Key Takeaways
- Start by evaluating your organization’s print volume, users, document types, and required features.
- Choose equipment that matches your actual workload rather than paying for unnecessary capacity.
- Consider scanning, paper handling, security, and ease of use in addition to print speed.
- Compare the complete costs of buying and leasing, including maintenance and supplies.
- Service and support should be considered when selecting both the equipment and the provider.
Churches and nonprofit organizations rely on printed materials for everything from administrative work and community outreach to event materials, reports, and member communications.
Choosing the right copier for your church or nonprofit starts with understanding how your organization actually uses its equipment.
Rather than selecting a copier based only on price or speed, consider your print volume, required features, budget, service needs, and how those requirements may change over time.
1. Understand Your Printing Needs
Start by looking at what your organization prints and how often.
Ask questions such as:
- What is your average monthly print volume?
- How many employees or volunteers use the copier?
- Do you regularly need color printing?
- Do you need scanning and copying?
- What paper sizes do you use?
- Do you print brochures, newsletters, bulletins, or event materials?
- Are finishing features such as stapling needed?
- Are there busy periods when print volume increases?
A church producing weekly bulletins and event materials may have very different requirements from a smaller nonprofit primarily printing administrative documents.
Understanding those differences can help prevent choosing equipment that’s either underpowered or more advanced than necessary.
2. Prioritize the Features You’ll Actually Use
Modern multifunction copiers can offer a wide range of features.
Depending on your organization’s workflows, useful capabilities may include:
- Printing, copying, and scanning
- Color printing
- Duplex printing
- High-speed scanning
- Mobile printing
- Cloud connectivity
- Multiple paper trays
- Stapling and finishing
- User authentication
- Secure print release
Not every organization needs every feature.
For churches and nonprofits with employees and volunteers sharing equipment, an easy-to-use interface may be just as important as print speed or advanced finishing capabilities.
3. Consider Document Security
Churches and nonprofits may handle financial records, donor information, employee documents, membership information, and other sensitive materials.
For that reason, security should be considered when selecting a copier or multifunction device.
Depending on the equipment and software, available capabilities may include user authentication, secure print release, administrative access controls, and other device security features.
The appropriate security measures will depend on your organization’s technology environment and the type of information it handles.
4. Compare Buying and Leasing
Once you’ve identified the right equipment, consider how your organization wants to acquire it.
Buying requires a larger upfront investment but provides ownership of the equipment.
Leasing spreads equipment payments over an agreed-upon term and can reduce the amount your organization needs to spend upfront.
Neither option is automatically better.
When comparing them, consider:
- Upfront cost
- Monthly payments
- Length of use
- Lease terms
- End-of-lease requirements
- Maintenance
- Supplies
- Future equipment needs
It’s also important to remember that leasing and maintenance aren’t necessarily the same agreement. Maintenance and service should be reviewed separately so you understand exactly what’s included.
5. Think About Future Needs
Your organization’s needs may change during the life of the copier.
A church may grow its congregation, add programs, or increase the number of events it hosts. A nonprofit may add employees, expand services, or move more processes online.
Consider whether your copier can accommodate reasonable changes in:
- Print volume
- Number of users
- Scanning requirements
- Color printing
- Paper capacity
- Document workflows
- Security requirements
You don’t necessarily need to purchase equipment based on what your organization might need years from now. Instead, choose a solution that fits today’s workload while allowing for reasonable growth.
6. Don’t Overlook Maintenance and Service
The equipment itself is only part of the decision.
Before choosing a provider, ask:
- What maintenance options are available?
- Who services the equipment?
- How are service requests handled?
- Are supplies included?
- Is preventative maintenance available?
- Is remote equipment monitoring available?
- What training is provided?
Reliable service can be particularly important for organizations that don’t have dedicated IT or office equipment staff.
Offix offers customizable maintenance options, preventative service, equipment monitoring, and support for office printing equipment.
How Offix Helps Churches and Nonprofits
Offix works with organizations to evaluate their existing equipment, print volume, workflows, budget, and technology requirements before recommending a solution.
Depending on your needs, options may include:
- Copiers and multifunction printers
- Desktop printers
- Equipment purchasing or leasing
- Certified pre-owned equipment
- Managed Print Services
- Maintenance and service
- Print management software
- Document workflow solutions
The goal is to select equipment that fits how your organization actually operates rather than simply choosing the newest or most powerful copier available.
Find the Right Copier for Your Organization
Choosing the right copier for your church or nonprofit doesn’t have to be complicated.
Start with your actual printing requirements. Then compare equipment features, costs, service, and acquisition options to determine which solution makes the most sense for your organization.
The right equipment should support your staff and volunteers without adding unnecessary complexity or expense.
Contact Offix today to discuss your organization’s printing needs and explore copier options that fit your budget and workflow.
Frequently Asked Questions
What features should a church or nonprofit look for in a copier?
Consider print volume, speed, color requirements, scanning, paper capacity, finishing features, ease of use, connectivity, and security. The most important features depend on how your organization uses the equipment.
Is it better for a nonprofit to lease or buy a copier?
It depends on the organization’s budget and long-term needs. Leasing spreads equipment payments over a defined term, while buying requires a larger upfront investment but provides ownership.
Is copier maintenance included in a lease?
Not necessarily. The equipment lease and maintenance agreement can be separate. Review the proposal carefully to understand which maintenance, service, and supplies are included.
How do I know what size copier my organization needs?
Start with your average monthly print volume, number of users, busiest printing periods, required paper sizes, and necessary features. A provider can use this information to recommend equipment appropriate for the workload.