Whether you’re running a small business or a massive enterprise, investing in color copiers should be a no-brainer. Choosing a basic model and saving money upfront might sound tempting. But if you want to be smart with your finances, you might want to reconsider.

In today’s overcrowded market, it’s crucial to determine your specific business needs. Here we’ll explain why investing in a high-end color copier could save you a fortune in the long run.

Do Your Research

Modern color copiers come with an increasing number of bells and whistles. While that sounds impressive, they also increase the overall price. The last thing you want to do is pay for features you won’t ever use. Here are the top questions you should ask yourself when purchasing a new copier.

Does your organization benefit from faxing or remote network capabilities? Don’t make the common mistake of thinking that copying and scanning are the same things. Identify exactly what your office needs and pick your office equipment accordingly.

It pays to think outside of the box. Even when purchasing color copiers, you still might need black and white copies. Additionally, do your documents have to be hole-punched and stapled? It is worth considering whether your networking software will be compatible with your new copier.

Your workload should equally be a huge factor in your decision-making. Not all machines can handle significant volumes of paperwork. Be sure not to select a light-duty copier if you produce a massive number of documents daily. Likewise, the copying speed should be of great importance for some businesses.

Staying Within the Budget

It’s important to define your budget before making a purchase. In addition to the initial cost, you should account for the operating cost. By planning for accessories, supplies, and repairs, you can always remain within your budget. If you can’t afford the color copier you desire, you might want to consider leasing it.

Some commercial-grade copiers can set you back tens of thousands of dollars. For this reason, many small businesses choose leasing for just a couple of hundred of dollars per month. Remember that many arrangements don’t cover the maintenance or supplies. Additionally, you might be locked into a contract requiring you to lease the same machine for several years.

When choosing between buying or leasing color copiers, the latter option is more cost-effective and convenient. While it doesn’t give you as much freedom, the low barrier of entry is ideal for small businesses.

The Most Important Features

Not all features carry the same weight in this industry. While some are there to add prestige to the whole package, others are essential for every office. Here’s a list of the most valuable features of color copiers.

Ease of Use

Having a high-end copier in your office that’s too complicated to operate is counter-productive. Using it shouldn’t require you to attend a seminar. The best color copiers offer an intuitive experience that requires little to no training. The operating system should be easy to navigate, with a demo included. This will allow all the office paperwork to be done smoothly and without delays.

Security Concerns

Security measures are crucial for any business, regardless of its size. In the past, copier machines posed significant security risks. Nowadays, Wi-Fi-enabled copiers can have full access to your servers. Without making a single copy, you could be putting your business at risk.

Fortunately, most high-end machines take cybersecurity seriously. They install software to protect the entire company and its partners against potential threats. In recent years, this has become one of the most sought-after features.

Software Compatibility

Nowadays, color copiers are complex machines with their own operating systems. Always check whether it’s compatible with the rest of your office software. Upgrading your system can be a daunting task. It’s not only time-consuming but can end up being costly. For this reason, ensuring that your new color copier is compatible with your existing network is crucial. Take some time to familiarize yourself with the new operating system and its capabilities.

Support

Once you have a good idea of all the features you need, be sure to enquire about readily available support. If your desired manufacturer has a local dealer, find out what kind of support they offer. To ensure your business runs without glitches at all times, choose a brand that can provide you with quick and effective assistance.

Common Buying Mistakes

If you don’t conduct your research thoroughly, it’s easy to make costly mistakes. While you can correct some of them fairly quickly, others might have a long-lasting negative impact on your company. Pay special attention to the following:

  • Not understanding the lease. Before signing a lease, be sure to ask questions like – How long is the lease? Can you make any changes to your contract? Can you upgrade your copier before your lease expires?
  • Not understanding the service. Understanding what you can expect from your local dealer is vital. You need to check out what types of repairs are covered and whether they include potential software issues.
  • Only using black and white. Some businesses think that color printing is too expensive. In reality, color copiers don’t cost much more than black and white copiers. Hence, they have become staples of modern offices worldwide.
  • Over/Under spending. Not accessing the needs of your business properly can have financial implications. As a result, you only need to spend more money down the line to correct your mistake Make a purchasing decision only once you are sure you have found a machine that will suit all your business needs.

Finding the Perfect Office Solution

Once you determine your business needs, all you have to do is find a reliable partner that can fulfill all your demands. Golden Gate Office Solutions is an excellent choice for businesses of all sizes. We sell and service a full range of office equipment in the San Francisco area, and offer short-term rentals for companies that require mobility and flexibility. If you need additional help choosing the perfect color copier, contact our team. With our guidance, you can boost the productivity of your team in a budget-friendly way.