The Big Decision: New or Refurbished?
When shopping for a business copier, one of the first decisions you'll face is whether to buy new or refurbished. It's a choice that can save your business thousands of dollars—or cost you even more in downtime and repairs if you choose poorly.
The refurbished copier market has matured significantly over the past decade. Today's refurbished copiers, especially manufacturer-certified models, can offer near-new performance at 30-60% savings. But "refurbished" is not a standardized term, and quality varies dramatically between sellers.
This guide will help you understand the true differences between new and refurbished copiers, evaluate which option makes sense for your specific situation, and avoid common pitfalls that leave businesses with expensive regrets. Whether you're a startup watching every dollar or an enterprise looking to maximize ROI, understanding this decision is crucial to making the right investment.
What Does "Refurbished" Really Mean?
"Refurbished" is a broad term that can mean vastly different things depending on who's doing the refurbishing. Understanding these distinctions is critical to evaluating what you're actually buying.
Manufacturer-Certified Refurbished
Copiers refurbished by the original manufacturer (Ricoh, Canon, Xerox, etc.) or their authorized partners undergo the most rigorous process:
- Complete inspection: Every component is tested and evaluated
- Parts replacement: All wear items are replaced with genuine OEM parts
- Imaging components: Drums, developers, and fuser units are typically new
- Firmware updates: Software is updated to current versions
- Counter reset: Page counters may be reset (varies by manufacturer)
- Cosmetic restoration: Significant cosmetic issues are addressed
- Warranty: Usually 90 days to 1 year, sometimes matching new copier warranties
- Service eligibility: Qualify for manufacturer service contracts
Authorized Dealer Refurbished
Independent dealers who are authorized by manufacturers may refurbish copiers to varying standards:
- Quality varies: Depends on dealer's refurbishment standards and technician expertise
- OEM or compatible parts: May use mix of genuine and third-party parts
- Limited imaging refresh: May only replace failed components, not all wear items
- Warranty: Typically 90 days to 6 months parts and labor
- Service contracts: Usually available, though terms may vary from new copiers
- Cost: 20-30% less than manufacturer-certified refurbs
Third-Party Refurbished
Independent refurbishers without manufacturer authorization offer the widest range in quality:
- Highly variable quality: From excellent to barely functional
- Third-party parts: Usually use compatible parts, not OEM
- Minimal imaging work: May only replace obviously failed components
- Limited warranty: 30-90 days, sometimes none at all
- Service challenges: May void manufacturer warranties if serviced by unauthorized technicians
- Cost: 40-60% less than new, highest savings but highest risk
Key Insight: The term "refurbished" alone tells you almost nothing about the quality you'll receive. Always ask specific questions: Who did the refurbishment? What parts were replaced? What's the warranty? What's the copier's age and page count? These details matter far more than the "refurbished" label itself.
Buying New: Advantages and Disadvantages
Advantages of New Copiers
- Full warranty: Typically 1-2 years parts and labor, some brands offer 3-5 years
- Latest technology: Current firmware, newest features, modern connectivity
- Zero usage: No previous wear, full expected lifespan ahead
- Service contracts: Best terms, lowest click charges, immediate availability
- Parts availability: Guaranteed parts availability for 5-7 years
- Financing options: Best lease terms, 0% financing promotions, flexible programs
- Resale value: Higher trade-in value when upgrading in 3-5 years
- Peace of mind: No concerns about previous usage or hidden problems
Disadvantages of New Copiers
- Higher cost: 2-3x the price of comparable refurbished models
- Rapid depreciation: Lose 30-40% of value in first year
- Break-in period: Occasional issues during first 30-60 days as components settle
- Overkill for some uses: Paying for features you may never use
- Limited selection: Only current models available, no discontinued favorites
- Lead times: May wait weeks for popular models or custom configurations
Buying Refurbished: Advantages and Disadvantages
Advantages of Refurbished Copiers
- Significant savings: 30-60% less than comparable new copiers
- Proven reliability: Model has track record, known issues already addressed
- Immediate availability: In stock, ready to ship, no waiting
- Access to discontinued models: Can buy proven favorites no longer in production
- Upgrade affordability: Can afford higher-tier model in refurbished condition
- Environmental benefit: Extends equipment life, reduces e-waste
- Lower depreciation: Already depreciated, minimal further value loss
- Break-in complete: Components already settled, past infant mortality period
Disadvantages of Refurbished Copiers
- Limited warranty: Typically 90 days vs 1-2 years for new
- Unknown history: Previous usage patterns and treatment unknown
- Variable quality: Highly dependent on refurbisher's standards
- Shorter remaining life: Already consumed portion of expected lifespan
- Service contract terms: May have higher click charges or limited coverage
- Technology gap: May lack newest features or connectivity options
- Parts availability: Older models may have limited or discontinued parts
- Financing challenges: Higher rates, shorter terms, fewer lender options
- Cosmetic wear: May show signs of previous use despite functionality
Real-World Cost Comparison: What You'll Actually Pay
Let's compare actual costs across three common business scenarios to see what new vs refurbished really means for your budget.
Scenario 1: Small Office (15 users, 3,000 pages/month)
Target copier: Mid-range color MFP (25-35 ppm, print/scan/copy/fax)
New Copier
- Purchase price: $8,500
- Warranty: 1 year included
- Service contract: $120/month
- Click charges: $0.01 B&W, $0.08 color
- 3-year TCO: $16,280
- Includes machine, service, toner
Manufacturer Refurbished
- Purchase price: $4,500
- Warranty: 90 days included
- Service contract: $130/month
- Click charges: $0.01 B&W, $0.09 color
- 3-year TCO: $12,660
- Save $3,620 (22%)
Third-Party Refurb
- Purchase price: $3,200
- Warranty: 30 days included
- Service contract: $150/month
- Click charges: $0.012 B&W, $0.10 color
- 3-year TCO: $12,112
- Save $4,168 (26%)
Scenario 2: Medium Business (50 users, 15,000 pages/month)
Target copier: High-volume color MFP (45-55 ppm, advanced finishing)
New Copier
- Purchase price: $18,500
- Warranty: 1 year included
- Service contract: $285/month
- Click charges: $0.008 B&W, $0.065 color
- 3-year TCO: $35,480
- Includes machine, service, toner
Manufacturer Refurbished
- Purchase price: $9,800
- Warranty: 90 days included
- Service contract: $310/month
- Click charges: $0.009 B&W, $0.072 color
- 3-year TCO: $27,920
- Save $7,560 (21%)
Third-Party Refurb
- Purchase price: $7,500
- Warranty: 60 days included
- Service contract: $340/month
- Click charges: $0.010 B&W, $0.080 color
- 3-year TCO: $26,900
- Save $8,580 (24%)
Scenario 3: Large Enterprise (200 users, 50,000 pages/month)
Target copier: Production-level color MFP (70-85 ppm, full finishing suite)
New Copier
- Purchase price: $45,000
- Warranty: 2 years included
- Service contract: $680/month
- Click charges: $0.006 B&W, $0.055 color
- 3-year TCO: $83,480
- Best for mission-critical
Manufacturer Refurbished
- Purchase price: $24,000
- Warranty: 6 months included
- Service contract: $720/month
- Click charges: $0.007 B&W, $0.062 color
- 3-year TCO: $66,320
- Save $17,160 (21%)
Third-Party Refurb
- Purchase price: $18,500
- Warranty: 90 days included
- Service contract: $780/month
- Click charges: $0.008 B&W, $0.070 color
- 3-year TCO: $64,580
- High risk at this volume
Key Cost Insights
- TCO matters more than purchase price: Over 3 years, the machine cost is only 30-50% of total cost
- Service contract differences increase with volume: Higher click charges on refurbs compound quickly at high volumes
- Manufacturer refurbs offer best value/risk ratio: Good savings with manageable risk
- Third-party refurbs are riskier at high volumes: A major breakdown at 50,000 pages/month creates significant business impact
- Warranty length correlates with confidence: Shorter warranties signal higher risk expectations
Warranty Comparison: What's Really Covered?
Warranty coverage is one of the most significant differences between new and refurbished copiers. Understanding exactly what's covered—and what isn't—is critical to evaluating your true risk.
| Coverage Element | New Copier | Mfr. Refurbished | 3rd Party Refurb |
|---|---|---|---|
| Warranty Length | 1-2 years standard (3-5 years optional) | 90 days - 1 year | 30-90 days (often none) |
| Parts Coverage | All parts, OEM only | All parts, OEM or refurb | Major parts only, compatible OK |
| Labor Coverage | All labor included | All labor included | Limited hours or not included |
| Imaging Components | Fully covered | Usually covered | Often excluded |
| Response Time | 4-24 hours guaranteed | Next business day typical | No guarantee, varies widely |
| On-Site vs Depot | On-site service included | On-site usually included | May require depot repair |
| Transferability | Transfers to new owner | Usually transfers | Rarely transfers |
| Extended Warranty | Available, reasonably priced | Sometimes available, higher cost | Rarely available |
| Loaner Equipment | Provided for extended repairs | Sometimes provided | Rarely provided |
Common Warranty Exclusions (All Categories)
- Consumables: Toner, staples, and other supplies are never covered
- Preventive maintenance: Regular cleaning and adjustment usually extra
- Abuse or misuse: Damage from improper operation, non-approved paper, etc.
- Environmental damage: Water damage, electrical surge, extreme temperatures
- Unauthorized service: Repairs by non-authorized technicians void warranty
- Software and networking: Computer drivers, network configuration usually excluded
When to Choose New: Ideal Scenarios
New copiers make the most sense in these situations:
✓ Mission-Critical Applications
When downtime costs hundreds or thousands per hour, the reduced risk of a new copier with full warranty justifies the premium.
✓ High-Volume Production
Environments printing 30,000+ pages/month benefit from latest technology, full warranty, and best service contract terms.
✓ Advanced Features Required
Need latest connectivity (mobile printing, cloud integration, advanced security)? New copiers have cutting-edge features refurbs lack.
✓ Lease or Finance Preferences
Best lease terms and 0% financing promotions are only available for new equipment. Monthly payment matters more than cash price.
✓ Long-Term Ownership (5+ years)
Planning to keep the copier 5-7 years? New equipment's full lifespan ahead and extended warranty options make more sense.
✓ Specific Model Requirements
Need exact current model for fleet standardization or specific feature set? Only new copiers guarantee specific configurations.
When to Choose Refurbished: Ideal Scenarios
Refurbished copiers make the most sense in these situations:
✓ Budget-Conscious Purchases
When upfront cost is primary concern and you can accept slightly higher risk for significant savings (30-60% less).
✓ Short-Term Needs (1-3 years)
Temporary office, project-based need, or bridge solution until budget allows new equipment? Refurb's shorter warranty matters less.
✓ Backup or Secondary Copiers
Providing redundancy or serving low-priority areas? Refurbished copier offers backup coverage at fraction of new copier cost.
✓ Low-Volume Environments
Printing under 5,000 pages/month? The copier will last longer anyway, and risk of breakdown is lower with light usage.
✓ Cash Purchase Preference
Avoiding lease commitments and want to own outright? Refurbished copier allows ownership at much lower capital investment.
✓ Proven Model Preference
Know exactly what model you want based on experience or research? Buying proven refurbished model eliminates new model uncertainty.
✓ In-House Technical Support
Have experienced copier technician on staff? You can handle minor issues yourself, reducing dependence on long warranties.
✓ Higher-Tier Equipment Access
Refurbished pricing allows you to afford production-level copier where new would be out of budget. Get better features for same money.
Decision Matrix: Which Option Is Right for You?
Use this quick decision guide to determine the best choice for your specific situation:
If your monthly volume exceeds 30,000 pages → Choose New
High-volume operations benefit most from full warranty and best service terms
If upfront budget is under $5,000 → Choose Refurbished
Refurbished delivers full functionality at your budget level
If you need specific advanced features (cloud, mobile, security) → Choose New
Latest technology features are rarely available in refurbished copiers
If downtime would cost $500+/hour → Choose New
Mission-critical operations justify the premium for maximum reliability
If you plan to own for 5+ years → Choose New
Full lifespan ahead maximizes value over long ownership period
Otherwise → Consider Manufacturer-Certified Refurbished
Best balance of savings and reliability for most situations
Frequently Asked Questions
What does 'refurbished' mean for a copier?
A refurbished copier is a pre-owned machine that has been professionally restored to working condition. The process typically includes: replacing worn parts, thorough cleaning, testing all functions, updating firmware, resetting page counters (on manufacturer refurbs), and quality inspection. Manufacturer-certified refurbished copiers often come with warranties similar to new machines. Third-party refurbished copiers vary widely in quality depending on the refurbisher's standards.
How much can I save by buying refurbished instead of new?
Refurbished copiers typically cost 30-60% less than comparable new models. The exact savings depend on the model, age, condition, and refurbisher. High-end production copiers can save $10,000-$30,000+ when buying refurbished. Mid-range office copiers save $2,000-$8,000. Entry-level models save $500-$2,000. Manufacturer-certified refurbs cost more than third-party refurbs but offer better warranties and peace of mind.
Are refurbished copiers as reliable as new ones?
Quality refurbished copiers from reputable sources can be very reliable. Manufacturer-certified refurbished copiers undergo rigorous testing and often include new imaging components, making them nearly as reliable as new. However, reliability depends heavily on the refurbisher's process, the copier's age and previous usage, and the warranty offered. A 2-year-old manufacturer-refurbished copier with 50,000 pages is likely more reliable than a 5-year-old third-party refurb with 500,000 pages.
What warranty comes with a refurbished copier?
Warranties vary significantly: Manufacturer-certified refurbs typically offer 90 days to 1 year parts and labor, sometimes matching new copier warranties. Authorized dealer refurbs usually offer 90 days to 6 months coverage. Third-party refurbishers may offer 30-90 days, or no warranty at all. Always confirm warranty terms before buying, including what's covered, response times, and whether parts are new or refurbished. Extended warranty options are often available for purchase.
Can I get a service contract for a refurbished copier?
Yes, most dealer networks and independent service providers offer service contracts for refurbished copiers. However, terms may differ from new copier contracts: Initial coverage may be limited (90-180 days) while the copier proves reliability. Click charges may be slightly higher (0.5-1 cent more per page). Some contracts exclude certain older components or require pre-inspection. Manufacturer-certified refurbs often qualify for standard service contracts immediately. Always disclose that the copier is refurbished when requesting service quotes.
What's the difference between refurbished and remanufactured?
Refurbished copiers are cleaned, tested, and have worn parts replaced, but retain most original components. Remanufactured copiers undergo more extensive rebuilding: complete disassembly, replacement of all wear items, thorough inspection of every component, replacement of consumables (drums, rollers, etc.), and often cosmetic restoration (new panels, covers). Remanufactured copiers are closer to 'like new' condition and typically cost 10-20% more than standard refurbished, but offer better reliability and longer remaining life.
Should I buy from the manufacturer or a third-party refurbisher?
Manufacturer-certified refurbished copiers offer the best quality and warranty protection but cost 20-30% more than third-party refurbs. Choose manufacturer refurbs if: you need maximum reliability and warranty coverage, you're leasing or financing (lenders prefer them), or you want service contract options. Choose reputable third-party refurbishers if: you're paying cash and want maximum savings, you have in-house technical expertise, or you're willing to accept more risk for lower cost. Always research the refurbisher's reputation and warranty terms.
How old should a refurbished copier be?
Ideal age for refurbished copiers is 1-3 years old with under 200,000 pages (or 20-30% of rated monthly volume). Avoid copiers older than 5 years or with more than 50% of their expected lifespan used. Age matters more than page count for technology currency: 2-year-old copiers have modern features and firmware, 3-4 year old copiers may lack current connectivity options, and 5+ year old copiers may have compatibility issues with current software. Also consider parts availability—older models may have discontinued parts.
Can I upgrade or add features to a refurbished copier later?
Yes, most copiers support hardware and software upgrades after purchase. Common upgrades include: additional paper trays (almost always possible), increased memory or hard drive storage, finishers and staplers, fax boards or additional network interfaces, and software features (may require licensing). However, check upgrade availability before buying—older or discontinued models may have limited parts availability. Some refurbishers offer 'upgrade packages' where they install additional features during refurbishment for lower cost than post-purchase upgrades.
What should I look for when inspecting a refurbished copier?
Key inspection points include: Page count (verify with internal counter, not just seller's word), print quality test (check for lines, spots, or fading), all functions working (print, scan, copy, fax if included), paper feed test (run multiple jobs on all trays), cosmetic condition (excessive wear indicates heavy use), firmware version (should be current), error logs (request service history if available), warranty documentation (get written terms), and refurbisher reputation (check reviews and certifications). Request a demo or trial period if possible.
Will a refurbished copier affect my office's productivity?
A quality refurbished copier should not negatively impact productivity compared to a new one. Factors that ensure productivity: Proper refurbishment by a certified technician, age under 3 years with moderate page count, availability of replacement parts, reliable service contract in place, and matching or exceeding your volume requirements. However, avoid very old or high-mileage refurbs for critical production environments—the risk of downtime increases. For mission-critical applications, consider manufacturer-certified refurbs or new copiers with comprehensive service coverage.
Can I finance or lease a refurbished copier?
Yes, but with some limitations. Manufacturer-certified refurbished copiers qualify for most leasing and financing programs with similar terms to new copiers. Third-party refurbished copiers may face: Higher interest rates (1-3% more), shorter lease terms (36-48 months vs 60 months), larger down payment requirements (10-20% vs 0-5%), or limited lender options. Some specialty lenders focus on used equipment financing. If financing is important, confirm lender approval before committing to a specific refurbished copier.