmful air pollutants, including toner particles, ammonia and methyl alcohol, while in the workplace. If possible, place the copier in a separate room or designated area of the office. This helps limit contaminant exposure while also reducing noise.
Although the terms "copier" and "printer" are often used interchangeably in the workplace, these tools serve different purposes.
  • Printers: Printers are designed to print documents by converting digital data from a computer onto physical paper. With a printer, you can create original documents and print as many versions as needed; each will be a direct output from a digital file, not a reproduction.
  • Copiers: A copier scans and duplicates existing physical documents, traditionally using xerographic technology. It works by scanning the original document, then using electrostatic charges and toner to transfer the image onto fresh sheets of paper.
Though most modern copier machines offer network connectivity and digital features, older models could operate independently of a computer or digital source, relying solely on physical originals for duplication. Today, many office devices combine printing, copying, scanning and even faxing into a single multifunctional system, eliminating the need for separate machines. Whether you're copying, printing or doing both, take care to invest in the right equipment for your business. Choosing equipment that fits your needs can make the difference between a high-performing team and an office bogged down by bottlenecks and delays.

Sean Peek contributed to this article. 

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MIranda Fraraccio
Written by: Miranda Fraraccio, Senior Writer
Miranda Fraraccio is a versatile small business expert who often shares her insights and guidance through the U.S. Chamber of Commerce. She leads small business owners and other business leaders to the resources necessary for their organizations to thrive, and breaks down important business concepts into actionable guides. At business.com, Fraraccio primarily covers a range of HR topics, including management theories, onboarding and benefits, employee development and more. Fraraccio, who studied communication at the University of Rhode Island, is also well-versed in other business areas, including funding, sales, marketing and social media management. She regularly spotlights businesses across the country that are making a difference in their communities.