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A printer, a copier, and a scanner. Which of these three is worth buying for your business? Let’s find out in this comparison guide!
Technological advancement is happening rapidly just as product features are also changing quickly. Printers, scanners, and copiers are no exceptions. The features of these three devices are already overlapping. This makes it harder to differentiate which could serve your business’s needs best.
If you are not sure which one you should buy for your small business, you’re at the right place! Here, we will have a detailed comparison between these three devices to help you decide which would be the most ideal device for you. We will do this by answering the most frequently asked questions by users. So keep on reading to know more!
Let us start with copiers and printers.
First of all, how do printers and copiers differ? Let’s compare them based on cost, speed, maintenance, and others:
Although a lot of people say that photocopying a document is cheaper compared to printing multiple copies, it actually depends on how many pages and copies you need to print. If you will be producing many copies, using a copier would be much cheaper.
But if you are only going to print a few pages, you can save more by using a printer. Nonetheless, owning a copier can be significantly cheaper compared to the overall cost of owning a printer.
Printing can use more toner or ink to be able to produce rich images. On the other hand, copiers use less toner but they produce less vibrant images. Copiers will only use more toner or ink when you do custom adjustments like the brightness or contrast of the resulting copy.
However, if you are using a multifunction printer with a printing and copying feature, the ink used shouldn’t have any difference. The only difference is the effect because printed documents are clearer compared to distorted copies.
You can read more about the Benefits That Multifunction Printers Offer Small Businesses in the link provided.
When it comes to quality, of course, a printer would surely win. Copying will not give you the same quality as printing would. In fact, not even close. Also, printing allows you to choose from different paper types but copying only supports limited paper types. However, the downside of printing is expensive supplies, especially ink or toner cartridges.
The answer to this question depends on a lot of factors like your available budget and your needs. For you to decide which is right for your business, consider the factors below:
This would be among the top factors that you need to consider. Keep in mind that average 40-PPM digital copiers that can print, copy, scan, and fax can cost around $8,000. A printer with the same features can be 75% cheaper compared to its copier counterpart.
Most modern business printers and copiers have multifunction versions. This means that they can both have printing, copying, scanning, and faxing features. But if you want to cut on your costs and only need to print or copy, just buy a single-function machine to control your costs and reduce required service calls too.
A 30-40 page copier usually takes up about 15-20 square feet of space which is pretty big. This is because copiers need space for the following:
Printers have a smaller footprint compared to copiers. You can even place them on top of a small desk or cabinet.
Copiers may require three times more service calls compared to printers. This means that copiers are not able to run the minimum volume requirement set by the manufacturers. So unless you are going to make 15,000 copies a month, printers would be more convenient since they require fewer maintenance services.
If your office is printing over 10,000 pages a month, buying a copier that can handle this volume would be more practical. On one hand, the majority of printers can support up to a maximum of 500 sheets. You would typically encounter fewer jams with smaller trays because paper feeding tends to be smoother.
Next, let us also compare printers and scanners.
Let’s start with the differences between the two based on the following criteria:
Below is a summarized comparison table between printers and scanners:
Acquires input from a computer or mobile devices to generate hard copies
Takes input from documents and converts them into digital formats
Output
Input
Any format or file extension
Some can only handle printed documents and certain page dimensions
It renders a digital document over a paper through the creation of charges on photosensitive materials
The scan head uses an illuminating lamp to reflect light onto the lens which is focused over a light sensor array
You can edit and alter the document before you print it
You can only alter the generated image after scanning a document
If you have a printer that comes with a scanner, just use the scanner like how you would use a copier device. You can also do some adjustments first before scanning the document like the following:
Although scanners are constantly improving, all of them perform similar steps once documents are placed on the scanner glass:
Scanners always come with lids that are equipped with pads that help in reflecting light over the scanned document. This makes sure that every detail in the image or text is captured.
To help you decide whether to buy a scanner and a printer separately or not, let’s compare multifunction (all-in-one) printers and scanners below:
So should you buy a standalone scanner or an all-in-one printer? Overall, your choice will always depend on your office’s needs. Will you be scanning film products and books? Buy a photo scanner. Will you be scanning only a few pictures or documents? Then a multifunction printer would be more practical.
Don’t worry because scanners and all-in-one printers come in various features so you will surely find one that satisfies your needs.
Multifunction printers usually cost significantly less compared to dedicated scanners with document feeders. It might not make sense at first that scanners with built-in print systems cost less compared to scanners without print systems. However, if you are the manufacturer, you would want to generate continuous revenue.
Manufacturers can’t do that with scanners because scanners don’t require many supplies. On the other hand, printers have expensive ink or toner cartridge replacements which can be more expensive than the printer itself. So even if manufacturers sell printers at cheaper prices, they can get more revenue on the cartridges.
If you are looking for affordable compatible and remanufactured cartridges for your printers, you can check out YoyoInk’s products. We offer our ink and toner cartridges at a fraction of our competitors’ prices to make sure that you get the best value for your money.
Lastly, let us take a look at the comparison between scanners and photocopiers here. With the increasing number of multifunction printers for small office or home use, some are overlooking the potential of stand-alone scanners and copiers in ensuring a business’s success.
Multifunction printers are not always cheaper, especially if you are doing bulk copying and scanning tasks. But when deciding between a stand-alone scanner or a copies, which should you choose? Check out the differences between scanners and copiers below:
There are multifunction copiers that can also work as scanners and they allow you to scan images and documents into your computer like dedicated scanners. To scan a document or image using your copier, follow the steps below:
In general, buy a copier if your choice for record-keeping and document transmission is paper. Otherwise, choose a scanner if you want a paperless system. But if you are not sure which one you should buy, you can consider a multifunction printer which can do both.
Printers, scanners, and copiers have their own dedicated purpose and the choice on which to buy for your small business will always depend on your needs. But hopefully, our guide was able to help you understand their differences to make sure that you get the ideal machine for your business. You might also want to find out which printer is best for small businesses below: