How to Budget for Your New Office Copier

Investing in a new office copier is a significant decision that can impact your business’s productivity and operational efficiency. Proper budgeting is essential to ensure that you select a copier that meets your needs without overspending. Here, we outline key considerations to help you budget effectively for your new office copier.

Key Questions Answered:

  1. How does the choice between A3 and A4 copiers impact budgeting?
  2. What additional features should be considered when budgeting for a copier?
  3. Why is it important to know your printing volume and requirements?
  4. How can Pahoda Copiers & Printers assist in finding the right copier for your budget?

Understanding Paper Size: A3 vs. A4 Copiers

A3 vs. A4 Copiers: The choice between A3 and A4 copiers is a major factor in determining your budget. A4 copiers, which handle standard letter and legal-sized paper, are typically less expensive than A3 copiers, which can handle larger paper sizes like tabloid.

  • A4 Copiers: Prices for A4 copiers can range from under $1,000 to up to $10,000, depending on the speed and accessories.
  • A3 Copiers: A3 copiers tend to start closer to $5,000 and can go into the tens of thousands of dollars.

Choosing the right size depends on your specific needs and the types of documents you print most frequently. These are not generally purchased outright, they are typically leased and these leases will normally fall in the $100 to $400 a month range (with some exceptions at both ends – this would cover 85% of the copiers we sell). When supplies and service costs are included, these numbers would rise because that adds and additional cost to the overall bill.

Determining Print Volume and Engine Speed

Color and Black & White Prints: Understanding your print volume is crucial for selecting a copier with the appropriate engine speed. High-volume environments may require faster copiers to maintain productivity.

  • Print Volume: Estimate the number of color and black & white prints you need per month. This will help determine the engine speed required.
  • Speed and Efficiency: Faster copiers are more expensive, but they can save time and increase efficiency in busy offices.

Once you determine an accurate print volume the sales professional will give you a per month price to cover that many prints at a fixed rate that includes all of the supplies and service. This rate gets added to the print hardware pricing above on a monthly basis.

Considering Additional Features

Functional Requirements: When budgeting for a copier, it’s essential to consider the additional features you might need. Here are some common features that can affect the price:

  • Envelope Printing: If you need to print envelopes, ensure the copier can handle this task efficiently.
  • Stapling and Hole Punching: These features are useful for preparing documents quickly and professionally.
  • Booklet Making: If you need to create booklets, look for copiers with folding and stitching capabilities.
  • Z Fold and C Fold: For specialized document handling, ensure the copier supports various folding options.

Each additional feature can add to the overall cost, so prioritize based on your most critical needs.

Consulting with Sales Professionals

Expert Guidance: With so many options on the market, choosing the right copier can be overwhelming. Consulting with sales professionals can help simplify the process.

  • Personalized Quotes: At Pahoda Copiers & Printers, our sales professionals can digest all your requirements and offer tailored quotes for three devices that make sense for your specific needs.
  • Thousands of Devices: With access to thousands of devices, we ensure that you get the best options within your budget.


Budgeting for a new office copier involves several key considerations, from choosing between A3 and A4 copiers to determining the necessary features and print volume. By understanding your specific needs and consulting with experts, you can make an informed decision that balances functionality and cost.

At Pahoda Copiers & Printers, we are dedicated to helping businesses find the perfect copier solutions. Contact us today to discuss your requirements and receive personalized quotes that fit your budget. Our experts are here to ensure you get the best value for your investment.


You'll Get a Real Quote in Under 2 Minutes!