When it comes to office copier lifespan, you wouldn’t keep using a ten-year-old mobile and expect it to run smoothly, right? Well, office copiers are no different. They don’t last forever – and if we’re honest, most businesses wait far too long to replace them.
So, how long should a copier last? And when does holding onto old equipment start costing more than it saves? At Evolve Document Solutions, we get asked this all the time. So here’s our honest view – no sales waffle, just what we see in real offices every day.
So, How Long Should an Office Copier Last?
On paper, most modern office copiers or multifunction printers will keep going for around 3 to 5 years. But here’s the thing: it’s not just about whether they still turn on. It’s about whether they’re still pulling their weight.
Technology moves fast. And while your machine might technically still work, it could be slowing your team down, guzzling ink or toner, or missing out on new features that would actually make your life easier. That’s why, for most businesses, upgrading every three years makes the most sense.
Why Three Years Is the Sweet Spot
We’re not saying you should upgrade your copier just for the sake of it. But here’s what you actually gain from switching to a newer model every three years:
- Faster print speeds – Time matters, especially in a busy office. New machines get the job done quicker.
- Lower running costs – Today’s models use less energy and toner, so they’re easier on your budget (and the planet).
- More features – Mobile printing, cloud access, document encryption – all standard now, but often missing from older machines.
- Better security – An older machine without regular updates can become a weak point in your network. And no one wants their data compromised because of a 2016 printer.
Basically, modern machines do more, do it faster, and cost less to run. Which begs the question – why stick with a slow, outdated model that holds you back?
The Hidden Costs of Clinging to Old Machines
We get it. If something still works, it feels wasteful to replace it. But there’s a cost to waiting too long. And it adds up. Here’s what we often see with aging office printers:
- Paper jams all the time
- Print quality drops (faded prints, streaks, patchy colours)
- Slower output
- Higher ink/toner use
- Constant fixes and maintenance calls
- Wi-Fi issues and lack of cloud compatibility
Oh, and let’s not forget the security risk. Older copiers can’t always handle the latest firmware updates or security patches, which leaves them vulnerable. And since most of them are connected to your network, that’s not something to ignore.
Avoid the Chaos: Keep Your Fleet in Sync
One thing that really helps? Keeping your whole print fleet on the same lease cycle. That way, you’re not juggling different models with different issues and expiry dates.
Why sync your leases?
- Everything upgrades together – same features, same interface.
- Maintenance is simpler – fewer surprises, easier repairs.
- Easier budgeting – no random expenses for one old device falling behind.
It’s cleaner, simpler, and just works better. Less admin, more consistency.
Make Life Easier with Managed Print Services (MPS)
If your IT team is spending half their time fixing printer errors or ordering toner, it might be time to get some backup.
That’s where Managed Print Services come in. With the right MPS provider (hi 👋), you get a single point of contact for everything printer-related. We handle the boring stuff so your team can focus on actual work.
Here’s what you get with a good MPS setup:
- Proactive maintenance – We’ll often fix things before you even know there’s a problem.
- Automated toner and ink supply – No more panicked orders when the printer runs dry.
- Usage tracking – Helps you cut unnecessary print jobs and save cash.
- One number to call – No more chasing different suppliers or waiting in customer service queues.
Why Let Us Handle Your Toner and Ink?
Managing printer supplies might seem small, but it’s one of those things that quietly causes chaos when it goes wrong. We’ve seen too many offices grind to a halt because someone forgot to order toner.
With an MPS in place, you don’t have to think about it. Supplies arrive before you run out. You only get what you actually need. No waste, no overstock, no last-minute dashes to find a cartridge online.
Lease vs Buy: What Makes More Sense?
Quick one: should you lease your printers or buy them outright?
In our view, leasing wins in most cases – especially for businesses that don’t want surprise costs or old tech hanging around.
Leasing gives you:
- Low upfront costs
- Regular upgrades
- Fixed monthly bills
- Easy scaling as your team grows
Buying might make sense for some, but if you prefer staying current without the faff of ownership, leasing’s the smoother route.
Is It Time to Upgrade?
If your office printer is starting to show its age – slow printing, faded documents, constant error messages – it might be time to stop patching it up and move on.
Here’s the checklist:
- Over 3 years old?
- Getting slower or glitchier?
- Missing key features you actually need?
- Struggling with new software or file formats?
- Becoming more expensive to run?
If you’ve ticked even a couple of those, it’s probably time to upgrade.
We’ll Help You Make the Switch – Stress-Free
At Evolve Document Solutions, we don’t just lease printers and copiers – we make sure they actually work for your business. Whether you’ve got one device or a full fleet, we’ll help you:
- Upgrade to the right tech
- Sync your lease cycles
- Set up a managed print plan
- Take toner and supply ordering off your to-do list
So if your current setup is holding you back, give us a shout. We’ll help you cut the stress, save money, and keep things running smoothly.
Still wondering if your copier’s due an upgrade? Let’s chat.
