Multifunctional Devices (MFDs)

Multifunctional devices (MFDs) - sometimes known as multifunctional printers (MFPs) - are able to copy, print, scan, fax, email and more, with modern devices integrating cloud solutions. Multifunction devices can come as desktop devices or as larger floor-standing devices. These devices can often be fitted with a range of finishers or additional paper trays/cassettes.

Desktop Photocopiers

Suitable for small office spaces or for individuals to use, desktop photocopiers are still capable of performing essential tasks that you would expect from larger devices. However, they are usually - but not always - limited to A4 printing, copying and scanning at fairly low volumes.

Single-function printers

Suitable for home office use, these devices offer printing capabilities suitable for low volume usage. They too are often limited to A4 document printing.

There is a very wide range of photocopiers on the market. Therefore, there are many purchase options and maintenance considerations to be made.

Before committing to a decision, there are some key questions you must ask yourself to ensure you acquire the correct device:

• How much paper do you currently consume?
• How many devices will you require?
• Will you need colour or just black and white copies?
• Do you need additional functions such as faxing, emailing, scanning or secure printing features?

An important factor to consider when purchasing a photocopier is the cost. The price is influenced by features such as: output size, output speed, capacity and features.

There is the option to buy remanufactured devices for a lower cost than buying new devices. The lowest-cost models will often only be able to produce A4 prints and copies, whereas more expensive models can handle increased printing sizes.

Buying a device outright comes with advantages and disadvantages:

Advantages

• Full ownership of the device
• Increased freedom of use (can be sold or disposed of at any time)
• Single payment made when purchasing

Disadvantages

• High upfront cost
• May require a loan or increased funds
• The value will decrease over time

You must also look at long-term costs for the business, such as:

• Adding a service agreement
• Cost of consumables
• Depreciation

As buying a photocopier outright carries an initial expense, many organisations choose to lease or rent the hardware. Leasing often provides the customer with the option to upgrade the machine during the term, which gives the business more flexibility.

Companies generally decide to lease a device thanks to manageable monthly payments which give them the ability to budget more effectively. The latest photocopier can be procured without having to make a major down payment or purchase.

Renting or leasing a device comes with advantages and disadvantages:

Advantages

• Consistent monthly costs for easy budgeting
• No upfront payment or initial funding
• Flexibility to upgrade during the term with no additional cost

Disadvantages

• Long-term payment consideration
• Billed every month or every quarter

Deciding on a photocopier involves having complete accountability for maintenance. You must decide if you would like to have a maintenance and service agreement in place, or face managing these aspects internally.

A service or maintenance agreement on a photocopier or printer will often include:

• Toner, ink and other consumables - not including paper
• Servicing and maintenance of devices - this may or may not include proactive maintenance or annual checkups
• Types of support available

That all depends on your requirements.

It can fluctuate depending on the technology used as to which is the "best" in each given category. It is important to prioritise which features or outcomes are most useful: output speed, quality, connectivity, etc.

It is important to note that the two words are often used interchangeably, but in truth mean slightly different things.

A rental typically takes place on a month-to-month rolling agreement. Leasing involves paying a set amount, often to a finance provider, each month or quarter while committed to a leasing period - typically between one and five years.

Suppliers will often include installation and training as standard, but it is worth double-checking before going ahead with a supplier, especially if the price seems suspiciously low.

Leasing a copier will reduce your tax bill as it is a totally tax-deductible business expense. Purchasing a copier outright is also tax-deductible but at 40% in the first year and then at 25% the year after.

Be wary of quotes that seem too good to be true, especially if it is an outlier compared to other quotations. It is important that comparisons are being made to similar specification devices. Double-check unusually low photocopier rental costs and check if the hardware is new or used (ex-demonstration, reused, and re-manufactured can all be used to mean the same thing).