When it’s time to upgrade your office equipment, one big question always comes up: Should you buy a new copier or a used (refurbished) one?
Both options have their advantages—and understanding the cost, environmental impact, and practical use cases can help you make the right choice for your business.
Cost
New Copiers
- Higher upfront investment—often thousands of dollars.
- Comes with full manufacturer warranty.
- Latest technology / features, software integrations, and faster speeds.
Used / Refurbished Copiers
- Can cost 40–60% less than new models—a budget-friendly option without sacrificing performance—especially if your needs are moderate.
- Many refurbished units come with service contracts for peace of mind.
- Perfect for businesses that need reliable printing without paying a premium for brand-new tech.
Environmental Impact
If sustainability matters to your business, buying a used copier can be a smart move.
Every time you purchase refurbished equipment, you’re keeping a large, complex machine out of the landfill and reducing the need for new manufacturing. The result? Lower carbon emissions, less waste, and a greener office footprint.
- Buying used extends the product’s life cycle, reduces electronic waste, and minimizes the energy and raw materials needed to manufacture new units.
- For businesses with green initiatives, choosing a refurbished copier can be part of your ESG (Environmental, Social, and Governance) story.
A new copier may have the latest energy-efficiency certifications, but the environmental “cost” of building and shipping it often outweighs those gains in the short term.
When a Used Copier Is the Smarter Choice
A USED or refurbished machine is often the better fit if:
- Your print volume is low to moderate. Latest enterprise-level speed not needed.
- Budget is tight. Lower upfront cost helps free cash flow for other priorities.
- You don’t need cutting-edge features. Cloud integration, app support, or advanced finishing options may not matter to your team.
- You value flexibility. Since used machines cost less, you can upgrade more often as your needs change.
- Short-Term Projects: For temporary offices, seasonal workloads, or special events, a used copier gets the job done without long-term financial commitment.
- Proven Models: Some older copier models are known for reliability and ease of maintenance. If you find one in good condition from a reputable dealer, it can outperform some newer budget models.
On the other hand, a NEW copier is worth considering when:
- You run high-volume print jobs daily and need maximum uptime.
- Cutting-edge security features or integrations are critical.
- You want the longest possible warranty and service life.
Used vs. New Office Copiers: A Comparison Chart
| FEATURE/FACTOR | NEW | USED/REFURBISHED |
|---|---|---|
| Upfront Cost | High – full retail price | 40–60% lower than new |
| Technology | Latest features, fastest speeds | May have older tech, but still functional |
| Warranty | Full manufacturer warranty | Often comes with dealer warranty |
| Reliability | Brand new components | Dependable if refurbished by reputable dealer |
| Environmental Impact | Requires new manufacturing | Eco-friendly – reuses existing machine |
| Maintenance Costs | Lower initially | May increase over time depending on age |
| Best For | High-volume, long-term use, cutting-edge needs | Budget-conscious, low to mid-volume, short-term or eco-focused buyers |
Refurbished Copier Pros and Cons
Pros:
- Significant cost savings
- Reduced environmental impact
- Often comes with warranties when purchased from trusted dealers
- Proven performance history
Cons:
- May lack the latest technology features
- Potentially higher maintenance costs over time if not well maintained
- Shorter remaining lifespan compared to brand-new models
Choosing between a used vs. new office copier comes down to your budget, print volume, and feature needs.
- If you’re focused on cost savings, practical functionality and sustainability, a refurbished copier makes sense.
- If your business relies heavily on advanced features, nonstop output, the longest possible lifespan and minimal downtime, investing in a new copier may be worth the premium.
Either way, the best decision comes from honestly assessing your print needs, budget, and long-term growth plans.
FAQs
Is it worth buying a used office copier?
Yes, if your business wants to save money and still get reliable printing.
Used copiers often cost 40–60% less than new models and can come with service contracts from the dealer.
What are the pros and cons of a refurbished copier?
Pros: lower cost, eco-friendly, reliable for moderate print needs.
Cons: shorter remaining lifespan, older features, limited warranty compared to new.
How long do refurbished copiers usually last?
A well-maintained refurbished copier can last 3–5 years, depending on brand, model, and usage volume. Service contracts can extend its usable life.
What’s the main difference between used vs new office copiers?
Used copiers: cheaper and environmentally friendly, but may lack the latest features and warranty coverage.
New copiers: more expensive but deliver cutting-edge technology, longer lifespans, and stronger manufacturer support.
When should a business choose a new copier over a used one?
If your office has high print volumes, requires advanced security features, or needs the latest cloud/app integrations, a new copier is usually the smarter investment.