Refurbished Photocopiers: Are They Worth Buying?
How to tell a properly prepared business machine from a used copier with a new sales label
Refurbished photocopiers can offer excellent value when the individual machine has been properly inspected, serviced, tested and supported. The word refurbished on its own does not prove condition, remaining life or value.
Quick answer: a refurbished photocopier can be worth buying if the meter, age, service history, preparation work, support life and warranty justify the saving over a comparable new machine. Buy the condition and support package — not the label.
The key distinction
What is a refurbished photocopier?
A refurbished photocopier is a previously used machine that has undergone preparation before being offered for resale. The quality and depth of that preparation can vary substantially between suppliers.
A meaningful refurbishment should involve more than cleaning the covers. The supplier should be able to explain what was inspected, what was tested, what faults or wear were found, what was serviced or replaced, and what warranty or maintenance support will apply.
There is little value in paying a premium for the word refurbished unless the supplier can explain what that word means for the specific serial-numbered machine you are buying.
Do not buy the sales story
“Ex-demo”, “one year old” and “move quickly” are not evidence of value
An ex-demonstration or lightly used machine can be an excellent purchase. But age, scarcity and urgency do not tell you enough about its meter, condition, previous use, support life or price.
Camelott® 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. The urgency was passed to his manager and the paperwork was signed. A proper comparison would have shown alternative refurbished equipment with stronger preparation, warranty and value.
Ex-demo does not tell you the meter
Ask for the actual lifetime counters, installation history and, where available, evidence of how the machine was previously used.
Urgency is not a specification
“Only a few left” tells you nothing about wear, support life, configuration or whether the price is competitive.
Equipment status should be explicit
Ask whether the machine is new, ex-demo, previously installed, used, refurbished or remanufactured — and what preparation has actually taken place.
Compare genuine alternatives
Compare the proposed machine with suitable new, refurbished and used alternatives based on total cost, condition, warranty and expected support life.
Salespeople and suppliers naturally have stock they would prefer to sell. That is not evidence that a machine is poor value; it is simply another reason to verify the machine, meter, preparation, support and price independently.
Terminology
Used vs refurbished photocopiers
Both have been used before. The difference should be the preparation and support provided before the machine is supplied to its next customer.
| Check | Used / ex-demo | Properly refurbished |
|---|---|---|
| Previous use | Previously used or deployed; actual history varies. | Previously used, with condition assessed before resale. |
| Inspection | May range from basic checks to detailed inspection. | Should form a documented part of the preparation process. |
| Cleaning | May be mainly cosmetic. | Should include relevant internal contamination, paper dust and toner/ink residue as appropriate. |
| Wear components | May be supplied in current condition. | Should be inspected and faults or excessive wear addressed to the supplier's sale standard. |
| Functional testing | Depends entirely on supplier. | Should include print, copy, scan, feeder, duplex and fitted accessories. |
| Data / settings | May need resetting and sanitising before reuse. | Stored data, credentials, address books and previous network settings should be appropriately cleared before redeployment. |
| Warranty / support | May be limited or sold as-is. | Should have a clearly defined warranty or service arrangement if sold as a supported business device. |
Preparation
What a proper refurbishment process should cover
Not every supplier will use the same workshop process, but these are the areas we would expect to be considered before a used business MFP is supplied as refurbished.
Identify the exact machine
Confirm model, serial number, fitted options, specification and current lifetime meters.
Check ownership and provenance
Confirm the supplier has the right to sell the machine and establish what is known about its previous installation, environment and service history.
Inspect internal and external condition
Look for impact damage, contamination, heavy paper dust, toner or ink leakage, corrosion, missing covers and evidence of poor treatment.
Clean properly
Remove relevant internal contamination and paper debris rather than simply polishing exterior plastics.
Inspect service and wear items
Review feed rollers, imaging components, transfer parts, fuser-related items and other model-specific service components.
Correct identified faults
Repair or replace defective or excessively worn components where required to meet the supplier's stated refurbishment standard.
Test sustained print and copy output
Check mono and colour where applicable, long runs, feeding, registration, duplexing, recurring marks and image-quality consistency.
Test scanning and accessories
Test the document feeder, duplex scanning, trays, finisher, stapling and other fitted options rather than checking the print engine alone.
Sanitise stored data and credentials
Remove previous address books, stored jobs, network details, authentication settings and other customer data as appropriate to the device before it is redeployed.
Prepare it for the new customer
Configure firmware, network settings, print drivers, scan destinations, security, user authentication and workflow features required at the new site.
Advantages
Why consider a refurbished photocopier?
More specification for the budget
A properly refurbished business-class A3 machine can sometimes cost less than a lower-specification new model while offering stronger scanning, paper capacity or finishing.
Established platform
Mature business models can have well-understood service requirements, established firmware and known parts needs.
Flexible ownership
Buying outright can avoid a long equipment-finance commitment where the purchase price and support arrangement fit the business.
Extends useful equipment life
Reusing a suitable machine can keep functioning equipment productive rather than replacing it solely because a newer model exists.
Risks
What can go wrong with refurbished photocopiers?
Undefined refurbishment
The largest risk is assuming the label means more work has been completed than the supplier has actually carried out.
High or unclear meter
A machine can look immaculate while having completed a very substantial number of prints, scans and mechanical cycles.
Ageing support platform
Parts, firmware, drivers, applications and consumables may become more difficult to support as a model ages.
Hidden intermittent faults
Feed issues, heat-related problems or image defects may only appear on sustained runs rather than during a short showroom demonstration.
Old data left on the device
Multifunction devices can retain address books, credentials, stored documents or other configuration data. Sanitisation should be part of redeployment.
Weak post-sale support
A low purchase price is less attractive if parts, engineers or technical support are difficult to obtain after installation.
The safest way to assess refurbished equipment is to consider the individual machine, preparation process, supplier and support agreement together.
Finance
How long should you finance a refurbished photocopier?
There is no universal rule that every refurbished copier should be financed for the same number of years. The sensible term depends on how old the machine is now and how supportable it is likely to be when the agreement ends.
- check the machine's current age and verified meter;
- estimate the meter it is likely to reach by the end of the proposed term;
- check manufacturer and independent parts availability;
- consider firmware, operating-system and scan-software support;
- understand the warranty and service commitment for the full planned term;
- compare outright purchase and shorter finance as alternatives; and
- check the total finance commitment rather than choosing solely on monthly payment.
Our preference is to be more cautious with long commitments on equipment that is already several years old. A five-year finance term may be perfectly possible commercially, but the question is whether you still want that exact machine at the end of those five years.
Fit
When does a refurbished photocopier make sense?
Refurbished may suit you if...
- the saving over a comparable new machine is meaningful;
- the verified meter is sensible for the model and your future usage;
- the supplier can support the device for your planned ownership period;
- the machine provides useful specification that your new-equipment budget would not;
- the preparation process and condition can be verified;
- the warranty or service contract controls the main reliability risk; and
- the finance term, if used, is sensible for the machine's age.
New may suit you better if...
- you need the latest security, software platform or workflow feature;
- the machine will run very high volume for several years;
- you want the longest remaining manufacturer support window;
- the used saving is small compared with a suitable new alternative;
- you are being asked to take a long finance term on an already ageing device; or
- the refurbished supplier cannot clearly document the condition or support.
Before buying
Questions to ask a refurbished photocopier supplier
What exactly was refurbished?
Ask for a plain-English explanation of inspection, cleaning, servicing, component replacement and testing.
What are the lifetime meters?
Ask for current print/copy counters and any other relevant lifetime or scan counters available on the model.
Where did it come from?
Previous environment, use pattern and service history can matter as much as calendar age.
Do you have clear title to sell it?
The supplier should be entitled to sell the machine rather than disposing of equipment that remains subject to somebody else's finance or ownership.
Has previous data been removed?
Ask whether stored jobs, address books, credentials, network settings and customer data have been appropriately cleared.
What warranty is included?
Clarify parts, labour, call-outs, exclusions, response arrangements and what happens if the machine becomes persistently unreliable.
Can you support it for the planned term?
Ask about parts, consumables, firmware, drivers and engineer knowledge for the exact model.
Can I see the actual machine?
Where practical, inspect the serial-numbered machine, verify the counters and test the functions that matter to your business.
What is the comparable new price?
A refurbished saving only means something when you compare it against a genuinely equivalent new machine and support package.
Current equipment
Looking for refurbished or used photocopiers for sale?
This page explains whether refurbished equipment makes sense. Use the equipment pages for current purchase options and the separate used-machine guide for detailed due diligence.
Common questions
Refurbished photocopier FAQs
Are refurbished photocopiers worth buying?
Is refurbished the same as second-hand?
Is an ex-demo photocopier refurbished?
How long should a refurbished photocopier last?
Should I buy a refurbished photocopier or lease a new one?
Should I finance a refurbished photocopier for five years?
Should a refurbished photocopier come with a warranty?
Can a refurbished photocopier contain data from the previous owner?
Want a refurbished machine without buying blind?
Tell Camelott® what you print, how much you print, how you scan and what budget you are working with. We can compare suitable new and professionally prepared used equipment rather than pushing whichever machine happens to be available.
Equipment condition varies by individual machine. Always verify the serial number, counters, preparation work, warranty, support and finance terms before purchasing refurbished equipment.