Refurbished Photocopiers: Are They Worth Buying?
A properly prepared refurbished photocopier can be an effective way to obtain a higher-specification business machine without paying the price of an equivalent new device. But “refurbished” only has value if the supplier can explain what was inspected, tested, serviced and replaced before the machine was offered for sale.
What is a refurbished photocopier?
A refurbished photocopier is a previously used machine that has undergone preparation before resale. The quality of that preparation varies considerably between suppliers. In a meaningful refurbishment process, the machine should be inspected, cleaned, tested and serviced, with worn or defective components addressed as appropriate.
The word itself is not proof of condition. The important question is: what has actually been done to this specific machine?
“Ex-demo”, “one year old” and “move quickly” are not evidence of value
A used or ex-demonstration machine can be a good purchase, but the description around it should not replace due diligence. Urgency, scarcity and a persuasive history can make a deal sound better than the underlying machine or price really is.
We recently spoke to a customer who had been told that a small number of one-year-old ex-demo machines had become available and that he needed to move quickly to secure one. He passed that urgency to his manager and the paperwork was signed. Had he waited and compared the alternatives, he could have obtained a better price and a fully refurbished, guaranteed low-mileage machine instead.
Commercial incentives can differ between machines. Some used stock may carry a stronger margin for the seller than a new or properly refurbished alternative. That does not make the machine a bad purchase, but it is another reason to judge the equipment, condition, support and price independently of the salesperson's story.
Be very cautious about putting a refurbished machine on a contract longer than three years. Some leasing companies will finance used or refurbished equipment over longer terms, but that does not necessarily make the term sensible for the customer. Look at how old the machine is today and how old it will be when the agreement ends. A machine that is already several years old at the start of a five-year agreement could leave you committed to ageing equipment long after reliability, software support or parts availability have become less attractive.
Used vs refurbished photocopiers
| Used photocopier | Refurbished photocopier | |
|---|---|---|
| Previous ownership/use | Yes | Yes |
| Inspection before resale | May vary | Should form part of the refurbishment process |
| Cleaning and preparation | May be basic | Should be more systematic than simple cosmetic cleaning |
| Faults and wear | May simply be sold in current condition | Should be identified and addressed where appropriate |
| Testing | Depends on supplier | Should include functional and print-quality testing |
| Meaning of the label | Describes prior use | Should describe preparation work completed before resale |
There is no value in paying extra for the word refurbished unless the supplier can explain the process and stand behind the condition of the machine.
What a refurbishment process should cover
Identify the machine
Confirm the exact model, serial number, specification, fitted accessories and current lifetime meters.
Inspect condition and history
Assess physical condition, previous environment, contamination, signs of misuse and any known service history.
Clean internally and externally
Remove toner, dust, paper debris and contamination rather than simply polishing the exterior covers.
Check wear components
Inspect feed rollers, imaging components, transfer components, fuser-related parts and other service items relevant to the model.
Correct identified faults
Repair or replace defective or excessively worn components where required to bring the machine to the supplier's sale standard.
Test print and copy quality
Check mono and colour output where relevant, long runs, registration, feeding, image quality and recurring marks or defects.
Test scanning and accessories
Check the document feeder, duplex scanning, trays, finisher, stapling and other fitted options rather than testing the engine alone.
Prepare for the new site
Configure network, drivers, scan destinations, security, user requirements and any workflow features needed by the customer.
Why consider a refurbished photocopier?
Potentially more specification for the budget
A refurbished higher-specification model can sometimes cost less than an equivalent new device, but only compare this after checking age, meter, condition, support life and warranty.
Proven business platforms
Established business-class models may have a known service record, mature firmware and readily understood parts requirements.
Shorter financial commitment
Buying outright can avoid tying an older machine to a long finance agreement, provided the purchase price and support arrangement suit the business.
Extends useful equipment life
Reusing a suitable machine can keep functioning equipment in productive service rather than replacing it solely because a newer model exists.
What can go wrong with refurbished equipment?
Poorly defined refurbishment
The biggest risk is assuming the word refurbished means more work was completed than actually occurred.
High or unclear lifetime use
A cosmetically clean machine can still have a high meter or an incomplete history.
Support life
Older models can become harder to support if parts, firmware, drivers or consumables become less available.
Hidden wear
Intermittent faults, worn feeders or heat-related issues may only appear during sustained use rather than a short showroom test.
Wrong specification
A low price is poor value if the machine lacks the scanning, paper handling, security or finishing the workplace actually needs.
Weak warranty
If the supplier cannot support the machine after installation, the customer carries more of the reliability risk.
The best protection is to evaluate the individual machine, supplier and support agreement together. A good machine with poor support can still be a bad purchase.
When a refurbished photocopier can make sense
It may suit you if…
- you want to buy outright or keep any finance term relatively short;
- if financed, the term is sensible for the machine's current age and expected support life;
- your budget would otherwise force you into a lower-specification new device;
- the machine has a sensible meter and support life for your planned usage;
- the supplier can service it and obtain parts;
- you can verify the exact condition and specification; and
- the warranty or maintenance arrangement controls the reliability risk.
A new machine may suit you better if…
- you need the latest platform, security or manufacturer-supported features;
- you are being asked to commit to a long agreement on an already ageing machine;
- the equipment will run at very high volume for many years;
- you require a specific new-model workflow or integration;
- you want the longest possible remaining manufacturer support window; or
- the refurbished saving is too small to justify the difference in age and condition.
Questions to ask the supplier
What exactly was refurbished?
Ask for a plain-English explanation of inspection, cleaning, servicing, parts replacement and testing.
What is the verified meter?
Ask for the current lifetime counters and whether any meter-related component has been replaced or reset.
Where did the machine come from?
Previous environment and usage pattern can matter as much as age.
What warranty is included?
Clarify parts, labour, call-outs, exclusions, response and what happens if the machine is persistently unreliable.
Can you support it for my planned ownership period?
Ask about parts, consumables, drivers, firmware and engineer capability.
Can I inspect or test it?
Where practical, see the actual machine, verify the meter and test the workflows you intend to use.
Looking for refurbished or used photocopiers for sale?
This page explains the refurbishment question. For current equipment available to purchase, go to Photocopiers for Sale. If you want a detailed due-diligence list for assessing a specific used machine, use the Used Photocopier Buying Checklist.
Refurbished photocopier questions
Are refurbished photocopiers worth buying?
They can be, but the answer depends on the individual machine rather than the label. Check the verified meter, age, preparation work, condition, support life, warranty and price against comparable new and used alternatives before deciding.
Is refurbished the same as second-hand?
No. Both are previously used, but refurbishment should describe preparation work completed before resale. Ask what that preparation included for the actual machine.
How long should a refurbished photocopier last?
There is no reliable answer based on age alone. Remaining life depends on the individual machine's meter, history, environment, condition, maintenance and future workload.
Is it better to buy a refurbished photocopier or lease a new one?
That depends on budget, specification, expected usage, desired ownership, support requirements and how long you need the machine. Compare the total commitment rather than only the monthly payment or purchase price.
Should I lease a refurbished photocopier for more than three years?
Be cautious. Longer terms may be available from leasing companies, but availability does not mean the term is appropriate. Consider the machine's age at the start and at the end of the agreement, expected parts and software support, likely future workload and what happens if reliability deteriorates. For refurbished equipment, a shorter commitment can reduce the risk of being tied to an old machine for too long.
Should a refurbished machine come with a warranty?
A warranty or service arrangement is strongly worth considering because it defines who carries the risk if an expensive component fails after purchase.