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Is It Cheaper to Have One Large Office Copier or Multiple Small Printers?

When outfitting an office with the right printing equipment, one of the most common questions we hear at Creative Office Solutions is this:

“Should we invest in one large multifunction copier or several smaller desktop printers?”

At first glance, multiple small printers may seem more convenient. They can be tucked away into different departments, and employees don’t have to walk far to pick up their documents. But when you dig into the numbers and operational logistics, a different picture begins to emerge.

Let’s explore the pros and cons of each approach and why many large offices in metro Atlanta ultimately choose a centralized high-volume copier.

Total Cost of Ownership (TCO)

The purchase price of equipment is only part of the equation. You also need to consider the Total Cost of Ownership, which includes supplies (like toner), maintenance, electricity usage, and potential downtime.

Small printers often use expensive cartridges that need to be replaced frequently. In high-volume environments, this adds up quickly.
Large copiers, on the other hand, are designed for efficiency. Toner yield is much higher, and cost-per-page is significantly lower over time.

In fact, studies have shown that large multifunction copiers can cut print-related costs by up to 30% in busy offices.

Maintenance and Repairs

Each small printer represents another potential point of failure.

More devices mean more service calls, more parts, and more headaches for your IT or facilities team.
A single centralized copier simplifies things. When you work with a provider like Creative Office Solutions, we handle all maintenance and repairs under one roof, keeping your operations smooth and predictable.

Print Management and Security

From a technology perspective, centralized copiers offer better access controls, auditing, and print management tools.

With multiple printers, it’s difficult to track who is printing what and when.
A large multifunction copier can include badge access, print release functionality, and data encryption, helping your business stay compliant (especially if you’re in a regulated industry like law or healthcare).

If security is a concern, this alone may tip the scale.

Workflow and Productivity

Smaller printers may be closer to desks, but they can create workflow bottlenecks.

They are slower, limited in functionality, and often cannot handle large print jobs.
Large copiers can scan, copy, print, and fax – all at once. Some even offer advanced features like booklet printing, hole punching, and secure cloud scanning.

And when you partner with Creative Office Solutions, we help you configure your device to match your team’s exact workflow.

Real-World Example

One of our Atlanta-based clients, a regional law firm with 60+ staff, initially had over 15 individual printers scattered across departments. Supplies were a nightmare to track, costs were inconsistent, and IT support was overwhelmed with daily printer tickets.

We helped them consolidate to two Sharp multifunction copiers, set up a Managed Print Services (MPS) plan, and integrated badge access for secure release printing. The result?

30% savings on printing costs
More predictable supply budgeting
Faster, centralized scanning to their case management software

So, Which Option Is Right for You?

If you’re a small business with low monthly print volumes, having one or two small printers might work just fine. But for medium to large businesses that print regularly, the math almost always favors investing in one or two centralized multifunction devices.

When you work with Creative Office Solutions, we don’t just drop off a machine and call it a day. We:

Conduct a free onsite assessment
Help you choose the right equipment (whether it’s leasing or purchasing)
Provide ongoing support, toner delivery, and maintenance
Set up user workflows and secure print options

Ready to Simplify and Save?

We proudly serve businesses in Atlanta, Marietta, Alpharetta, Sandy Springs, Roswell, and across Georgia. Let us help you figure out whether one large copier or multiple smaller printers is right for your business.

Contact Creative Office Solutions today for a free consultation and personalized recommendation.

Related Reads:

Why Preventive Maintenance Is Critical for Office Equipment
Leasing vs. Buying a Copier: What’s the Right Move?
HIPAA Compliant Printing Guide