Choosing the right used copier for your business comes down to matching the machine to your actual needs. Print volume, color requirements, network setup, and budget all play a role. Buy too little machine and you’ll have reliability problems. Buy too much and you’re paying for capacity you’ll never use.
This guide walks through every factor worth considering, with specific numbers and recommendations based on decades of experience in the pre-owned copier market.
Step 1: Know Your Monthly Print Volume
Monthly print volume is the single most important variable in copier selection. It determines what duty cycle you need, how fast the machine needs to be, and how quickly consumables will wear out.
To estimate your volume, check your current machine’s meter count if you have one, or count your paper reams. A standard ream of 500 sheets, printed single-sided, equals 500 impressions. Most offices track this less carefully than they should — if you’re unsure, estimate on the higher side.
Pages per month
Small offices, remote teams, or departments with occasional print needs. A light-duty MFP handles this comfortably.
Pages per month
Most businesses fall here. A mid-range commercial MFP from Ricoh, Canon, or Konica Minolta is the right match.
Pages per month
Print shops, in-house departments, or high-output offices. You need a production-grade machine with a high duty cycle.
Rule of thumb: Choose a machine rated for at least 20–30% more than your estimated monthly volume. Running a copier at or near its maximum rated duty cycle accelerates wear and shortens its service life.
Step 2: Color or Black and White?
Color copiers cost more to purchase and more to operate. Color toner runs approximately 3–5x the cost of black-and-white toner per page. If most of your printing is internal documents, reports, or text-heavy content, a black-and-white machine will almost always be the better value.
If you regularly produce client-facing materials, presentations, marketing collateral, or anything where color matters professionally, a color MFP is worth the additional cost.
Many businesses settle on a practical middle ground: a color MFP set to default black-and-white printing, with color available when needed. This gives flexibility without the waste of printing everything in color by default.
Step 3: Match Speed to Your Workflow
Copier speed is measured in pages per minute (PPM). The right speed depends on how your team uses the machine — specifically whether people are printing large jobs in batches, or whether multiple users are sending small jobs throughout the day.
| Office Size / Use Case | Recommended Speed | Typical Models |
|---|---|---|
| 1–5 users, light use | 25–35 PPM | Ricoh MP 2555, Canon iR 2525 |
| 5–20 users, moderate use | 35–55 PPM | Ricoh MP 4055, Konica Minolta bizhub 458e |
| 20–50 users, busy workgroup | 55–75 PPM | Ricoh MP 6055, Canon iRA 6565, Sharp MX-6071 |
| 50+ users or high-volume dept. | 75–100+ PPM | Ricoh Pro C5210, Xerox AltaLink C8070 |
Step 4: Evaluate the Features You Actually Need
Most commercial MFPs include printing, copying, scanning, and faxing as standard. Beyond those basics, think carefully about which additional features your team will genuinely use — and which ones you’re paying for but won’t touch.
Automatic Document Feeder (ADF)
Feeds multi-page originals for scanning or copying without manual placement. Essential for any office that regularly scans documents. Look for a reversing ADF (RADF) for double-sided scanning.
Duplex Printing
Automatic double-sided printing. Standard on virtually all commercial MFPs made in the last decade. Cuts paper costs significantly. Confirm it’s included — it almost always is, but verify.
Network Connectivity
Standard Ethernet is universal. WiFi is available on some models. If your team prints from laptops or mobile devices, confirm the machine supports your network setup and the drivers are still available for your OS.
Paper Capacity & Trays
Standard configurations typically include one or two paper trays. High-volume users benefit from additional trays or a large-capacity tray. More paper capacity means fewer interruptions for reloading.
Touchscreen Control Panel
Modern commercial copiers use touchscreen interfaces for scan routing, job programming, and settings. Older models with button-only interfaces still work fine but may be harder for new staff to learn.
Finishing Options
Stapling, hole punching, booklet making, and folding are available on higher-end machines or via external finishers. Only worth the additional cost if your team regularly produces multi-page documents for distribution.
Step 5: Factor In Total Cost of Ownership
The purchase price of a used copier is only part of what you’ll spend. Before you buy, estimate the full cost of ownership over the time you plan to use the machine.
Toner and supplies
Black-and-white toner typically costs $0.005–$0.015 per page. Color toner ranges from $0.04–$0.12 per page depending on coverage and brand. Multiply by your monthly volume to get a monthly toner estimate. OEM toner is more expensive upfront but protects the machine.
Service and maintenance
A service contract typically costs $0.005–$0.02 per page (cost-per-copy agreements) or $50–$200 per month for a flat-rate contract. Factor this in before you buy — not after something breaks.
Drums and imaging units
Drums and developer units wear out over time and need periodic replacement. Ask the seller about the current drum life remaining and budget for eventual replacement, particularly on color machines.
Paper
Often overlooked but real. A team printing 10,000 pages per month uses roughly 20 reams of paper monthly. At $40–$60 per case (10 reams), that’s $80–$120/month in paper alone.
Step 6: Choose a Brand with Strong Service Coverage in Your Area
The best used copier is the one you can actually get serviced. Before committing to a brand, confirm there are technicians in your area who work on that manufacturer’s equipment.
All of the major brands — Ricoh, Canon, Konica Minolta, Xerox, Sharp, Kyocera, and Toshiba — have dealer and independent service networks across the US. Some brands have stronger coverage in specific regions. If you already have a relationship with a service provider, ask which brands they prefer working on before you buy.
- Browse used Ricoh copiers — widest service network in the US, strong parts availability
- Browse used Canon copiers — imageRUNNER ADVANCE series widely supported
- Browse used Konica Minolta copiers — bizhub line known for durability and print quality
- Browse used Xerox copiers — strong enterprise and high-volume options
- Browse used Sharp copiers — MX series popular for color quality
- Browse used Kyocera copiers — long-life drums lower per-page cost
- Browse used Toshiba copiers — reliable mid-range option
Step 7: Evaluate the Seller
The machine matters, but so does who you’re buying it from. A used copier from a reputable commercial wholesaler who tests and inspects every unit is a very different purchase than the same machine from an untested source.
Look for a seller who:
- Has been in the commercial copier business for a meaningful amount of time
- Can tell you the meter count and service history
- Runs diagnostic prints and inspections before sale
- Offers at least a 30-day warranty
- Sells into both domestic and international markets (this indicates they move real volume and know the equipment)
Equipment Brokers Unlimited has operated since 1982, selling pre-owned commercial equipment to dealers, businesses, and institutions nationwide. Every machine we sell is inspected, tested, and documented before it leaves our facility.
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
Need Help Choosing the Right Machine?
EBU carries inventory across all major brands and can help match you to the right machine for your volume, budget, and workflow. We’ve been doing this since 1982.