Choosing a printer for your business is about more than finding a machine that prints documents. For a busy office, the right printer needs to handle your workload, fit into your existing processes, provide the functions your team actually uses and remain reliable day after day.
For larger businesses and corporate offices in Brisbane, this becomes even more important. A printer or multifunction device can be used by multiple staff members throughout the day, making reliability, print speed, paper capacity, scanning capabilities and ongoing support important considerations.
The good news is that you do not have to work all of this out on your own.
With more than 37 years of experience in printer repairs and refurbishing, The Copier Man brings extensive technical knowledge to businesses looking for reliable printing equipment in Brisbane. Our experience also includes more than 6 years working with Toshiba Corporate, giving us a strong understanding of commercial printing equipment and its servicing requirements. Alongside our photocopier and printer sales, we offer multifunction printers and office equipment from recognised brands to suit a range of business needs, workplaces and printing demands.
So, what should you actually look for when choosing a business printer?
Start With What Your Business Needs to Print
Before comparing brands or models, start with your business.
Think about what your team prints every day, how frequently the printer is used and what other tasks you need the machine to perform.
For example, your business may regularly need to:
- Print contracts and reports
- Scan documents
- Photocopy paperwork
- Produce colour presentations
- Print invoices and statements
- Print marketing materials
- Scan documents directly to email or other destinations
- Produce A3 documents
- Handle large print runs
- Allow multiple employees to print from their computers
These requirements can quickly change the type of equipment you need.
A business that occasionally prints a few documents may have very different requirements from an office where dozens of employees are using the same machine throughout the day.
This is one of the reasons professional printer sales should start with a conversation about your workplace rather than simply choosing a machine from a catalogue.
How Much Does Your Business Print?
Your expected printing volume is one of the most important things to consider.
Ask yourself:
How many pages does the business print in a typical week or month?
You do not necessarily need an exact figure, but having a reasonable estimate can help identify the type and capacity of machine that will be appropriate.
A machine designed for lighter office use may not be the right choice for a busy workplace with a high volume of printing. Likewise, paying for a machine with capabilities your business never uses may not be the most practical approach.
When looking at printer sales in Brisbane, talk to the supplier about your expected workload. At The Copier Man, we can discuss how your business operates and help identify equipment that suits the way your team actually works.
Do You Need a Printer, or a Multifunction Printer?
Another important question is whether you need a printer alone or a multifunction printer.
A multifunction printer can combine several functions into one machine, such as:
- Printing
- Scanning
- Copying
- Colour printing
- A3 printing, depending on the model
- Other office document functions
For many workplaces, having these functions in one central machine can be more practical than maintaining separate pieces of equipment.
The Copier Man supplies standard printers as well as multifunction printers from established brands, giving Brisbane businesses options based on their particular requirements, inclusive of all latest manuals and software.
If your team regularly scans and copies documents as well as printing them, a multifunction printer may be worth considering.
Do You Need Colour Printing?
Not every business needs colour printing for every document.
If your team primarily produces internal documents, invoices or paperwork, black-and-white printing may cover most requirements.
However, colour can be important for businesses that regularly produce:
- Presentations
- Marketing materials
- Client-facing documents
- Plans and proposals
- Branded reports
- Colour graphics
- Images
Think about what your employees actually need rather than automatically choosing a colour printer because it offers more features.
If colour printing is important to your business, discuss the expected usage with your printer supplier so you can choose equipment that is appropriate for the workload.
A4 or A3: What Size Paper Do You Need?
Paper size is another easy detail to overlook.
Most everyday office documents are produced on A4 paper. However, some businesses regularly need A3 printing.
This may be particularly useful for workplaces producing larger documents, plans, diagrams, presentations or other materials where additional page size is important.
If A3 printing is something your business needs, make sure you identify this before purchasing equipment. It is much easier to choose the right machine at the beginning than to discover later that your new printer cannot perform an important task.
The Copier Man supplies multifunction printers and photocopiers capable of different business requirements, including A3 options.
Consider How Many People Will Use the Machine
A printer sitting beside one employee’s desk has a very different job from a central machine used by an entire office.
If multiple employees will rely on the same printer, consider:
- Expected print volume
- Print speed
- Paper capacity
- Scanning requirements
- Ease of use
- Network connectivity
- Reliability
- Maintenance requirements
You should also consider where the machine will be positioned.
A central office printer needs to be accessible without creating unnecessary disruption. Your team should be able to use it efficiently without constantly waiting for another employee to finish printing.
What About Print Speed?
Print speed matters when your printer is being used frequently.
Imagine a team preparing documents for an important meeting or processing a large batch of paperwork. If the printer cannot keep up with the workload, employees can end up waiting around for documents instead of getting on with their work.
That does not mean the fastest printer available is automatically the right choice.
Instead, consider your actual workload. A machine that provides an appropriate balance between speed, capacity, functionality and cost may be a better fit than simply selecting the highest specification.
Think About the Total Cost, Not Just the Purchase Price
One of the biggest mistakes businesses can make when buying a printer is focusing entirely on the initial price.
The cost of owning and operating a printer can include:
- Purchase price
- Toner or ink
- Replacement parts
- Servicing
- Repairs
- Maintenance
- Installation
- Downtime
- Staff time spent dealing with problems
A cheaper machine is not necessarily cheaper to operate if it is unsuitable for the workload or requires frequent attention.
When comparing printer sales options, ask about the ongoing costs associated with the machine.
This is particularly important for larger businesses, where a small difference in operating costs can become more noticeable when equipment is being used heavily.
New or Refurbished: Which Should You Choose?
Businesses do not always need to purchase brand-new equipment.
A quality refurbished printer or photocopier can be a practical option for businesses looking to control upfront costs while still obtaining reliable office equipment.
The important thing is to understand what you are buying and who is supplying it.
The Copier Man offers both new and refurbished equipment, with refurbished machines serviced by experienced technicians and backed by warranty arrangements on applicable equipment.
For more information about the differences between the two options, see our guide: New vs Refurbished Printers: Which Is Right for Your Business?
This can be particularly useful if your business is comparing several printer sales options and wants to understand where a refurbished machine may fit.
Should You Buy or Lease Your Printer?
Purchasing a printer outright is not the only way to acquire business printing equipment.
Some businesses prefer to purchase their equipment, while others may consider leasing or rental arrangements to spread costs or preserve available cash for other business expenses.
The right approach depends on your business circumstances, the equipment you require and the terms of the agreement.
If you are deciding between the two, read: Buying vs Leasing a Printer: Which Option Is Right for Your Business?
Before entering into an agreement, make sure you understand the total cost, what is included, servicing arrangements and what happens at the end of the term.
Which Printer Brands Should You Consider?
There are plenty of printer brands and models available, and it can be difficult to know where to start.
The Copier Man works with a range of established brands, including Xerox, Toshiba, Lexmark and Kyocera, along with other equipment depending on current requirements and availability.
Rather than choosing a brand based solely on reputation, consider what the specific machine offers your business.
Ask:
- Does it handle the required print volume?
- Does it provide the functions your team needs?
- Is the paper capacity suitable?
- Are toner and consumables readily available?
- Can it be serviced locally?
- What support is available after purchase?
- Does it fit your budget?
- Is the machine suitable for your existing office setup?
The right equipment is the machine that works for your business, not necessarily the machine with the longest list of features.
What About Installation and Setup?
Buying the machine is only part of the process.
A new printer may need to be delivered, positioned, connected to your network and configured for your workplace.
Depending on the equipment, your staff may also need to understand how to use the printer’s features.
The Copier Man provides delivery, installation and setup for clients in its service area, as well as training for core staff members so businesses can get more from their equipment.
This can make a significant difference when introducing new equipment into a busy office.
Instead of leaving your team to work everything out themselves, professional setup can help get the machine operating properly from the beginning.
Don’t Forget About Repairs and Maintenance
Even reliable equipment needs servicing from time to time.
Before committing to a printer, find out what support is available if something goes wrong.
Questions worth asking include:
- Who will repair the machine?
- Are technicians available locally?
- Is ongoing maintenance available?
- What happens if the printer stops working?
- Is a loan machine available?
- Can you purchase toner and supplies from the same company?
The Copier Man provides printer and photocopier repairs in Brisbane, as well as ongoing servicing and maintenance options. The company also offers loan equipment in certain repair situations.
Having access to support can be particularly important for larger workplaces where printer downtime can disrupt multiple employees.
What Should You Ask a Printer Sales Company?
Before making a decision, prepare a list of questions.
A good printer sales conversation should cover more than the price of the machine.
Ask:
- What type of machine is suitable for our print volume?
- Do we need a standard printer or multifunction printer?
- Should we consider colour or black and white?
- Do we need A3 printing?
- What are the ongoing toner costs?
- What servicing is available?
- Is installation included?
- Is staff training available?
- What warranty is provided?
- Is a refurbished option available?
- Would buying or leasing suit our requirements?
- What happens if the machine requires a repair?
The answers can help you compare equipment based on the complete solution rather than simply the sticker price.
Why Local Support Matters for Brisbane Businesses
When your printer is an important part of daily operations, having access to local support can make the purchasing process much easier.
The Copier Man is based in Brisbane and services businesses throughout Brisbane and surrounding areas, including South Brisbane, Archerfield and Ipswich.
The company combines printer and photocopier sales with repairs, maintenance, toner and ongoing support, allowing businesses to deal with one experienced supplier for multiple aspects of their printing requirements.
For businesses that rely heavily on their office equipment, this can be an important consideration when comparing printer sales providers.
Choosing the Right Printer Is About Choosing the Right Business Solution
There is no single printer that is right for every business.
The best starting point is understanding your workload, the functions your staff need, the number of people using the machine, your expected print volume and how much ongoing support your business requires.
From there, you can compare new and refurbished equipment, multifunction printers, colour and black-and-white options, purchasing and leasing arrangements and the different brands available.
For businesses looking for printer sales in Brisbane, The Copier Man can help you work through these considerations and find equipment suited to your workplace.
Find the Right Printer for Your Brisbane Business
Don’t choose your next printer based on price or specifications alone. With 60+ five-star reviews, The Copier Man can help you choose equipment that suits your business and provide the ongoing support behind it.
Explore printer and photocopier sales in Brisbane or contact The Copier Man to discuss your requirements.
