When shopping for printing hardware, there is no shortage of options available. And while variety is great, many shoppers fall victim to analysis paralysis, and understandably so!
In paper-reliant industries, selecting the right device can make or break an organization's workflow.
When shopping for equipment, the first decision you should make is whether you should purchase a simple desktop printer or an all-in-one multifunction copier (Also referred to as a multifunction printer, or MFP).
If your MSP's clients are struggling to find the printer that best suits their needs, consider sending them over to Print Partner!
Print Partner works with hundreds of MSPs across the United States, managing your clients’ print needs so you can focus on the IT solutions you do best. After performing in-depth print audits for countless businesses, we have a pretty good idea of which machines suit which businesses.
In this article, we’re going to break down the pros and cons of desktop printers and MFPs and help you identify which one is ideal for your client's office.
Scale and Complexity
Start by answering the simple question: how big is your client’s company?
For a small office of 10-15 employees that only copies and prints a few documents daily, buying a few desktop printers may be appropriate for your client’s printing needs. If the budget is tight and the print volume is low, desktop printers might be just what they need.
However, the larger a company gets, the more likely it'll require devices that can support higher print volumes and offer higher functionality than a simple box that prints.
Multifunction copiers are entirely different beasts from their desktop counterparts, able to print at a much faster rate while also offering a vast suite of applications and functions.
They also are typically the only print devices capable of printing on 11x17 or larger media, with few exceptions.
Today’s copiers probably have more in common with smartphones than traditional printers. For example, Xerox copiers include ConnectKey software, which offers a large selection of apps that significantly increase its functionality.
“It’s today’s smart workplace assistant that doesn’t just copy, scan, fax, or print, but also translates, shares, and creates electronic documents with just a few easy taps on the screen,” reads Xerox’s website.
If you’d like to learn more about Xerox products and services, read: 5 Reasons Xerox is a Top Choice for National Accounts.
Because of their complexity, multifunction copiers are often more labor-intensive to set up and require training classes for the employees who use them. So, make sure your client knows what they’re getting into.
For a large enough company with a large print volume, the value that the copier brings is undeniably worth the extra work.
But size isn’t everything. When assessing a client’s print needs, you’ll also want to consider their industry.
Specific fields of business require extensive documentation and a robust print support system. Examples include law firms, hospitals, auto dealerships, insurance agencies, etc.
You can make a solid starting point for your client’s print journey based on size and complexity.
Multifunction Copier
Pros:
- More functionality
- Able to handle larger print loads
Cons:
- Longer installation time
- Require employee training
Desktop Printer
Pros:
- Easy installation
- Little training required
Cons:
- Limited uses beyond printing
- Low print volume
Cost and Efficiency
Generally, desktop printers are much more affordable upfront than copiers, as they are smaller and simpler machines. But over time, printer costs can add up if you consider buying original equipment manufacturer (OEM) ink.
Copiers make up for their initial investment cost over time, as they are generally much more cost-effective when printing per page than desktop printers. This is because laser printing is more affordable than ink printing and eliminates the need to replace ink cartridges.
Copiers sell with automatic toner replenishment, which saves your clients’ from the headache of replacing their supplies.
Copiers also require less servicing and replacement compared to servicing multiple different desktop printers that can develop their issues over time.
Remember: time is money. The right copier or printer can save your clients countless hours and streamline a business’ entire document workflow.
Multifunction Copier
Pros:
- Prints and copies faster
- Saves money over time
Cons:
- Larger upfront cost
Desktop Printer
Pros:
- Cheaper upfront cost
Cons:
- Slower printing
- More expensive over time
Printing Security
If your client’s employees want to print confidential documents and are concerned about others in the office reading them, desktop printers offer this peace of mind.
A personal desktop printer next to a staff member’s desk is a reliable way to keep documents private rather than printing on an office-shared copier.
Guaranteed privacy can be especially relevant for high-level executives, who often have personal desktop printers while the rest of the office shares copiers.
If handled correctly, modern copiers can be secure machines. Xerox’s ConnectKey packages a sophisticated security system that protects the device from malware and hacking.
If you'd like to learn more about ConnectKey's security, watch the video below:
Multifunction copiers also come with internal security risks. If an employee prints a document that is not meant to be seen by others and forgets to pick it up from the copier, confidential information can find its way into the wrong hands.
To combat internal security concerns, many copiers offer secure pull printing. The copier waits to print documents until the user stands at the machine and approves the print. Incorporating a print management solution such as PaperCut really can improve a company’s information security.
Still, the guaranteed security of desktop printers cannot be underestimated, which is why many large organizations with copiers also have a few desktop printers for high-level executives to print confidential documents privately.
Multifunction Copier
Pros:
- Secure pull printing
- Anti-hacking software
Cons:
- If used improperly, confidential documents can be leaked
Desktop Printer
Pros:
- Personal printers prevent the accidental printing of confidential documents on a shared printer
- Less likely to be targetted by hacking
Cons:
- Less sophisticated anti-hacking measures
Print Partner’s Value
If your client’s business has simple, low-volume printing needs with an emphasis on privacy and security, personal desktop printers may be sufficient.
However, once a business grows large enough to require a high volume of printing, copying, faxing, and scanning, the multifunction copier is often the superior choice in terms of functionality and long-term costs.
Here at Print Partner, we strive to give your clients everything they need to have a smooth print experience. When partnering with us, we ensure that your clients’ print is secure, efficient, cost-effective, and suits their needs.
And we’ll pay you!
For each deal we close, we’ll pay the person who registers the opportunity at least $500 for the introduction and an additional $250 per $25K in revenue the deal brings us. For the MSP, we’ll pay $1,000 per 11x17 MFP sold, $100 per printer sold, and 5% recurring revenue on the client’s print allotment. And we’ll provide exceptional client service while we’re at it.
Just make the introduction, and we’ll handle the rest.
