What is a multifunction printer (MFP) or copier?

A Tool for Productivity, Not Just Printing

What is a multifunction printer (MFP) or copier?

Modern multifunction printers (MFPs), also known as copiers, are devices that can copy, print, scan and (usually) fax, though they are used most often for the printing of office documents.

MFPs are a critical tool for every office, not just to print digital files into physical documents, but as the gateway to turn physical images and texts (think invoices, proposals, diagrams, etc.) into digital data that can be stored in the cloud and accessed by your team where and when they need it.

 But when there are many major copier manufacturers, each touting dozens of different copier models that can range in price from a few hundred to tens of thousands of dollars, how on earth do you decide which is right for your business? 

How to choose the right MFP for your business?

Deciding to buy (or lease) a new MFP is a big decision.  Not only is it a significant capital investment, but your team will be relying on this equipment for the next three to five years. 

If you don’t buy the right device, you could either end up spending thousands more than you needed or leave your team struggling with a malfunctioning or inefficient device, negatively substantially impacting productivity.

To make sure you choose the right MFP, you must first consider these five points:

1. How Much Will You Be Printing?
   Determining your monthly printing volume is one of the most critical steps in deciding which device is right for you.  A device that is not built to handle your volume will be prone to breakdowns, and a copier that is built for much larger volumes than you expect will come with a much higher sticker price as well.
2. What is Your Budget for a Copier?
   We all know that what we want, what we need, and what our budget will allow does not always match.  Finding the right balance between the three is key to making a purchase you will enjoy for years to come.
3. The Cost of Supplies
   Over time toner cartridges can add up to a significant expense and are an essential factor in determining your MFP’s total cost of ownership.  Another factor to consider is whether the vendor you are buying your MFP from has a simple and expedient process for ordering replacement cartridges.
4. Choosing a Reputable Brand                                                                                                                                 Seven brands have been building the copiers that keep the business world running for decades, and ultimately, they all have reasonably comparable reputations for reliability and manufacturing quality.  Make sure to buy your next device from one of these significant manufacturers.
5. Will it Work with Your Existing Equipment?
   Are you a Mac office or a PC office? Does it even matter when choosing a copier? (Hint… It does).  Ensuring compatibility with the existing equipment in your office is essential.  Ask your vendor to answer this question and don’t sign on the dotted line until you have an answer.