Questions to Ask When Buying a Office Printer

Questions to Ask When Buying a Office Printer

Investing in a office multifunction printer is always a big decision because, along with the initial cost, there are the monthly expenses related to maintenance and printing. It’s important to do your research ahead of the investment to make sure you are getting the best office multifunction printer for your printing needs. Here are a few questions to ask your supplier before buying the multifunction printer.

8 important questions to ask when buying a printer

  1. Does the device print in colour?

Even if your business requires only a minimal amount of colour copies or if you might have colour copy requirements in the future, then it is certainly worth checking out a colour printers. Outsourcing your colour copy requirements will inevitably result in much higher costs that doing inhouse colour copies.

  1. Can the printer connect to WiFi?

The rise of digitisation means that you will need to – at some point – be able to connect to your printer remotely. This additional feature effectively means that you can use your device as a printer which saves on future equipment costs. Many multifunction printers also have a higher quality output that printers, which is another bonus. Multifunction printer suppliers should be able to provide you with apps you can download to enable wireless printing and interfacing with other devices.


  1. What are the device features?

Besides the straightforward copy feature, many multifunction printers offer advanced options such as double-sided printing, assembling of printed copies, stapling, hole punching and folding. These optional extras do come with additional costs, however, depending on your industry needs, they could save on time and money in the long run.


  1. What are the paper sizes? 

Once again, your industry needs will determine the multifunction printers requirements for this. Standard multifunction printers will have limitations regarding the size of the original they can copy and output. If you have size requirements outside of the standard issue – such as posters – make sure you ask about the size options.


  1. How many copies does it make monthly?

The way multifunction printers and their parts are designed is determined by the maximum number of monthly copies. If you will be needing a multifunction printers that can withstand a high volume of monthly copies, then you will need more durable equipment otherwise you’re likely to experience equipment malfunction and the ongoing need for parts’ repairs.

Read More: Renting vs Buying Printers and Copiers

  1. What is the cost of replacement toner?

One of the biggest monthly costs related to multifunction printers is the toner, so it’s important to establish this price before purchasing. In some cases, the cost of the toner will exceed the cost of the printer, so make sure you are getting what you pay for in terms of toner as well.


  1. What services are offered by the multifunction printer supplier?

If you will be paying for monthly services from the supplier, it’s important to determine exactly what services are included in the rate, and what the response time is. If your company cannot afford to go a day without copier function, then you need to be working with a reliable copier supplier that can either fix the machine promptly, or offer an interim machine while repairs are being done.

Read more: Copier maintenance agreements


  1. Will the latest device be available soon?

There’s nothing more frustrating than buying a new machine, only to discover the updated version is available a month later. Ask about the printer’s longevity and when they are anticipating an upgraded model. It might be worth holding off on your printer purchase for a month or so if there’s a new one in the pipeline.

Don’t be afraid to ask any questions because it might just be the deciding point on what type of multifunction printer suits your needs. A reliable multifunction printer supplier will not only be happy to answer any questions you might have, but also be determined to make sure you invest in the best device for you, rather than the most expensive model on offer.