A Commercial Copier Buyer's Guide

Get The Right Office Copiers For Your Business

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What to Know Before you Purchase an Office Copier

Office copiers are a $39.4 billion industry, with revenues expected to increase 4% annually. With 2,590 businesses operating in the copier and office equipment wholesale market, it is a highly competitive industry. Copier manufacturers keep improving the product with more advanced features so that you can complete just about any task you need. From stapling to sorting to double-sided copies, the sky is the limit when it comes to today’s copier capabilities.

But with so many options out there, it can be challenging to know which copier is the right fit for your business. A copy machine that works for one business may not work for another. We’ve written this guide to inform you about helpful factors to consider before buying a copier.

Here are a few main questions to ask before making a purchase:

  1. Do I want just a copier or a multifunction printer?
  2. How much do I print and copy?
  3. What speed copier do I need?

The Commercial Copier Buyers Guide will discuss:

  • Copier Volume
  • Copier Speed
  • Multifunction Printers
  • Copier Features
  • Leasing vs. Buying
  • Copier Pricing
  • Top Brands

Once you get all your questions about photocopiers answered, we can put you in touch with reputable copier sellers in your area who can give you free price quotes.

Copier Volume

The volume that you will be printing is one of the strongest indicators of what kind of copier you will need. If you have a small business that only makes 500 copies a month, you’re not going to need a giant, commercial-grade copy machine. On the other hand, if your business is making 50,000 copies a month, a small copier from your local office supply store is not going to cut it.

If you have no idea how much you print, here are some ways to track your monthly quota:

  • If you already own a copier, the device will have an internal counter. Think of it like an odometer on a car. Somewhere in the menu options, you will be able to display the total number of copies and print jobs.
  • If you use a print shop for your copies, refer to your receipts to get an estimate of how much volume you copy in a month.
  • If you still aren’t sure, below is a sample chart to show you how many copies the average 360OfficeEquipment customer makes in a month.

As you can see, 86% of our customers make less than 10,000 copies in a month, and about half make less than 2,500 in a month. If you aren’t sure how to calculate your volume, hopefully, this will give you an idea of a small company’s numbers.

Keep in mind, your estimate does not need to be exact. Don’t break your neck trying to figure out the exact number of copies your office makes. Just reach an approximate estimate, and then increase it by 15% to account for a margin of error and future growth.

2. Hosted vs Cloud-Based

Now that you know VoIP’s features, it’s time to determine whether you’ll require a hosted or cloud-based phone system. Within business phone systems there are various options to choose from, the main two being hosted and cloud-based systems.

Hosted
Hosted, or an on-premise phone system is a physical phone system that can only be used at the business’s main physical location. With a hosted system, you can enjoy the benefits of VoIP, but only at your place of work.

Is it Right For You?
If you require complete and total control of your network, a hosted solution is best for your business needs.

Cloud-Based
While the word “cloud” can still seem a bit foreign to many, it’s becoming the standard practice in the digital age, and for good reason. Cloud-based phone systems can be used via the internet on and off the company’s location. Like hosted services, cloud-based phone systems can also utilize VoIP features.

You can complete tasks flexibly by being able to complete business conversations over the office phone, laptop, or even your smartphone. Access vital voicemails even when away from the office.

Is it Right For You?
If you plan on growing your team or have converted your business into a hybrid of work from home and an in-person work environment it may be best to opt for a cloud-based system.

3. It Can Help You Run Your Business Efficiently

Every business is different, but at the end of the day increased features, flexibility, and a lower payment look good to any industry. That’s why business phone systems can help run numerous industry businesses efficiently. It’s no wonder 31 percent of businesses utilize VoIP systems.

There’s no need to be missing calls in 2021, and an upgraded business phone system proves that. With a business phone system, you can utilize VoIP features to forward calls to voicemail or utilize virtual assistant functions. Prospects and clients are always answered, and you’re free to relax and not worry about missing important phone calls.

Industries Benefiting from Business Phone Systems:

  • Call centers
  • Restaurants
  • Healthcare
  • Schools

4. Save Money with a Business Phone System

If you’re still using a local phone company, you’re wasting money.

At this point, it’s no secret that a business phone system can cut monthly phone expenses greatly. On average, a VoIP business phone system can cost you 40-80 percent LESS than a traditional landline service. Not to mention the added features and benefits we’ve gone over already that VoIP includes. Even including hardware, maintenance, and monthly costs, the bill is still significantly lower than traditional lines.

IMPORTANT: Have your latest phone & internet bills available as some of our providers can provide a free cost analysis.

Take a look at some of these popular services and their overview, features, and prices:

  • Nextiva vs. RingCentral Business Phone System
  • Voyage Business vs Ring Central
  • RingCentral Business Phone System
  • RingCentral vs Zoom
  • Alternatives to Ooma VoIP Service
  • Ooma vs Vonage

5. Improve Sales Potential

Finally, before buying a business phone system, it’s important to know just how much it can improve your sales potential.

Using a cloud-based phone system, you can unify communication and integrate your customer relationship management (CRM) system with your phone system. This creates a unified system and communication line that eliminates the need to switch between services and increases the sales team’s efficiency. View reports, analytics, and answer calls all within the same location.

Enhancing the performance of your business is important and a business phone system can provide unmatched benefits for sales potential:

  • Smartphone Compatibility
  • Flexibility
  • Streamlining workflow
  • Consistently improving technology

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