The terms get used interchangeably, but there are real differences — and choosing the wrong one costs money over time. Here’s how to think about it.
What Is a Copier?
A commercial copier — more precisely, a multifunction printer or MFP — is a floor-standing or desktop device built for office-volume work. It prints, copies, scans, and usually faxes. It’s designed to handle thousands of pages a month without complaint.
When most businesses say they need a ‘copier,’ they mean an MFP. The standalone copier-only device is essentially obsolete at this point. Every modern commercial unit is multifunction.
What Is a Printer?
A printer does one thing: it prints. Desktop inkjet and laser printers are designed for personal or small-office use. They’re cheaper to buy but more expensive to operate at volume — cartridge-based printers in particular have a notoriously high cost per page compared to commercial toner-based equipment.
The Real Difference: Volume and Cost Per Page
The distinction that matters most isn’t size or features — it’s the monthly volume the device is designed for and the cost per page at that volume.
A desktop laser printer rated for 1,000 pages/month will start showing wear and elevated costs when you push it to 3,000. A commercial MFP rated for 10,000–30,000 pages/month runs comfortably in that range with proper maintenance. Put either in the wrong environment and you’re either overspending or constantly dealing with breakdowns.
How to Decide
Ask three questions:
- How many pages do we print per month? Under 500: a quality desktop laser may be enough. Over 1,000: you probably want commercial equipment.
- Do we scan? If scan-to-email, scan-to-folder, or document management integration matters, you need an MFP — not a printer.
- Do we need to copy? Same answer — you need an MFP.
What About the Cheaper Desktop Option?
The upfront cost of a desktop printer is lower. But the cost per page is often 2–4x higher than a commercial MFP on a managed print contract. Over 3–5 years, a 15-person office that switches from desktop printers to a commercial MFP on a CPP contract almost always spends less total — even factoring in the lease payment.
The math only works if you do an honest print assessment first. We do those for free.
Related Resources from ABS
Not Sure What Your Office Needs?
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