Image showing Guide to Choosing the Right Copier for Your Business.

When it comes to office equipment, the copier is often the unsung hero, bustling through a day’s work with hardly a pause. Choosing the right copier is not just about picking a machine; it’s about selecting a partner that can handle your specific document management needs efficiently and reliably. Whether you’re a small startup or a large corporation, the right copier can significantly enhance your office productivity. In this guide, we’ll walk through the different types of copiers and help you determine which is best suited for your business.

1. Multifunction Printers (MFPs)

Best for: Businesses looking for an all-in-one solution.

Multifunction printers are the Swiss Army knives of copiers. They consolidate the functionality of multiple devices into one: printing, scanning, faxing, and photocopying. MFPs are ideal for businesses that want to save space and improve workflow. They come in various sizes and capacities, suitable for everything from small offices to large enterprises. High-end models offer advanced features like document finishing, high-resolution printing, and touchscreen controls. If your business handles diverse document processing tasks and needs to streamline operations, an MFP is the way to go.

2. Standalone Copiers

Best for: Businesses that require high-volume copying.

Standalone copiers are designed to handle large volumes of copies quickly, which is why they are often found in environments like print shops or in-house printing departments of large firms. They are larger than MFPs and usually offer higher print speeds and larger paper capacities. If your primary need is photocopying and you require robust performance and reliability, a standalone copier is your best bet.

3. Color vs. Black and White Copiers

Best for: Depending on your document needs.

Choosing between color and black and white copiers comes down to your business’s specific needs:

4. Desktop Copiers

Best for: Small businesses or home offices.

If space is a constraint and your print needs are moderate, desktop copiers are an excellent choice. These smaller units can often fit on a desk alongside other equipment and typically handle printing, scanning, and copying. While they may not have the high volume capacity or speed of larger floor models, they are perfect for personal use or small teams not heavily reliant on paper documents.


Choosing the right copier involves assessing your business’s size, the volume of work expected from the device, and the specific types of tasks you need it to perform. Remember to consider factors such as cost of supplies, maintenance, and whether leasing or buying is a better financial decision for your organization. By aligning your business needs with the capabilities of different copiers, you can invest in a machine that not only meets but enhances your document handling efficiency.

For more personalized advice or to explore the latest models, connect with our experts. We’re here to help you find the perfect copier solution that fits your business requirements.

Town Business Systems is Greater Boston’s Choice for Copier Sales, Leasing & Service.  Contact us for all your copier needs.