Calculate Your Monthly Print Volume
Use this quick estimator to determine your volume tier and recommended copier speed
Low Volume
0-5,000
pages/month
Recommended: 20-40 PPM
Mid Volume
5,000-25,000
pages/month
Recommended: 45-80 PPM
High Volume
25,000+
pages/month
Recommended: 85-120+ PPM
Complete Volume Tier Comparison
| Specification | Low Volume 20-40 PPM | Mid Volume 45-80 PPM | High Volume 85-120+ PPM |
|---|---|---|---|
| Monthly Duty Cycle | 5,000-15,000 pages/month | 15,000-50,000 pages/month | 50,000-300,000 pages/month |
| Purchase Price | $2,000-$5,000 Lowest upfront cost | $5,000-$12,000 Mid-range investment | $12,000-$30,000+ Premium equipment |
| Cost Per Page (B&W) | $0.012-0.020 Highest per-page cost | $0.008-0.012 Moderate cost | $0.006-0.009 Most economical |
| Speed (B&W/Color) | 20-40 PPM Entry level speed | 45-80 PPM Business class speed | 85-120+ PPM Production speed |
| First Page Out Time | 6-8 seconds Slower warm-up | 4-6 seconds Fast response | 3-4 seconds Near instant |
| Paper Capacity | 500-1,500 sheets 2-3 trays | 1,500-4,000 sheets 3-5 trays | 4,000-8,000+ sheets 5-7+ trays |
| Toner Yield | 3,000-6,000 pages Frequent replacement | 10,000-20,000 pages Standard yield | 20,000-50,000+ pages Ultra high yield |
| Maintenance Frequency | Every 6-12 months Light usage intervals | Every 3-6 months Regular service | Every 2-3 months Preventive focus |
| Reliability Rating | 95-97% Good uptime | 97-98% Excellent uptime | 98-99% Mission critical |
| Footprint | Compact 3-5 sq ft | Medium 5-8 sq ft | Large 8-15 sq ft |
| Finishing Options | Basic Stapling only | Advanced Staple, hole punch, fold | Professional Full booklet making |
| Typical Office Size | 1-15 users Small office | 15-50 users Mid-size office | 50-500+ users Enterprise/shared |
| Energy Consumption | 500-800W Most efficient | 800-1,500W Moderate usage | 1,500-2,500W Higher power needs |
Low Volume
20-40 PPM
Advantages
- •Lowest purchase price
- •Smallest footprint
- •Lower energy costs
- •Simpler to maintain
- •Quick setup
- •Perfect for small teams
- •Less intimidating for users
- •Adequate for light use
Limitations
- •Highest cost per page
- •Slower print speeds
- •Limited paper capacity
- •Users wait for large jobs
- •Outgrown quickly
- •Basic finishing only
- •Less durable for heavy use
Best For:
- • 1-15 person offices
- • Under 5,000 pages/month
- • Tight budgets
- • Startup companies
Popular Models:
Canon iR 2625i, Ricoh IM 2702
Mid Volume
45-80 PPM
Advantages
- •Best value for most businesses
- •Fast enough for teams
- •Good cost per page
- •Robust feature set
- •Advanced finishing available
- •Room for growth
- •Professional quality
- •High reliability
- •Handles color well
- •Wide model selection
Considerations
- •Mid-range investment required
- •Larger footprint than entry models
- •May be overkill for very small offices
- •Can be undersized for high-volume needs
Best For:
- • 15-50 person offices
- • 5,000-25,000 pages/month
- • Growing businesses
- • General business use
Popular Models:
Canon iR ADV 4551i, Ricoh IM 6000
⭐ Most Popular Choice - 60% Market Share
High Volume
85-120+ PPM
Advantages
- •Lowest cost per page
- •Blazing fast speeds
- •Handles massive volumes
- •Near-instant first page
- •Maximum reliability
- •Professional finishing
- •Large paper capacity
- •Multiple users simultaneously
- •Production quality
- •Future-proof investment
Limitations
- •Highest upfront cost
- •Requires significant space
- •Higher energy consumption
- •More complex maintenance
- •Overkill for small offices
- •May require dedicated circuit
- •Steeper learning curve
Best For:
- • 50+ person offices
- • 25,000+ pages/month
- • Print rooms/departments
- • Mission-critical applications
Popular Models:
Canon iR ADV DX 6870i, Ricoh IM 9000
Recommendations by Office Size
Small Office: 1-10 Employees
Recommended: 20-35 PPM
A low-volume copier handles 2,000-5,000 pages/month comfortably
Typical volume: ~300 pages per person per month
Why This Works:
- • Affordable for small budgets
- • Compact footprint
- • Simple to use and maintain
- • Room for 50% growth
Example Configuration:
- • Canon imageRUNNER 2625i (25 PPM)
- • B&W or Color option
- • 2-3 paper trays
- • Basic stapling
- • Est. Cost: $2,500-4,500
Growing Office: 11-25 Employees
Recommended: 40-55 PPM
Mid-volume copier supports 5,000-12,000 pages/month with room to grow
Typical volume: ~250-400 pages per person per month
Why This Works:
- • Fast enough for teams
- • Good feature set
- • Lower per-page costs
- • Advanced finishing options
Example Configuration:
- • Canon iR ADV 4545i (45 PPM)
- • Color recommended
- • 3-4 paper trays
- • Staple + hole punch finisher
- • Est. Cost: $6,500-9,500
Mid-Size Office: 26-50 Employees
Recommended: 60-80 PPM
Upper mid-volume handles 12,000-25,000 pages/month easily
Typical volume: ~250-500 pages per person per month
Why This Works:
- • Minimal wait times
- • Professional capabilities
- • Excellent reliability
- • Supports multiple departments
Example Configuration:
- • Ricoh IM C6000 (60 PPM Color)
- • Full color capability
- • 4-5 paper trays (4,000 sheets)
- • Professional finisher
- • Est. Cost: $9,500-14,000
Large Office: 51-100 Employees
Recommended: 85-100 PPM
High-volume copier supports 25,000-50,000 pages/month
Typical volume: ~200-400 pages per person per month
Consider:
- • One high-volume (85-100 PPM)
- • OR Two mid-volume (50-60 PPM)
- • Second option provides redundancy
- • Distributes traffic
Example Configuration:
- • Canon iR ADV DX 6870i (70 PPM)
- • Full color
- • 5-6 paper trays (6,000+ sheets)
- • Booklet maker finisher
- • Est. Cost: $15,000-22,000
Enterprise: 100+ Employees
Recommended: Multiple Units
Strategic placement of multiple copiers based on departments and volume
Typical volume: 50,000-200,000+ pages/month
Fleet Strategy:
- • 1-2 high-volume (90-120 PPM) for print room
- • 2-3 mid-volume (50-70 PPM) for departments
- • 3-5 low-volume (25-40 PPM) for floors/wings
- • Centralized management
Example Fleet:
- • 1x Ricoh IM 9000 (90 PPM) - Print Room
- • 2x Canon iR ADV 6565i (65 PPM) - Depts
- • 4x Ricoh IM 3000 (30 PPM) - Floors
- • Fleet management software
- • Total Investment: $60,000-80,000
Signs It's Time to Upgrade Volume Tiers
Warning Signs
Exceeding 80% of Duty Cycle
Consistently printing near the monthly maximum
Frequent Service Calls
Breakdowns occurring more than quarterly
Users Waiting in Line
Print queue delays affecting productivity
Jobs Taking Too Long
Multi-page jobs monopolizing the copier
Constant Paper Refilling
Paper trays empty multiple times daily
Outgrowing Features
Need for finishing options not available
Upgrade Benefits
Lower Cost Per Page
Higher-volume copiers have better economics
Increased Productivity
Faster speeds mean less waiting
Better Reliability
Not running at maximum capacity = fewer issues
Advanced Features
Professional finishing and capabilities
Future Capacity
Room for business growth
Improved Morale
No more equipment frustration
The 80% Rule
Plan to upgrade when you consistently use 80% or more of your copier's monthly duty cycle. This provides buffer for growth and prevents over-working the equipment, which extends its lifespan and reliability.
Cost Analysis by Volume Tier
5-year total cost of ownership for different volume scenarios
| Scenario | Equipment | Service (5yr) | Pages (5yr) | Total Cost | CPP |
|---|---|---|---|---|---|
| Low Volume 3,000 pages/month | $3,500 | $3,000 | $5,400 | $11,900 | $0.015 |
| Mid Volume 10,000 pages/month | $7,500 | $6,000 | $12,000 | $25,500 | $0.010 |
| High Volume 30,000 pages/month | $18,000 | $12,000 | $25,200 | $55,200 | $0.007 |
Key Insight: While high-volume copiers cost more upfront, they deliver the lowest cost per page. If you print 20,000+ pages monthly, upgrading to a high-volume model can save $5,000-10,000 over 5 years.
Frequently Asked Questions
How do I calculate my monthly print volume?
What happens if I exceed my copier's duty cycle?
Is it better to have one large copier or multiple smaller ones?
When should I upgrade to a higher volume copier?
Do higher volume copiers cost more per page?
Our Expert Recommendation
Choose your volume tier based on current needs plus 30% growth buffer
The Right Approach:
1.Calculate your actual monthly average over the past 6 months
2.Add 30% buffer for growth and peak periods
3.Choose a copier where this total is 60-80% of rated duty cycle
4.Consider splitting volume across multiple devices above 20,000 pages/month
5.Remember: Higher volume = lower cost per page