The Beginner's Guide to Shopping for Commercial Copiers

Did the dinosaur that was your office copy machine finally bite it? Don't fret. Here's our guide to finding the right commercial copiers for your business.

Is your office's copy machine officially out of commission? Is it still technically working but seriously slowing down your productivity? Either way, it might be time to consider investing in a new commercial copier.

It can be overwhelming trying to choose the best copier for your office's needs -- and their steep price tags cause even more stress as you try to choose the most cost-effective model.

Luckily, we're here to help take some of the pressure away. Keep reading to learn some great tips that will make the process of choosing commercial copiers much easier.

What are Commercial Copiers?

A commercial copier is designed to print and copy large quantities of documents at faster speeds than a traditional copier. If your business has more than 30 employees or regularly prints upwards of 20,000 copies per month, a commercial copier is going to be the most efficient option for your needs.

Schools, government and legal offices, and retail companies often require commercial copiers.

How to Choose Commercial Copiers

When you're trying to decide between commercial copiers and make the best choice for your office, keep the answers to the following questions in mind:

What is Your Budget?

First and foremost, you need to take your budget into account when you start shopping for a commercial copier.

Commercial copiers are a big investment. New models can cost more than $5,000! If you don't have that kind of money lying around, you might want to consider a refurbished model, which will be significantly cheaper.

What Materials do You Normally Copy?

What kind of materials you normally have to print and copy in your office? Do you just need to print and copy basic documents, or do you also produce advertising materials and other items that require a more advanced machine?

You'll also want to think about the size of the materials you regularly print. Is everything on 8.5" x 11" paper, or do you need special sizes as well?

How Much Printing and Copying Do You Generally Do?

Some businesses only need to make a few copies a day. Others are busy printing and copying from open to close. Think about how frequently you'll use your new machine and make sure you invest in one that can keep up with the demands of your office.

Do You Need Color Printing/Copying?

Many businesses can get by with just black and white printing and copying. However, some require lots of color printing and copying. If your office falls into the latter category, make sure that you invest in a commercial copier that lets you print in color as well as black and white.

What Kind of Print Quality do You Need?

If you're printing and copying materials that will be sent to clients, they need to be of the highest quality possible. But, if your documents are just going to be distributed around the office, you might not need to worry quite as much about the print quality.

What Kind of Service Options do You Need?

Are you content with just calling a technician when your copier malfunctions, or do you want the peace of mind that comes with a service contract and routine maintenance?

This decision will likely depend on how much you rely on your copier for day-to-day operations. If your business can't function without a good copier, a service contract is probably a good idea. But, if you can get by without one, you'll be able to save some money upfront.

Do You Need Any Extra Features?

Commercial copiers have changed a lot over the years, and many new styles can do a lot more than just make copies.

In addition to color printing and copying, some other features that you might want to invest in include:

  • Scanning
  • Faxing
  • Collating
  • Stapling
  • Increased paper capacity
  • Internal memory
  • Higher quality graphics specs

You might initially want to skip over extra features on a commercial copier to save money. But, if you end up needing lots of office equipment, you could actually save money by purchasing a copier that incorporates everything you need into one machine.

Think about it: would you rather buy a copier, a fax machine, and a scanner, or just have one piece of equipment that can do it all?

Best Options for Commercial Copiers

When choosing commercial copiers, keep in mind the fact that some brands have a better reputation than others. The brands listed below are all well-respected, and you can't go wrong with any of them!


Canon offers office copiers that run from around $750 to over $5,000, and they're popular with businesses that regularly require high-quality printing.

A good commercial copier from Canon is the imageRUNNER ADVANCE C5030 model. This copier features collaboration tools, several one-step operations, and can perform multiple jobs concurrently.

The imageRUNNER ADVANCE C5030 print up to 30 ppm, features duplex scanning and can print in both black-and-white and color.


The Xerox WorkCentre 7500 is a high-quality color printer that lets you print from and scan to a USB Device. It features color print speeds up to 50 ppm and up to 55 ppm for black and white printing.

The Xerox WorkCentre 7500 can also easily handle multiple complex jobs at once, thanks to its 2GB system memory.

Konica Minolta

The Konica Minolta Bizhub C224E is a powerful commercial copier that copies and prints at up to 22 pages per minute. It features a 9" color screen and control panel for easier use, as well as single-pass dual scanning and several other finishing options.

To Rent or to Buy?

Because commercial copiers are such a big investment, many businesses choose to lease their machine instead of buying it outright. Rental periods typically last between three and five years.

On average, commercial copier leases cost between $200 to $900 a month. The exact lease rate and rental price for your business will be set depending on your anticipated copy needs. So, it's important to take your current workload into account before you sign up to rent a machine.

Ready to Start Shopping?

Now that you know more about the different kinds of commercial copiers that are available to you, it's time to start shopping.

At AffordableCopyMachines.com, we help eliminate the stress of shopping for a copier while also saving you money and time! Contact us today to start comparing copiers or to get a free quote. We can't wait to assist you!