At a Glance
Color Copiers
Flexibility to print both B&W and color
Black & White Copiers
Lowest cost per page and purchase price
Key Insight: 68% of businesses now choose color copiers for flexibility, even if they primarily print in black and white.
Feature-by-Feature Comparison
| Category | Color | Black & White | Winner |
|---|---|---|---|
| Purchase Price | $5,000-$15,000 50-100% higher cost | $3,000-$8,000 Lower initial investment | B&W |
| B&W Cost Per Page | $0.008-0.015 Slightly higher | $0.006-0.012 Lowest per-page cost | B&W |
| Color Cost Per Page | $0.05-0.10 In-house color available | N/A Must outsource | Color |
| Speed (B&W) | 20-90 PPM Fast for business needs | 25-120 PPM Optimized for speed | B&W |
| Speed (Color) | 20-90 PPM Same speed as B&W | N/A No color capability | Color |
| Versatility | Both B&W & Color Maximum flexibility | B&W Only Single function | Color |
| Marketing Materials | Professional Quality Print in-house | Must Outsource Extra time and cost | Color |
| Energy Consumption | 800-1500W 4 toner systems | 600-1200W Single toner system | B&W |
| Maintenance Complexity | More Complex 4 toners, drums, belts | Simpler Fewer consumables | B&W |
| Reliability/Uptime | 97-98% Excellent reliability | 98-99% Simpler = higher uptime | B&W |
| Professional Appearance | Outstanding Color for impact | Good Professional B&W | Color |
| Resale Value | 20-25% after 5 years Higher demand | 15-20% after 5 years Limited market | Color |
7
Color Advantages
5
B&W Advantages
68%
Choose Color
5-Year Total Cost of Ownership Analysis
Real-world cost comparison based on a mid-size office printing 10,000 pages monthly
B&W Copier
(10,000 B&W pages/mo)
Lowest Cost - No Color Needed
B&W Copier + Outsource
(10k B&W + 500 color/mo)
Most Expensive - Outsourcing Adds Up
Color Copier
(10k B&W + 500 color/mo)
Best Value - Saves $1,700 vs Outsourcing
Break-Even Analysis
200/mo
Color pages to break even vs outsourcing
$4,000
Higher initial investment for color
18 mo
Payback period at 500 color pages/month
Color Copiers
Advantages
- •Print both color and B&W from one device
- •Professional marketing materials in-house
- •No outsourcing delays or minimums
- •Color available instantly when needed
- •Better document comprehension (charts, graphs)
- •Impress clients with full-color proposals
- •Higher resale value
- •Future-proof investment
- •Control over sensitive color documents
- •Can restrict color by user to control costs
Disadvantages
- •Higher upfront cost (50-100% more)
- •Color pages cost 4-6x more than B&W
- •More complex maintenance
- •Four toner cartridges to manage
- •Higher energy consumption
- •Risk of color overuse without controls
- •Slightly slower B&W speeds
- •Larger physical footprint
Best For:
- • Businesses needing marketing materials
- • Client-facing organizations
- • Companies printing 200+ color pages/month
- • Those wanting flexibility and convenience
Black & White Copiers
Advantages
- •Lowest purchase price
- •Lowest cost per page for B&W
- •Simpler maintenance and fewer parts
- •Faster speeds (up to 120 PPM)
- •Higher reliability and uptime
- •Lower energy costs
- •No risk of accidental color printing
- •Single toner to manage
- •Perfect for document-heavy workflows
- •Ideal when color is rarely needed
Disadvantages
- •No color printing capability
- •Must outsource all color needs
- •Outsourcing causes delays and minimums
- •Less professional for client materials
- •Lower resale value
- •May need to upgrade sooner
- •Charts and graphs less effective in B&W
- •Limited versatility for changing needs
Best For:
- • Internal document-only businesses
- • Legal, accounting, medical offices
- • Companies printing less than 200 color pages/month
- • Budget-conscious organizations
Industry-Specific Recommendations
Real Estate & Property Management
Recommendation: Color MFP
Property photos, floor plans, and marketing brochures require high-quality color
Typical Usage: 7,000 B&W + 1,200 color pages/month
ROI: Saves $800-1,200/month versus outsourcing property marketing materials
Legal & Accounting Firms
Recommendation: B&W MFP
Primarily contracts, briefs, and financial documents that don't require color
Typical Usage: 15,000 B&W + 50 color pages/month
Savings: $4,000 lower purchase price with minimal color needs
Marketing & Creative Agencies
Recommendation: High-End Color MFP
Client presentations, mockups, and proofs require exceptional color accuracy
Typical Usage: 3,000 B&W + 5,000 color pages/month
Essential: Color is critical to business operations and client satisfaction
Healthcare & Medical Offices
Recommendation: B&W MFP
HIPAA-compliant document management, patient records, and forms are primarily B&W
Typical Usage: 12,000 B&W + 100 color pages/month
Focus: Security and reliability matter more than color capability
Sales & Consulting Firms
Recommendation: Color MFP
Proposals, presentations, and data visualizations need color for maximum impact
Typical Usage: 5,000 B&W + 800 color pages/month
Advantage: Professional color materials help close deals and impress clients
Which Should You Choose?
Choose Color If...
- You print 200+ color pages per month
- Client-facing materials are important
- Marketing and sales are core functions
- You currently outsource color printing
- Data visualization with charts/graphs is common
- Professional appearance matters
- You want future flexibility
- Budget allows for higher initial investment
- You need same-day color turnaround
- You want to consolidate vendors
Choose B&W If...
- You print less than 200 color pages monthly
- Documents are primarily internal
- Legal, medical, or financial industry
- Lowest cost per page is priority
- Speed is more important than color
- Budget is limited
- High-volume B&W is your main need
- Color quality isn't business-critical
- Outsourcing occasional color is acceptable
- Maximum reliability and uptime required
Still Unsure? Calculate your specific costs including outsourcing, then request quotes for both options. Most businesses find color copiers pay for themselves within 18-24 months when printing 500+ color pages monthly.
The Hybrid Approach
Many organizations use a combination strategy to optimize both cost and capability:
Primary B&W + Desktop Color Printer
Use a high-speed B&W copier for bulk printing and a desktop color laser printer for occasional color needs (less than 500 pages/month).
Best For:
Light color usage, high B&W volume
Cost:
$4,500 + $600 = $5,100
Savings:
40% vs color MFP
Multiple B&W Copiers + One Color MFP
Deploy B&W copiers throughout the office for everyday printing, plus a centralized color MFP for marketing and client materials (large organizations).
Best For:
Multi-location or large offices
Benefit:
Optimized cost + controlled color access
Control:
Centralized color reduces waste
Color MFP with Strict User Controls
Implement a color copier but use user authentication, default B&W settings, and print tracking to control costs while maintaining flexibility.
Best For:
Organizations wanting control + flexibility
Features:
PIN codes, user tracking, quotas
Result:
80-90% of jobs print in B&W
Frequently Asked Questions
How much more expensive is color printing compared to black and white?
Can a color copier print black and white documents?
Is the initial cost difference worth it for a color copier?
How do I prevent employees from overusing expensive color printing?
What if I only need color occasionally?
Our Expert Recommendation
For most businesses today, a color copier is the right choice - even if you primarily print in black and white.
Here's Why:
1.Color copiers can print excellent B&W documents at nearly the same cost per page
2.Having color available when needed saves time and money versus outsourcing
3.Most businesses underestimate their color needs until they have it available
4.The break-even point is just 200 color pages per month
5.Color copiers have better resale value and future-proof your investment