Choosing the Right Source: Why It Matters
Where you buy a used copier matters as much as which copier you buy. The same Canon imageRUNNER ADVANCE might be an excellent investment from an authorized dealer or an expensive mistake from an online scammer. The source determines not just price, but warranty coverage, refurbishment quality, parts authenticity, and your recourse if problems arise.
This guide maps the used copier marketplace, from the safest (and most expensive) sources to the riskiest (and cheapest) options. We'll cover authorized dealers, leasing company off-lease sales, online marketplaces, direct business purchases, and auctions—along with the specific red flags, scams, and safety measures for each source.
The right source for you depends on your risk tolerance, technical expertise, budget constraints, and warranty requirements. A business with minimal IT staff should prioritize safety and warranty over maximum savings. An experienced buyer with in-house technicians can navigate riskier sources for better deals. Understanding each source's trade-offs helps you make the smart choice for your situation.
Authorized Dealer Refurbished: The Safest Option
Authorized manufacturer dealers represent the gold standard for used copier purchases. These dealers are certified by Canon, Ricoh, Xerox, etc. to sell and service their equipment, and their refurbished/CPO units undergo rigorous manufacturer-approved processes.
Why Authorized Dealers Are Worth the Premium
Quality Assurance
- • Factory-trained technician refurbishment
- • Genuine OEM replacement parts only
- • 100+ point inspection process
- • Manufacturer quality standards
- • Professional cosmetic restoration
Protection & Support
- • Manufacturer-backed warranties (90 days-1 year)
- • Service contract eligibility
- • Established business reputation
- • Legal recourse if issues arise
- • Ongoing technical support
How to Find Authorized Dealers
- 1. Manufacturer Dealer Locators
- • Visit Canon.com, Ricoh.com, Xerox.com, etc.
- • Use "Find a Dealer" or "Dealer Locator" tool
- • Filter by "Certified Pre-Owned" or "Refurbished" offerings
- • Verify authorization status before purchase
- 2. Ask Dealers for Certification Proof
- • Request manufacturer authorization documentation
- • Verify dealer appears on manufacturer website
- • Check authorization isn't expired or suspended
- 3. Verify CPO Certification
- • Ask for CPO certificate number
- • Verify with manufacturer before purchase
- • Ensure warranty is manufacturer-backed, not just dealer-backed
Advantages
- • Highest quality refurbishment standards
- • Best warranty coverage available
- • Service contract eligibility
- • Established business (legal recourse)
- • Technical support and parts access
- • Financing options available
- • Peace of mind
Disadvantages
- • Highest prices (50-70% of new)
- • Limited inventory selection
- • May pressure toward service contracts
- • Less room for negotiation
Expected Pricing from Authorized Dealers
- Entry-level copiers: $2,000-4,500 (50-65% of new price)
- Mid-range copiers: $5,000-12,000 (50-70% of new price)
- High-volume copiers: $12,000-30,000 (50-65% of new price)
- Premium over independent dealers: 10-20%, but worth it for warranty and peace of mind
Leasing Company Off-Lease Sales
When businesses lease copiers (typical 36-60 month terms), the copiers return to leasing companies at lease end. These "off-lease" units are often resold, creating a significant used copier marketplace. Off-lease copiers tend to be well-maintained because they were under professional service contracts during the lease period.
Major Off-Lease Sources
1. Leasing Company Direct Sales
Major equipment leasing companies often sell off-lease inventory directly:
- • Great America (Volvo Financial Services)
- • TCF Equipment Finance
- • US Bank Equipment Finance
- • GreatAmerica Financial Services
- • CIT Group
How to buy: Contact their remarketing departments, browse online inventory, or attend periodic sales events.
2. Authorized Dealers Buying Off-Lease
Many authorized dealers purchase off-lease inventory, refurbish to manufacturer standards, and resell with warranties. This combines off-lease value with dealer quality assurance.
3. Off-Lease Auctions
Some leasing companies auction off-lease inventory rather than selling direct. Requires competitive bidding and immediate payment.
Advantages
- • Well-maintained during lease (service contracts)
- • Predictable usage (3-5 years, moderate volume)
- • Often manufacturer-refurbished before resale
- • Large inventory selection
- • Good pricing (35-50% of new)
- • Reputable seller (established leasing companies)
Disadvantages
- • Limited warranties (30-90 days typical)
- • Selection limited to what's available
- • May have cosmetic wear from office use
- • Competitive bidding at auctions
- • Service contracts may require dealer arrangement
What to Ask When Buying Off-Lease
- • What was the original lease term? (Longer is better—shows moderate use)
- • Is service history available? (Proves professional maintenance)
- • Has it been refurbished? If so, by whom? (Manufacturer refurb preferred)
- • What warranty is included? (Get written terms)
- • Can I arrange a service contract? (Some leasing companies facilitate this)
- • What's the return policy? (Most off-lease sales are final)
Online Marketplaces: High Risk, High Reward
eBay, Craigslist, Facebook Marketplace, and similar platforms offer the widest selection and often the lowest prices—but also the highest risk. Success requires careful vetting, in-person inspection, and realistic risk assessment.
Critical Safety Rules for Online Purchases
- 1. Local pickup only - Never buy a copier sight-unseen that requires shipping
- 2. In-person inspection required - Test all functions before payment
- 3. Bring a technician - For copiers over $2,000, hire expert inspection ($100-250)
- 4. Verify serial numbers - Check with manufacturer for stolen equipment reports
- 5. Use protected payment - PayPal Goods & Services, credit card (NOT wire transfer or crypto)
- 6. Meet at safe location - Seller's business or public place, never isolated areas
- 7. Get bill of sale - Written documentation with seller info and serial number
Platform-Specific Guidance
eBay
Best Practices:
- • Check seller ratings (95%+ positive, 50+ sales)
- • Review feedback specifically for copier sales
- • Use "Local Pickup" filter for in-person inspection
- • Ask detailed questions before bidding
- • Request video demonstration
Red Flags:
- • New seller with no feedback
- • Stock photos only (not actual unit)
- • Vague condition descriptions
- • "Sold as-is for parts" disclaimers
- • Requests for off-platform payment
Craigslist / Facebook Marketplace
Best Practices:
- • Meet during business hours at seller location
- • Bring someone with you for safety
- • Test copier thoroughly before payment
- • Verify seller identity matches ad
- • Cash or check only (no wire transfers)
Red Flags:
- • Refuses to provide phone number
- • Wants to meet in parking lot only
- • Pressure to buy immediately
- • Price much lower than market value
- • Can't provide serial number or photos
When Online Marketplaces Make Sense
- ✓ You have copier technical expertise to inspect properly
- ✓ Copier value under $3,000 (acceptable risk level)
- ✓ Local seller allowing thorough in-person inspection
- ✓ You have backup copier (not mission-critical purchase)
- ✓ You're willing to accept "as-is" risk with no warranty
- ✗ Avoid if: No inspection opportunity, shipping required, seller seems shady, or copier critical to business operations
Buying Direct from Other Businesses
When businesses upgrade equipment, relocate, or close, they often sell copiers directly. This can offer excellent deals, but requires careful due diligence since most sales are "as-is" with no warranty.
Where to Find Direct Business Sales
- 1. Business Liquidation Companies - Specialize in selling assets from closing businesses. Often have office equipment inventory.
- 2. Office Furniture Dealers - Many also handle used office equipment including copiers from business clients.
- 3. Commercial Real Estate Listings - Businesses moving/downsizing often list equipment for sale.
- 4. LinkedIn and Professional Networks - Post in industry groups that you're seeking used copiers.
- 5. Business Brokers - Handle entire business sales; sometimes sell equipment separately.
- 6. Local Business Associations - Chamber of Commerce, industry groups often have classified sections.
Advantages
- • Often best pricing (30-60% of new)
- • Motivated sellers (need to move quickly)
- • Can see copier in working environment
- • May have maintenance records if well-run business
- • Less competition than auctions
- • Room for negotiation
Disadvantages
- • No warranty (all sales "as-is")
- • Limited recourse if problems arise
- • Seller may lack technical knowledge
- • Must arrange transportation yourself
- • Unknown maintenance history in many cases
- • Time investment to find opportunities
Due Diligence Checklist
- ✓ Verify business legitimacy (Google business, check reviews, verify address)
- ✓ Bring copier technician for inspection ($100-250 investment pays off)
- ✓ Request maintenance records and service contract history
- ✓ Print configuration page to verify page counts
- ✓ Test all functions thoroughly (print, scan, copy, fax, finishing)
- ✓ Research fair market value before negotiating price
- ✓ Get bill of sale with serial number and seller information
- ✓ Arrange secure payment method with receipt
- ✓ Document copier condition with photos/video before removal
- ✓ Verify copier can be moved safely (weight, dimensions, doorways)
Government and Business Auctions
Auctions can yield the deepest discounts (20-40% of new price) but carry the highest risk. All sales are final "as-is," inspection time is limited, and you're competing against experienced buyers and dealers.
Types of Copier Auctions
1. Government Surplus Auctions
Federal, state, and local government agencies regularly auction surplus equipment. Copiers from government offices tend to be well-maintained with moderate use.
Where: GSA Auctions (gsaauctions.gov), GovDeals.com, PublicSurplus.com, local government auction websites
2. Business Liquidation Auctions
When businesses close or relocate, auction companies liquidate all assets including office equipment.
Where: Local auction houses, online platforms like Bid4Assets, Auction.com commercial section
3. Equipment Leasing Auctions
Leasing companies periodically auction off-lease equipment in bulk.
Where: Direct through leasing company remarketing departments, specialized equipment auction sites
Auction Challenges & Risks
- Limited inspection time: Often 15-30 minutes on preview day, copier not powered on
- All sales final: No returns, no warranty, "as-is where-is" standard
- Pickup deadlines: Must remove within 24-48 hours or forfeit purchase
- Competitive bidding: Prices can escalate quickly; dealers with higher budgets often win
- Hidden problems: Can't thoroughly test functionality before bidding
- Transportation complexity: Must arrange copier moving (300-800 lbs, delicate components)
- Buyer's premium: Additional 10-15% fee added to winning bid
Auction Success Tips
- 1. Attend preview day: Inspect thoroughly, take photos, note condition and serial numbers
- 2. Research models beforehand: Know market value, parts availability, common problems
- 3. Set maximum bid and stick to it: Easy to overbid in competitive environment
- 4. Factor in all costs: Buyer's premium (10-15%), transportation ($200-800), potential repairs
- 5. Bring a technician if allowed: Expert inspection worth the investment
- 6. Verify pickup logistics: Confirm access (elevator, dock, hours), bring equipment (dolly, straps)
- 7. Read terms carefully: Understand payment deadlines, pickup windows, refund policies (usually none)
- 8. Register early: Most auctions require pre-registration and deposit
Who Should Consider Auctions?
Best for:
- • Experienced copier buyers who can assess condition quickly
- • Businesses with in-house technical staff
- • Buyers seeking multiple units (for parts/backup)
- • Budget-focused buyers accepting high risk for maximum savings
Avoid if:
- • First-time copier buyer with limited technical knowledge
- • Copier is mission-critical (need reliability and warranty)
- • Can't inspect in person before auction
- • Budget doesn't allow for potential repair costs
Safety, Scam Avoidance & Vetting Sellers
Regardless of source, these universal safety principles protect you from scams and ensure legitimate transactions.
Universal Red Flags - Walk Away If You See These
Seller Behavior
- • Refuses to allow in-person inspection
- • Pressure to buy immediately without time to inspect
- • Won't provide serial number or detailed photos
- • Can't answer basic questions about copier
- • Reluctant to provide business information
- • Requests unusual payment methods (crypto, wire transfer)
Deal Characteristics
- • Price significantly below market value
- • Seller claims "must sell today" urgency
- • Won't meet at legitimate business location
- • No maintenance records or documentation
- • Copier description doesn't match photos
- • Multiple similar listings from same seller
Seller Vetting Checklist
1. Verify Business Legitimacy
- • Google business name + "reviews" or "scam"
- • Check Better Business Bureau (BBB.org)
- • Verify address on Google Maps Street View (real business or residential?)
- • Search state business registry for company registration
- • Check how long they've been in business (newer = higher risk)
2. Verify Seller Identity
- • Request seller's full name and phone number
- • For businesses: ask for business license or tax ID
- • For individuals: verify they own copier (not stolen)
- • Match seller info to public records
3. Verify Copier Legitimacy
- • Get serial number and verify with manufacturer
- • Ask for proof of ownership (receipt, invoice)
- • Request service records
- • Check for manufacturer alerts (stolen equipment database)
4. Payment Protection
- • Use credit card or PayPal Goods & Services (buyer protection)
- • NEVER wire transfer or send cryptocurrency
- • For cash sales: meet at seller's business, bring someone with you
- • Get detailed receipt with serial number, date, seller info
Safe Transaction Best Practices
- 1. Meet at legitimate business location - Not parking lots or residential addresses
- 2. Bring someone with you - For safety and as witness to transaction
- 3. Inspect thoroughly before payment - Never pay until you've tested copier
- 4. Document everything - Photos, video, serial numbers, condition notes
- 5. Get written agreement - Even "as-is" sales need documentation
- 6. Verify before removal - Confirm copier works after you load it (test again)
- 7. Keep all documentation - Receipt, seller contact info, condition reports
Frequently Asked Questions
What is the safest place to buy a used copier?
The safest place to buy a used copier is from an authorized manufacturer dealer selling refurbished or certified pre-owned (CPO) units. These dealers offer manufacturer-backed warranties (typically 90 days to 1 year), professional refurbishment by factory-trained technicians, genuine OEM replacement parts, and service contract eligibility. The higher price (typically 10-20% more than independent sellers) is offset by significantly lower risk, better warranty protection, and peace of mind. For businesses where copier reliability is critical, authorized dealers provide the best balance of price savings and quality assurance.
Can I safely buy a used copier on eBay or Craigslist?
Yes, but with significant caution and due diligence. Online marketplace purchases work best for: buyers with technical expertise to inspect copiers, local pickup allowing in-person inspection before purchase, and lower-value copiers (under $2,000) where risk is acceptable. Red flags to avoid: sellers refusing video calls or detailed photos, "as-is" sales with no inspection opportunity, prices too good to be true, sellers with no verifiable business history, and copiers requiring shipping sight-unseen. If buying online: use PayPal buyer protection, require detailed photos and video calls, verify serial numbers with manufacturer, bring a technician for inspection, and only buy if you can inspect in person. For copiers over $5,000, online marketplaces are too risky—buy from authorized dealers instead.
What are off-lease copiers and where can I buy them?
Off-lease copiers are units returned to leasing companies when the lease term ends (typically 36-60 months). These copiers were professionally maintained under service contracts during the lease, making them generally well-cared-for. Sources for off-lease copiers include: major leasing companies (Great America, TCF Equipment Finance, US Bank), authorized dealers who buy off-lease inventory, leasing company auctions and direct sales programs, and specialized used equipment dealers. Advantages: known service history, moderate mileage (predictable based on lease term), often manufacturer-refurbished before resale. Disadvantages: limited selection (whatever happens to be available), competitive bidding at auctions, and may have cosmetic wear from office use. Expect to pay 30-50% of original retail price for quality off-lease units.
How do I know if a used copier dealer is legitimate?
Verify dealer legitimacy through these steps: 1) Check manufacturer authorization status—visit Canon.com, Ricoh.com, Xerox.com dealer locators to verify they're listed. 2) Verify business registration—search state business registry for company name and verify address matches. 3) Check Better Business Bureau rating and complaint history. 4) Review Google Business and online reviews (look for patterns, not just overall rating). 5) Verify physical location—Google Street View the address; legitimate dealers have real storefronts or warehouses, not residential addresses. 6) Ask for references from recent customers. 7) Test responsiveness—legitimate businesses answer phones, return calls, provide detailed information. 8) Verify insurance and licensing—ask for proof of business insurance and any required dealer licenses. Red flags: No physical address, unwilling to allow inspection, pressure tactics, requests for wire transfers or cryptocurrency, and no verifiable business history.
Should I buy a used copier at auction?
Auctions can offer excellent deals (50-70% below retail) but require expertise and carry high risk. Best for: Experienced buyers who can quickly assess copier condition, those with in-house technical support, buyers seeking multiple units for parts/backup, and budget-focused buyers accepting higher risk. Auction types: Government surplus (GSA, city/county auctions) sell well-maintained copiers from government offices; business liquidation auctions sell inventory from closed businesses; online auctions (GovDeals, PublicSurplus) require bidding sight-unseen. Challenges: Limited or no inspection time (15-30 minutes typical), no warranty or returns (all sales final "as-is"), must arrange pickup/shipping yourself, and competitive bidding can drive prices up. Success tips: Attend preview day for thorough inspection, set maximum bid and stick to it, bring a technician if allowed, verify pickup logistics, and factor in transportation costs. Only recommended for experienced buyers willing to accept significant risk.
Is it safe to buy a used copier directly from another business?
Buying directly from businesses can offer good deals but requires careful verification. Advantages: Often best pricing (30-70% below retail), seller motivated to sell quickly, opportunity to see copier in its working environment, and potential for maintenance records if well-maintained business. Disadvantages: No warranty (all sales "as-is"), limited recourse if problems arise, must arrange pickup and transportation, and seller may not have technical knowledge. How to mitigate risks: Bring a copier technician for inspection ($100-250 well spent), verify page counts and print test pages, request complete maintenance records, research fair market value before negotiating, get everything in writing including "as-is" acknowledgment, and arrange payment through secure method with receipt. Best sources for direct business purchases: Office liquidation companies, business brokers handling office equipment, LinkedIn and industry connections, and local business networks. Avoid: Rushed sales with no inspection time, sellers unwilling to provide information, copiers with no service history, and deals requiring immediate payment without documentation.
What are the biggest scams when buying used copiers?
Common used copier scams include: 1) Phantom inventory—seller advertises copiers they don't have, collects deposits, and disappears. Verify: demand to see copier in person before any payment. 2) Bait and switch—advertise excellent copier at great price, then claim it sold and pressure you toward more expensive or lower-quality unit. Defense: get written confirmation of availability before traveling. 3) Counterfeit refurbishment—claim extensive refurbishment but only cleaned exterior; major components still worn. Defense: demand refurbishment documentation and test all functions thoroughly. 4) Rolled-back page counters—reset counters to show lower usage. Defense: request service records to verify counter, check for counter tampering in service menu. 5) Stolen copiers—sell stolen equipment at discount prices. Defense: verify serial numbers with manufacturer, require bill of sale, check if seller has legitimate business. 6) Wire transfer fraud—request wire transfer or cryptocurrency for "secure" payment, then disappear. Defense: only use traceable payment methods with buyer protection (credit card, PayPal). 7) Shipping scams—collect payment for shipping but never deliver copier. Defense: local pickup only or use established shipping companies with tracking and insurance.
How much should I expect to pay from different sources?
Pricing by source (percentage of original new price): Authorized manufacturer dealers: 50-70% (highest price, best quality and warranty); authorized independent dealers: 40-60% (good quality, decent warranty); off-lease sales: 35-50% (moderate quality, limited warranty); online marketplaces: 30-50% (variable quality, minimal/no warranty); business liquidations: 25-45% (condition varies, no warranty); auctions: 20-40% (highest risk, as-is sales). Example: Canon imageRUNNER ADVANCE C5560i (original price $15,000): Authorized dealer CPO $7,500-10,500, Independent dealer refurb $6,000-9,000, Off-lease $5,250-7,500, Online marketplace $4,500-7,500, Business direct $3,750-6,750, Auction $3,000-6,000. General rule: You get what you pay for. Paying 10-20% more for authorized dealer purchase typically saves money long-term through better warranty, reliability, and service contract access.
Can I get financing or lease a used copier?
Yes, but financing options vary significantly by source and copier type. Manufacturer CPO copiers: qualify for most lease/finance programs with terms similar to new (36-60 months, competitive rates). Authorized dealer refurbished: good financing options through dealer relationships (typically 36-48 months). Used from independent dealers: limited options, higher interest rates (2-4% more), shorter terms (24-36 months). Private party/auction purchases: very limited, may need personal loan or cash. Specialized used equipment financing: some lenders focus on used equipment (CIT, GreatAmerica). Factors affecting approval: Copier age (under 3 years best), page count (under 50% duty cycle), refurbishment quality (CPO favored), and seller reputation. Best practices: Get pre-approval before shopping, compare lease vs buy total cost, verify warranty transfers, and confirm service contract availability. For copiers over $5,000, financing availability should factor into your purchase source decision.
Should I buy locally or can I ship a used copier?
Local purchase is strongly preferred for used copiers. Advantages of local buying: in-person inspection before purchase, test all functions yourself, bring technician for expert inspection, verify seller legitimacy, immediate pickup (no shipping damage risk), and easier recourse if issues arise. Shipping challenges: copiers are heavy and fragile (300-800+ lbs), shipping costs $500-2,000+ depending on distance, risk of shipping damage (imaging components very delicate), can't inspect before receiving, and seller may misrepresent condition. When shipping unavoidable: use freight company specializing in office equipment, purchase shipping insurance (full replacement value), require professional packaging, video document unpacking, test immediately upon arrival, and use payment method with buyer protection. Best practice: expand local search radius to 100-200 miles (worth the drive for expensive copiers), verify condition via video call, and consider hiring local technician in seller's area for pre-purchase inspection if buying remotely. For copiers under $2,000, shipping risk may exceed copier value—buy local only.