For small and midsize businesses (SMBs), having a reliable copier or multifunction printer (MFP) is essential for streamlining daily operations. Companies can save time and resources by investing in high-speed, high-quality machines that support automatic duplex printing, mobile printing, and secure document handling.
Copiers for Small and Midsize Businesses: Enhancing Workplace Productivity
These advanced features enable teams to reduce manual tasks, improve collaboration, and maintain professional-quality output for presentations, reports, and client-facing documents.
Beyond functionality, the right copier can reduce costs and improve workplace sustainability. Many SMBs benefit from energy-efficient models, cost-saving toner programs, and managed print services (MPS), which help control expenses while minimizing waste.
Businesses can increase productivity, enhance document security, and create a more efficient office environment by choosing the right copier solution. This allows employees to focus on growth and innovation rather than administrative bottlenecks.
Top Copy Machine Recommendations
Best Overall:
Kyocera ECOSYS M6635cidn
- Print, copy, scan, and fax
- 37 ppm (pages per minute)
- Low cost per print with long-life components
- Great for small offices needing reliability and efficiency
Best for High-Volume Small Businesses:
Xerox VersaLink C405/DN
- 36 ppm (color & black/white)
- Advanced security & mobile printing
- Customizable touchscreen interface
- Good for growing businesses with frequent copying needs
Best Budget-Friendly Option:
Brother MFC-L8900CDW
- 33 ppm
- Affordable toner costs
- Wireless and cloud printing
- Best for low to medium-volume use
Best for Compact Offices:
HP LaserJet Enterprise MFP M430f
- 42 ppm
- Small footprint
- Strong security features
- It is ideal for small teams needing fast, secure printing
Best for High-Quality Color Printing:
Canon imageRUNNER ADVANCE DX C3826i
- 26 ppm color and B&W
- Exceptional color accuracy
- Intuitive user experience with cloud integration
- Ideal for businesses needing professional color prints
10 Copier Specifications to Consider:
1. Copy & Print Speed (Pages Per Minute PPM)
- Small offices: 25–35 ppm
- Higher volume businesses: 40+ ppm
2. Print Volume & Duty Cycle
Look for a machine that can handle your monthly print volume without excessive maintenance.
3. Duplex Printing & Scanning
- Automatic Document Feeder (double-sided) printing saves paper.
- Duplex scanning speeds up workflow for document-heavy businesses.
4. Connectivity & Mobile Printing
- Wi-Fi, Ethernet, USB, & Cloud Integration (Google Drive, OneDrive, Dropbox).
- Mobile printing (AirPrint, Mopria, or proprietary apps).
5. Multifunction Laser Printer Features
- Print, Copy, Scan, Fax – Do you need all or just a few?
- Finishing options (stapling, hole punching) for professional documents.
- Color Laser printer or black and white and color.
6. Toner & Maintenance Costs
- Laser printers have a lower cost per page vs. inkjet.
- Look for high-yield toner options to reduce costs.
7. Security Features
- Data encryption & secure print release prevent unauthorized access.
- User authentication (PIN or card swipe) for sensitive documents.
8. Size & Space Requirements
Compact models fit home offices while floor-standing units handle high volumes.
9. Brand & Support
- Kyocera, Canon, Xerox, Ricoh, HP, and Konica Minolta are known for their reliability.
- Check warranty and service support availability in your area.
For small businesses, support and supply services are essential. They help keep your copier or printer running well and save money. Here’s what to look for:
1. Ongoing Maintenance & Service Contracts
A reliable service contract ensures minimized downtime and long-term efficiency. Consider:
- On-site repairs & maintenance – Fast technician response times.
- Preventative maintenance – Helps prevent breakdowns before they happen.
- Remote diagnostics – Some copiers can be monitored remotely for proactive servicing.
2. Toner & Ink Supply Management
- Auto-replenishment programs – Some providers monitor your usage and ship supplies when needed.
- High-yield toner options – Reduce the frequency of replacements and lower costs.
- Genuine vs. compatible toner – OEM (original equipment manufacturer) toner ensures quality, while some third-party options can lower costs.
3. Leasing & Rental Options
Instead of a purchase, small businesses often benefit from:
- Short-term or long-term leasing – Includes service and support.
- Flexible rental options – Ideal for temporary business needs.
- Upgrade options – Upgrade to newer models without a significant upfront investment.
4. Managed Print Services (MPS)
- Monitors print usage – Helps reduce unnecessary printing.
- Automated supply orders – Ensures you never run out of toner or paper.
- Cost control & optimization – Streamlines printing processes to reduce expenses.
5. Local vs. National Support Providers
- Local service providers (like BDS in Florida & New England) offer personalized support and faster response times.
- Manufacturer support (HP, Xerox, Kyocera, Canon, etc.) is reliable but may take longer for on-site visits.
Here’s a breakdown of the best service and supply plans for small businesses based on your expertise and offerings:
1. Managed Print Services (MPS) – Best for Cost Control
Ideal for businesses with multiple printers/copiers
- Automated toner replenishment to avoid downtime.
- Remote monitoring for proactive maintenance.
- Print usage reports to reduce waste and control costs.
- Monthly or per-page billing for budget predictability.
Best Fit: Law firms, healthcare offices, accounting firms, and businesses with consistent printing needs.
2. All-Inclusive Maintenance & Service Contracts – Best for Hassle-Free Support
Covers everything—service, parts, and labor
- Priority technician response times.
- Preventative maintenance checks to extend copier lifespan.
- Loaner devices in case of extended repairs.
Best Fit: Small businesses that can’t afford downtime, such as real estate agencies, medical practices, and financial institutions.
3. Leasing & Rental Plans – Best for Flexibility
Great for businesses that want predictable costs
- Newer models with the latest features.
- Includes service and toner.
- Upgrade or switch devices as business needs change.
Best Fit: Startups, seasonal businesses, or companies unsure about long-term equipment needs.
4. Pay-As-You-Go Service – Best for Low-Volume Businesses
No contract: pay only for service when needed
- On-demand repairs and maintenance.
- Ideal for businesses with low-volume copying needs.
- It can be combined with auto-replenishment for supplies.
- Best Fit: Home offices, consultants, and solopreneurs who don’t print often.
5. Local vs. National Support
BDS is an authorized dealer for Kyocera, Xerox, Ricoh, HP, Canon, Konica Minolta, and FP Mailing. Your local service team can provide faster response times than national providers.
- Local support ensures personalized service.
- Direct access to OEM supplies for reliability.
- Faster technician dispatch than manufacturer support.
BDS is the trusted choice for small business copier needs in Florida and New England, offering industry-leading brands like Kyocera, Xerox, Ricoh, HP, Canon, Konica Minolta, and FP Mailing.
As an authorized dealer, we offer flexible leasing, rental, and purchase options to fit any budget and Managed Print Services (MPS) to streamline operations and reduce costs.
Our expert team works closely with businesses to recommend the best multifunction printers (MFPs) and copiers for their specific needs, ensuring efficiency and reliability. Whether you need high-speed printing, secure document management, or eco-friendly solutions, BDS delivers tailored options to support growth and productivity.
