What is Certified Pre-Owned?
Certified Pre-Owned (CPO) copiers represent the sweet spot between buying new and buying used. Unlike regular used copiers sold "as-is," CPO copiers undergo rigorous inspection, refurbishment, and certification by the original equipment manufacturer (OEM) or their authorized partners.
Think of CPO copiers as the certified pre-owned cars of the office equipment world. Just as automotive manufacturers have established CPO programs with strict quality standards, copier manufacturers like Canon, Ricoh, Xerox, and Konica Minolta run comprehensive certification programs that guarantee a specific level of quality and reliability.
Key Differences: CPO vs Regular Used
Certified Pre-Owned
- • Factory or authorized refurbishment
- • Manufacturer-backed warranty (90 days-1 year)
- • Genuine OEM replacement parts
- • Comprehensive multi-point inspection
- • Eligible for manufacturer service contracts
- • Quality certification documentation
- • Firmware updated to current versions
- • 30-50% cost savings vs new
Regular Used
- • Variable or no refurbishment
- • Limited or no warranty (30-90 days typical)
- • May use aftermarket parts
- • Inspection quality varies by seller
- • Limited service contract availability
- • No standardized certification
- • Firmware may be outdated
- • 40-70% cost savings vs new
The CPO designation is not just marketing—it's a commitment by the manufacturer to stand behind the quality of a pre-owned machine. Manufacturers only certify copiers that meet specific age, page count, and condition criteria. Units that don't pass inspection are rejected from the CPO program and sold as regular used equipment.
Who Should Consider CPO Copiers?
- Budget-conscious businesses that want quality assurance without new-copier pricing
- Growing companies that need reliable equipment but have limited capital
- Organizations with moderate volume needs (5,000-20,000 pages/month)
- Businesses requiring service contracts for predictable costs and uptime
- Companies avoiding risk of regular used copiers but wanting savings over new
The CPO Certification Process
Manufacturer certification is far more rigorous than the typical "refurbishment" performed by independent dealers. Here's what happens when a copier enters a CPO program:
Step 1: Eligibility Screening
Not all used copiers qualify for CPO certification. Manufacturers set strict eligibility requirements:
- Age limit: Usually 1-3 years old (some programs allow up to 5 years)
- Page count limit: Typically under 100,000-300,000 pages depending on model duty cycle
- Model restrictions: Only current or recent-generation models qualify
- Usage history: Must have service/maintenance records available
- No major damage: Structurally sound with no major repairs needed
Units that don't meet these criteria are rejected and sold as regular used copiers or parted out.
Step 2: Comprehensive Inspection (100+ Point Checklist)
Factory-trained technicians perform a complete evaluation covering every system:
Mechanical Systems
- • All motors and drive systems
- • Paper feed mechanisms
- • Fuser assembly operation
- • Automatic document feeder (ADF)
- • Finisher and stapler units
Imaging Systems
- • Drum condition and life remaining
- • Developer unit quality
- • Transfer belt and rollers
- • Print quality tests (all colors)
- • Scan quality and resolution
Electronics
- • Control panel and touchscreen
- • Network connectivity
- • All interface ports
- • Hard drive and memory
- • Firmware version
Software & Features
- • All copy functions
- • Print driver compatibility
- • Scan-to-email/network/USB
- • Fax (if equipped)
- • Security features
Step 3: Parts Replacement & Refurbishment
This is where CPO separates from regular used copiers. All wear items are replaced with genuine OEM parts:
- Imaging components: New drums, developers, transfer belts (most expensive items)
- Fuser assembly: New or rebuilt fuser unit with new rollers and heating element
- Feed/separation: All pickup rollers, separation pads, and registration rollers
- Maintenance kits: Complete maintenance kit installation (normally $500-$1,500 value)
- Filters and covers: Air filters, dust covers, and worn exterior panels replaced
The parts replacement alone often represents $2,000-$5,000 in value for mid-range copiers.
Step 4: Cleaning & Cosmetic Restoration
CPO copiers are thoroughly cleaned inside and out:
- • Complete internal cleaning (remove all toner dust and debris)
- • Exterior panel cleaning and polishing
- • Touchscreen cleaning and protective film replacement
- • Replacement of damaged or heavily worn panels
- • Paper tray cleaning and alignment
Result: Copier should look nearly new, not obviously used.
Step 5: Software & Firmware Updates
- • Firmware updated to current manufacturer release
- • Security patches installed
- • Print drivers verified for current operating systems (Windows 11, macOS, etc.)
- • Hard drive wiped or replaced (data security)
- • Network settings reset to factory defaults
Step 6: Functional Testing & Quality Control
Every CPO copier undergoes extensive testing before certification:
- • Print quality test: 500-1,000 pages printed in all modes
- • Copy testing: Text, photos, mixed documents
- • Scan testing: All scan modes and destinations
- • Network testing: Connection, printing, scanning from network
- • Feature testing: Duplex, finishing, all paper trays
- • Stress testing: High-volume job to test reliability
- • Error log review: Verify no recurring issues
Step 7: Certification & Documentation
Upon passing all tests, the copier receives official certification:
- • Manufacturer CPO certificate issued
- • Inspection checklist documented and filed
- • Warranty documentation prepared
- • Service history recorded
- • Page counter verified and recorded
- • Serial number registered in manufacturer CPO database
Quality Assurance
Manufacturers reject 20-40% of copiers submitted for CPO certification. Units that fail inspection are sold as regular used copiers or scrapped for parts. This rigorous pass/fail standard ensures only high-quality units receive CPO designation.
CPO vs Regular Used: What You're Really Paying For
CPO copiers cost 10-20% more than regular used copiers from the same model year with similar page counts. Is the premium worth it? Let's compare what you actually get:
| Factor | Certified Pre-Owned | Regular Used |
|---|---|---|
| Average Price (mid-range copier) | $5,000-$8,000 | $3,500-$6,000 |
| Warranty | 90 days - 1 year Manufacturer-backed | 30-90 days Dealer-backed or none |
| Parts Replaced | All wear items 100% OEM parts | Failed parts only May use aftermarket |
| Imaging Components | New drums, developers, belts ($2,000-$4,000 value) | Original components (unknown life remaining) |
| Service Contract | Eligible for standard contracts Same rates as new | Limited availability Higher rates or not offered |
| Refurbishment Quality | Factory-certified process 100+ point inspection | Varies by dealer No standardized process |
| Financing Terms | Good (similar to new) Many lenders available | Limited Fewer lenders, higher rates |
| Risk Level | Low Manufacturer guarantee | Medium-High Buyer beware |
The Math: Is CPO Worth the Premium?
Consider a Ricoh MP 5055 (mid-range high-volume copier):
Certified Pre-Owned
- Purchase: $7,200
- Warranty: 6 months (manufacturer)
- New imaging: Included ($3,000 value)
- Service contract: $0.009 B&W, $0.07 color
- Expected repairs (year 1): $0 (under warranty)
- Total Year 1 Cost: $7,200
Regular Used
- Purchase: $5,500
- Warranty: 60 days (dealer)
- New imaging needed: $3,000 (after 90 days)
- Service contract: $0.011 B&W, $0.08 color
- Expected repairs (year 1): $800
- Total Year 1 Cost: $9,300
Result: CPO actually costs $2,100 LESS in year 1 despite higher purchase price, because new imaging components are included and warranty prevents repair costs.
Manufacturer CPO Programs Compared
Each major manufacturer runs their own CPO program with different standards and benefits. Here's what to expect from each:
Canon Select Certified
Program Details
- • Warranty: 90 days - 1 year parts & labor
- • Age limit: Up to 3 years old
- • Page limit: Under 200,000 pages
- • Models: Current imageRUNNER ADVANCE series
- • Certification: Factory-trained technicians
Key Benefits
- • All imaging components replaced
- • Service contract eligible immediately
- • Genuine Canon parts guaranteed
- • Same support as new copiers
- • Available through authorized dealers
Best for: Businesses wanting Canon reliability at reduced cost. Excellent program with generous warranties.
Ricoh Certified Pre-Owned
Program Details
- • Warranty: 6 months - 1 year parts & labor
- • Age limit: Up to 3 years old
- • Page limit: Under 250,000 pages
- • Models: MP and IM series
- • Certification: Ricoh-certified technicians
Key Benefits
- • 150+ point inspection process
- • Complete maintenance kit included
- • Firmware updated to current
- • Full service contract availability
- • Comprehensive documentation
Best for: High-volume environments. Ricoh CPO has excellent reputation for thorough refurbishment.
Xerox Certified Pre-Owned
Program Details
- • Warranty: 90 days parts & labor
- • Age limit: Up to 4 years old
- • Page limit: Under 300,000 pages
- • Models: WorkCentre, VersaLink series
- • Certification: Xerox factory or authorized
Key Benefits
- • Competitive pricing (good value)
- • Wide model selection
- • Production copiers available CPO
- • Strong dealer network support
- • Extended warranty available
Best for: Production environments and print shops. Xerox CPO includes high-end models other brands don't certify.
Konica Minolta Certified Pre-Owned
Program Details
- • Warranty: 90 days - 6 months
- • Age limit: Up to 3 years old
- • Page limit: Under 150,000 pages
- • Models: bizhub series
- • Certification: KM-authorized partners
Key Benefits
- • Competitive pricing
- • Good color copier selection
- • Service contract eligible
- • Dealer support strong
- • Page count limits conservative (good)
Best for: Color-focused offices. KM's conservative page limits mean CPO units have plenty of life left.
Sharp Certified Pre-Owned
Program Details
- • Warranty: 90 days parts & labor
- • Age limit: Up to 3 years old
- • Page limit: Under 200,000 pages
- • Models: MX series
- • Certification: Authorized dealer program
Key Benefits
- • Good availability
- • Dealer network support
- • Service contracts available
- • Competitive pricing
- • Solid mid-range options
Best for: Mid-market businesses. Sharp CPO offers good value in the mid-range copier segment.
Warranty & Support: What's Covered?
CPO warranties are one of the biggest differentiators from regular used copiers. Here's what manufacturer CPO warranties typically include:
What's Covered (Standard CPO Warranty)
- All parts: Mechanical, electrical, and electronic components
- All labor: On-site service by manufacturer-authorized technicians
- Imaging components: Drums, developers, fusers, transfer belts
- Repair or replace: Manufacturer's choice to repair or replace failed components
- Response time: Usually same as new copiers (4-24 hours)
- Travel charges: No charge for service calls (on-site included)
What's NOT Covered
- Consumables: Toner, staples, paper (never covered in any warranty)
- Abuse/misuse: Damage from improper use, non-approved paper, etc.
- Environmental: Damage from water, power surge, extreme temperatures
- Unauthorized service: Repairs by non-authorized technicians void warranty
- Software/networking: Computer issues, driver problems, network setup
- Cosmetic issues: Scratches, wear that doesn't affect function
Extending Your CPO Warranty
Most manufacturers offer extended warranty options for CPO copiers:
- Extended warranty: Add 6-12 months for $300-$800 (varies by model)
- Service contract: Transition to click-charge contract after warranty expires
- All-inclusive contract: Covers everything except paper (best for peace of mind)
Tip: Purchase extended warranty or service contract at time of CPO purchase for best terms.
CPO Copier Pricing Guide
CPO pricing typically runs 30-50% less than new, but varies by model, age, and page count. Here are typical price ranges:
Entry-Level CPO
$1,500-$3,500
20-30 ppm, basic features
- • Small office copiers
- • 2,000-5,000 pages/month
- • Print, copy, scan, fax
- • Limited finishing
Save: $1,000-$2,000 vs new
Mid-Range CPO
$4,000-$10,000
35-55 ppm, full features
- • Medium business copiers
- • 5,000-20,000 pages/month
- • Advanced scanning
- • Finishing options
Save: $3,000-$8,000 vs new
High-Volume CPO
$12,000-$30,000
60-85 ppm, production-level
- • Enterprise/production copiers
- • 20,000-100,000 pages/month
- • Full finishing suite
- • Advanced features
Save: $10,000-$30,000 vs new
Pricing Factors That Affect CPO Cost
Increases Price
- • Newer model (1-2 years old)
- • Low page count (under 50,000)
- • High-demand model
- • Manufacturer certification vs dealer
- • Longer warranty included
- • Popular brand (Canon, Ricoh)
Decreases Price
- • Older model (3+ years)
- • Higher page count (200,000+)
- • Less popular model
- • End of fiscal quarter (deals)
- • Cosmetic imperfections
- • Discontinued model
Where to Buy Certified Pre-Owned Copiers
Finding genuine manufacturer-certified CPO copiers requires buying from the right sources. Here's where to look:
1. Authorized Manufacturer Dealers (Best Option)
Authorized dealers are certified to sell manufacturer CPO copiers with full factory backing.
- Advantages: Genuine manufacturer certification, full warranty honored, service contracts available, dealer support and training
- How to find: Visit manufacturer website (Canon.com, Ricoh.com, etc.) and use dealer locator, ask specifically for "CPO program" availability
- What to verify: Request CPO certification documents, confirm manufacturer warranty in writing, verify dealer authorization status
2. Manufacturer Direct Programs
Some manufacturers sell CPO copiers directly through their own channels.
- Advantages: Guaranteed authentic certification, competitive pricing, direct manufacturer relationship
- Limitations: Not all manufacturers offer direct sales, may require minimum volume or enterprise account
3. National Leasing Companies
Major leasing companies often have off-lease copiers certified by manufacturers for resale.
- Advantages: Large inventory selection, competitive pricing, well-maintained units (were on service contracts)
- Considerations: Verify manufacturer certification (not just "dealer certified"), warranty terms may be shorter, service contract through third party
4. Online Marketplaces (Use Caution)
Some CPO copiers appear on online marketplaces, but verification is critical.
- Risks: "Certified" may not mean manufacturer-certified, warranty may not be manufacturer-backed, no service contract options
- If buying online: Demand manufacturer CPO certificate, verify serial number with manufacturer, confirm warranty in writing, use escrow or buyer protection
Red Flags: Fake "Certified" Claims
Many dealers claim copiers are "certified" when they're just regular used. Watch for:
- • "Dealer-certified" (not manufacturer-certified)
- • No CPO certificate or documentation
- • Warranty from dealer, not manufacturer
- • Unusually low price for "certified" unit
- • Can't verify certification with manufacturer
- • Dealer not listed as authorized by manufacturer
Always verify CPO certification directly with the manufacturer before purchase.
Frequently Asked Questions
What does Certified Pre-Owned (CPO) mean for copiers?
Certified Pre-Owned copiers are used machines that have been thoroughly inspected, refurbished, and certified by the original manufacturer or an authorized partner. Unlike standard used copiers, CPO units must meet strict quality standards set by the manufacturer. The certification process includes complete testing of all functions, replacement of worn parts with genuine OEM components, cosmetic restoration, firmware updates, and comprehensive quality inspection. CPO copiers come with a manufacturer-backed warranty (typically 90 days to 1 year) and are eligible for service contracts similar to new copiers.
How much do certified pre-owned copiers cost compared to new?
CPO copiers typically cost 30-50% less than comparable new models. For example, a new high-volume copier priced at $15,000 might be available as CPO for $8,000-$10,500. The exact discount depends on the model age (1-3 years old saves most), page count (under 100,000 pages commands higher prices), condition and cosmetic grade, manufacturer vs third-party certification, and market demand for that specific model. CPO copiers cost more than regular used copiers (which save 40-70%) but offer significantly better warranties and reliability.
What warranty comes with certified pre-owned copiers?
CPO copier warranties vary by manufacturer but are substantially better than regular used copiers: Manufacturer CPO programs typically offer 90 days to 1 year parts and labor warranty, some match new copier warranties (Canon Select and Ricoh CPO offer up to 1 year), all parts replaced are genuine OEM (not aftermarket), warranty is manufacturer-backed (not dealer-backed), and on-site service is included in most programs. Extended warranty options are usually available for purchase. In contrast, regular used copiers often have 30-90 day dealer warranties or no warranty at all.
Which copier manufacturers offer CPO programs?
Major manufacturers with established CPO programs include: Canon (Canon Select Certified), Ricoh (Ricoh Certified), Xerox (Xerox Certified Pre-Owned), Konica Minolta (Certified Pre-Owned Program), and Sharp (Certified Pre-Owned). HP and Kyocera have limited or dealer-managed CPO programs rather than factory programs. Each manufacturer has different certification standards, warranty terms, and pricing structures. Canon and Ricoh have the most comprehensive programs with strict quality controls and generous warranties. It's important to verify that a copier is truly manufacturer-certified, not just "dealer-certified," as the terms and quality standards differ significantly.
What is the CPO certification process?
Manufacturer CPO certification follows a rigorous multi-step process: 1) Eligibility screening (must be under 3 years old, under certain page count, specific models only), 2) Complete inspection by factory-trained technicians (100+ point checklist), 3) Imaging component replacement (drums, developers, transfer belts), 4) Mechanical parts inspection and replacement (rollers, pickup assemblies, separation pads), 5) Cleaning and cosmetic restoration (replace damaged panels if needed), 6) Firmware and software updates to current versions, 7) Full functional testing (print quality, scan, fax, network, all features), 8) Final quality inspection and certification approval. Units that fail any step are rejected from CPO program and sold as regular used.
Is CPO better than buying a new copier?
CPO can be better depending on your priorities. Choose CPO if: budget is a major constraint (30-50% savings), you want proven reliability (models with known track record), you can accept slightly shorter warranty (90 days-1 year vs 1-2 years), immediate availability matters (CPO stock is available now), or you prioritize value over having latest features. Choose new if: you need the absolute latest technology and features, you want maximum warranty coverage (1-2+ years), you're leasing or financing (better terms for new), you plan to keep for 5+ years (full lifespan ahead), or downtime would be extremely costly to your business. For most businesses, manufacturer CPO offers the best balance of cost savings and reliability.
Can I lease or finance a certified pre-owned copier?
Yes, but with some differences from new copier financing. Manufacturer CPO copiers: Usually qualify for standard leasing programs, may have slightly higher interest rates (0.5-2% more), typical lease terms of 36-48 months (vs 60 months for new), and larger down payment sometimes required (5-10% vs 0%). Third-party certified copiers have more limited financing options, higher rates (2-4% more than new), and shorter terms (24-36 months typical). Some leasing companies specialize in used equipment financing. Many dealers offer in-house financing for CPO copiers. If financing is critical, confirm lender approval before committing to a specific CPO unit.
Where can I buy certified pre-owned copiers?
CPO copiers are available from several sources: 1) Authorized manufacturer dealers (best option—can sell manufacturer CPO units with full factory backing), 2) Manufacturer direct programs (some brands sell CPO directly), 3) National leasing companies (off-lease units often certified by manufacturers), 4) Certified refurbishers (must be manufacturer-authorized to use CPO designation), and 5) Online marketplaces (ensure true manufacturer certification, not just "dealer certified"). Always verify: manufacturer certification documents, warranty terms in writing, authorized dealer status, and service contract availability. Avoid dealers claiming "certified" without manufacturer backing—this is just marketing.
What page count is acceptable for a CPO copier?
Acceptable page counts for CPO copiers depend on the model's duty cycle and age: Light-duty copiers (under 5,000/month rated): Under 50,000 pages is excellent, 50,000-100,000 is good, over 100,000 avoid. Mid-range copiers (5,000-15,000/month rated): Under 100,000 pages is excellent, 100,000-250,000 is good, over 250,000 consider carefully. High-volume copiers (15,000+ /month rated): Under 250,000 pages is excellent, 250,000-500,000 is good, over 500,000 verify thorough refurbishment. More important than absolute number is percentage of rated duty cycle used. A 3-year-old copier rated for 15,000/month with 200,000 pages is only at 37% of expected lifespan—that's excellent for CPO.
Do CPO copiers qualify for service contracts?
Yes, manufacturer CPO copiers usually qualify for standard service contracts with the same terms as new copiers. Benefits include: Same click charge rates as new copiers (typically $0.008-$0.01 B&W, $0.06-$0.08 color), full coverage for parts and labor, same response time guarantees (4-24 hours), and eligibility for comprehensive all-inclusive contracts. Some dealers may require: 90-day "prove-out" period before contract starts, pre-inspection before approving contract, or slightly higher click charges (0.5-1 cent more) for high-page-count units. Third-party certified copiers may have limited service contract options or higher rates. Always confirm service contract availability and terms before purchasing a CPO copier.