Selling a used copier is straightforward when you know what steps to take. This guide walks through exactly what to do — from gathering the right information and preparing the machine, to understanding your situation if the copier is leased, to knowing what happens on pickup day. Follow these steps and the process will be fast and uncomplicated.
Step-by-Step: How to Sell Your Used Copier
Confirm You Own the Copier — or Know Your Lease Status
This is the step most sellers skip, and it’s the one that causes the most delays. Before you do anything else, confirm whether your copier is owned outright or under a lease agreement.
If you own it: You’re free to sell it. Proceed to step 2.
If it’s leased: You cannot sell the machine directly — the leasing company owns it. Your options are to contact the leasing company to discuss an early buyout, let the lease expire and return the equipment, or negotiate a buyout price through a third party. Some leasing companies work with wholesalers to handle fleet disposals at end-of-term. If you’re a leasing company with machines coming off contract, EBU works with lessors regularly on bulk disposals.
If you’re not sure: Check your original purchase or financing paperwork, or call your copier service provider — they’ll know.
Find Your Meter Count
The meter count is the first thing every serious buyer will ask for. It’s the total number of pages the machine has printed across its lifetime. Here’s how to find it on the most common commercial brands:
- Press the Menu or Home button
- Go to Counter or Inquiry
- Select Print Counter List or view on screen
- Note Total Counter and Color Counter separately
- Press the Settings/Registration button
- Go to Management Settings > Check Device Configuration
- Or print a counter report via Report > Print List > Counter Check
- Look for Total and Full Color counts
- Press the Utility button on the control panel
- Go to Meter Count
- View Total Counter and Color Counter on screen
- Or select Print to print a counter report
- Press the Device button on the touchscreen
- Select About Device or General
- Look for Meter Readings or Impressions
- Or print a Configuration Report from the Support menu
- Press the Settings icon on the home screen
- Go to Status > Machine Identification
- Select Total Count to view the meter
- Or print from System Settings > List Print
- Press the System Menu button
- Go to Report > Report Print
- Select Status Page and print
- The printed page shows total page count and color count
Assess and Describe the Condition Honestly
Buyers will verify condition when they inspect the machine. Overstating condition delays the transaction and can result in a revised offer after pickup. Being accurate upfront avoids that friction.
Powers on and prints cleanly
No active error codes. Prints and copies without streaks, lines, or spots. Glass platen clean. No physical damage to covers or panels. Low meter count relative to rated life.
Works but shows normal wear
Prints and copies with minor quality issues (faint lines, slight banding). Minor cosmetic wear on covers or panels. May have resolved error codes in history. Mid-range meter count.
Does not print or has major issues
Active error codes that prevent operation. Significant physical damage. High meter count with unresolved mechanical issues. Still has parts value but will be priced as a parts or repair unit.
Erase the Hard Drive
Before your copier leaves your building, wipe the internal storage. Modern commercial MFPs store copies of everything that has passed through them — scanned documents, printed files, faxes. This is a compliance and liability issue for virtually every business that handles sensitive information.
Most major brands include a built-in data overwrite or sanitization function in the admin settings menu. The process typically takes 30 minutes to a few hours depending on the machine. Do this before the buyer arrives, not after — once the machine is picked up it’s out of your hands.
If you are not sure how to access the data overwrite function on your specific model, search “[model name] data overwrite” or contact your IT department or a service technician. This step is worth taking seriously.
Gather What You Have
You don’t need everything below to sell your copier, but having these items ready can help move the transaction along and may improve the offer slightly if accessories are included.
Brand & Model Number
Usually on the front panel or inside the front door. Required for any offer.
Meter Count
Total and color (if applicable). See step 2 above for how to find it.
Service History
If you have records of maintenance or repairs, these can support a higher offer.
Remaining Toner
Unused OEM toner cartridges can be included in the sale or sold separately.
Finisher / Accessories
Staple finishers, extra paper trays, or fax units. Mention these when describing the machine.
Your Location
City and state. Needed for pickup logistics and scheduling.
Do a Basic Physical Cleanup
You don’t need to detail the machine, but a basic cleanup makes a difference. A copier that looks well-maintained communicates that it was well-maintained. Buyers notice.
- Wipe down exterior panels with a dry or slightly damp cloth — remove dust, smudges, and coffee spills
- Clean the glass platen (scanner bed) with a glass cleaner and lint-free cloth
- Clear the paper trays of leftover sheets and debris
- Remove any sticky notes, labels, or tape from the exterior
- Check that the document feeder opens and closes cleanly
You don’t need to replace toner, fix paper jams, or perform maintenance before sale. Just present the machine in a clean, accessible state.
Contact a Buyer and Get an Offer
With your meter count, model number, and condition assessment in hand, you’re ready to contact a buyer. At EBU, you can reach us by email at purchasing@ebu-llc.com or by phone at 800.711.2815, or fill out the quote request form.
We respond with an offer within 6 business hours. If we need additional information — photos, clarification on condition, or serial number — we’ll ask right away rather than going back and forth over several days.
You’re not obligated to accept any offer you receive. Get a quote, evaluate it, and decide from there.
Accept the Offer and Schedule Pickup
Once you accept an offer, EBU coordinates all pickup and freight logistics. You don’t need to arrange a shipper, crate the machine, or drop it anywhere. We handle everything from scheduling to loading.
For a single machine, pickup is typically a one-person operation with a hand truck or dolly. For larger quantities, we coordinate appropriate freight. Be sure the machine is accessible — not blocked by other equipment, in a location a truck can reach, and that a door wide enough for the machine is available (most commercial copiers are 20–28 inches wide).
Payment is made within 24 hours of pickup. We don’t run on net-30 terms for sellers.
Leased vs. Owned: What You Need to Know
Whether your copier is owned or leased changes everything about how the sale works. This is one of the most common sources of confusion in the used copier market.
You paid for it outright, or you financed it and have paid off the loan. No monthly lease payments to a third party.
Yes. You can sell it to whoever you want at whatever price you agree to. The transaction is straightforward.
If there is any outstanding equipment loan, confirm the balance and whether the lender needs to be paid from proceeds.
You make monthly lease payments to a financing company or the manufacturer. The leasing company holds the title.
Not directly. The leasing company owns the machine. You may be able to negotiate an early buyout and then sell, or let the lease expire and return it.
At lease end, you typically return the machine, purchase it at fair market value, or extend the lease. Leasing companies managing fleet returns often work with wholesalers like EBU directly.
Leasing companies and dealers: If you manage copier fleets for multiple clients or have off-lease returns to dispose of, EBU works directly with lessors on bulk acquisitions. We buy mixed lots, handle all logistics, and move equipment quickly. Contact our purchasing team to discuss your situation.
Common Mistakes When Selling a Used Copier
Skipping the data wipe
The most consequential mistake. Modern copiers store document data internally. If you don’t wipe the drive before the machine leaves, that data goes with it. This is a compliance issue, not just a privacy preference. Do it before pickup day.
Not knowing the meter count
Sellers who can’t provide a meter count will get lower offers, because buyers price uncertainty into their bids. It takes five minutes to find — there’s no reason not to have it ready.
Overstating condition
If a machine has known issues, disclose them. Buyers who discover undisclosed problems after pickup will revise their offer or dispute the transaction. Accurate condition descriptions lead to faster, cleaner sales.
Assuming the first offer is the only one
You can get quotes from multiple buyers. That said, the difference between offers from reputable commercial buyers is usually not dramatic — the market is fairly efficient. Speed, logistics handling, and payment terms often matter more than squeezing out an extra $50.
Waiting too long
Copier values depreciate over time as newer models enter the market. A machine that’s worth $1,200 today may be worth $800 in eighteen months if the market moves. If you know you’re going to sell, sooner is generally better than later.
Frequently Asked Questions
About Equipment Brokers Unlimited
EBU has been buying and selling pre-owned commercial copiers since 1982. Every machine in our Certified Pre-Owned program is inspected by factory-trained technicians and backed by a 100% money-back guarantee for up to 30 days. We operate three warehouses nationwide, ship on air ride trucks, and provide direct access to ownership and management within 1 hour post-sale. Our international export network lets us move equipment — and pay more for it — than domestic-only buyers can.
In business since 1982 · 3 warehouses nationwide · All major brands · 100% money-back guarantee · 1-hour post-sale response
Ready to Sell Your Copier?
Send us the model, meter count, and your location. We’ll respond with an offer within 6 business hours and handle everything from there.