When setting up an office, one of the most common questions is: Should we get a photocopier or a printer? While both serve the purpose of producing documents, the cost implications over time can be very different. Here’s a breakdown of three critical factors to consider when comparing the long-term cost efficiency of a photocopier versus a printer:
1. Cost Per Page (CPP)
- Photocopiers generally have a much lower cost per page, especially when printing in bulk. They’re built for high-volume printing and often use larger toner cartridges that produce thousands of pages before needing replacement.
- Printers, especially desktop models, are designed for lighter use. Their smaller ink or toner cartridges need to be replaced more frequently, which increases the CPP.
💡 Long-Term Win: Photocopiers save more on ink/toner over time.
2. Durability & Lifespan
- Photocopiers are industrial-grade machines built to handle heavy workloads — some can handle over 100,000 pages per month. With proper maintenance, they can last 5–10 years or more.
- Printers may wear out faster, especially if overused. Their components are often not as robust, and frequent breakdowns can add to hidden costs.
💡 Long-Term Win: Photocopiers last longer and are more reliable for high usage.
3. Multi-functionality & Workflow Efficiency
- Modern photocopiers often come as multi-function devices (MFDs), combining print, copy, scan, and sometimes fax. They also support advanced features like document management, cloud integration, and secure printing — all of which can streamline workflows and reduce operational costs.
- Printers may also have MFP versions, but often lack the same capacity, speed, and business-grade features.
💡 Long-Term Win: Photocopiers improve workflow and reduce the need for multiple devices.
If your office prints frequently or handles high volumes of documents, a photocopier is the better long-term investment. Though the upfront cost may be higher, it pays off through lower running costs, better efficiency, and longer lifespan.
Looking to optimize your office operations? Consider upgrading to a business-grade photocopier and start saving in the long run.
Working with a Managed Print Services Provider
Relying on the expertise of a Managed Print Services provider, like Folo Tech, can assist you in streamlining your print fleet. And we’re got the tips and tricks to share with you to make sure your printing and copying projects run smoothly.
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