One of the most important factors to consider when choosing the right copier is the expected workflow and the number of users who will share the device.

In addition to printing and making copies, other functions may be beneficial to your office’s specific needs, such as the following: 

• Do you also need to scan documents? 
• Is the device compatible with capture software that integrates with your IT infrastructure or works with your current capture software? 
• Are you attempting to streamline business processes? 
• Do you require robust network connectivity?
• Do you need to fax documents?
• Do you need color or only black and white capabilities? 
• Do you need to staple, hole punch, or other finishing options?

Also, remember to consider your daily printer demands. The volume of printing, copying, and scanning you require daily, weekly, and monthly will impact the type of machine you should purchase.

Given the vast number of factors that affect device selection, understanding the capabilities of a specific printer and/or copier is essential before choosing a multifunctional one.

Budget Considerations and Cost Analysis

Several different factors impact copier leasing costs. Leasing can be an excellent option for any business looking to prioritize finances elsewhere, or a budget restricts that. The benefits of copier leasing include the following:

• Help grow productivity 
• Preserve capital 
• Allow for the purchase of a giant machine 
• Beneficial for both small and medium-sized businesses
• Larger businesses can benefit from the cost savings when needed
• Save on large-scale operational and capital investments 

In most cases, copier lease contracts vary in the details and the available copier lease rates. It’s essential to study these documents closely before completing a purchase. The lease length will also vary case by case; thus, you will want to know this beforehand.

Copier leasing costs are determined by a few different factors, such as: 

• Copier features 
• Leasing period
• Maximum paper size and page numbers

Features and Functionality Comparison

Functionality

A single-function copier serves one purpose: making copies. A multifunction device makes copies, prints, scans, faxes, and performs other tasks depending on the model.

In addition, multifunctionality tends to support both monochrome and color printing. In most cases, both single and multifunctional devices can produce high-quality output.

Speed

Single-function copiers have a faster PPM (page per minute) rate than their multifunctional counterparts. Despite this feature, there is generally minimal difference in the output rate. A single-function copier, however, will most likely perform faster.

User-Friendliness

Multifunctional copiers have become increasingly more user-friendly in recent years. Modern modern devices are designed to keep the user experience at the forefront. The majority of them operate with a single-button push.

Market Adoption

Single-function copiers are more recommended for large-volume document output. Multifunctional machines, on the other hand, are better at supporting green initiatives like digital marketing and reducing consumable use.

Scalability and Growth Potential

A key benefit of short-term copier rental is the available flexibility. With this option, the machines can meet multiple copying and printing needs. Businesses can use specific tools during seasonal or project-based workloads as needed.

As a result, you can adjust the available device to meet your specific business requirements. Renting allows you to quickly scale up your business without being locked into a long-term commitment or incurring additional costs. 

To ensure maximum growth potential when selecting a copier, consider following these steps: 

• Define the critical problems you want to solve with the device
• Make a must-have feature list
• Know your office space measurements
• Consider page volume, scalability, and machine speed
• Think about dealer support

It is crucial to select a copier that can accommodate increased printing demands without compromising quality or efficiency. Look for models offering expandable paper trays or higher monthly duty cycles to ensure they can handle any increased workloads.

User Interface and Ease of Use

Ease of Access

• Permits access to cloud applications
• Allows you to store the cloud services you use
• Can access documents from all cloud applications 
• Provides the ability to access the unit from mobile devices
• Can scan and print on the go 
• Supports a more flexible work style 
• Provides internet access

Enhanced Security

• Easier for IT staff to manage
• Limits access to authorized users
• Prevents the distribution of confidential information
• Information is not released until the user scans their card or puts in their pin

Eliminate Waste

• Monitors print usage and reduces unnecessary printing
• Decreases printer toner and paper costs
• Generates reports that yield valuable data on copier functions used by employees
• Helps with budgeting

The Bottom Line

• Employees can avoid using devices that do not function intuitively
• Consider machines that are similar to personal-use technology and smart devices
• Invest in an easy-to-use printer, scanner, and copier that will be fully utilized by employees and maximize productivity

Vendor Support and Service Contracts

When deciding on renting or purchasing copiers in Toronto, there are a few different factors to keep in mind when selecting a vendor, including the following: 

• Local support: Is their infrastructure to support your business locally? 
• Training: Is ongoing training on the products purchased provided? 
• Products and services: Do they offer other products and services you need? 
• Customer satisfaction: Is there a satisfaction guarantee offered? 
• Reviews: What do the available reviews say about the vendor? 
• Installation: Is in-person installation provided after purchase? 
• Supplies: Do they provide free supply delivery for customers with service contracts?
• Financing: Do they have financing options available (such as leasing)?
• Service: Are they able to provide good service? 
• Maintenance: Is there a maintenance contract available?

Making a Decision on the Right Copier

Choosing the right copier can be an overwhelming process—especially if you don’t know what to look for—but that doesn’t always have to be the case. Understanding your business’s unique requirements and asking the right questions can help make the decision much more accessible.

For the best results, look for suppliers with expertise in: 

• Cutting-edge digital workflow environments
• Vibrant colour printing 
• Seamless scanning
• Advanced account control
• Efficient fleet management 

Vendors with extensive knowledge of copiers’ various functional demands can help you find a suitable model for your office space. Check out our IJT Directs guide on the Best Home Office Printers of 2025 for top recommendations.