The terminology has blurred over the years. 'Photocopiers' and 'printers' used to be clearly different machines. Now multifunctions do everything. But there are still distinctions that matter for your business.

Understanding the Categories

Dedicated photocopiers: Designed specifically for high-volume copying. Robust paper handling, fast output, built for continuous operation. Think of the big machines in government offices.

Dedicated printers: Designed for computer-to-paper output. May not have scanning or copying functions at all.

Multifunction printers (MFPs): Combine printing, copying, scanning, and sometimes faxing. Range from small office units to massive enterprise devices.

When Dedicated Photocopiers Still Make Sense

Extreme volume: If you're copying thousands of pages daily – think school exam papers or legal document archives – a true copier's duty cycle and speed matter.

Walk-up copying: Photocopiers are optimised for someone walking up, placing a document, and pressing copy. No computer interaction needed.

Specialised features: Large-scale sorting, stapling, hole-punching, and booklet-making are often more robust on dedicated copiers.

Modern digital copiers are essentially specialised multifunction devices, but they're built with copying as the primary use case.

When Multifunction Printers Win

For most Kenyan offices, an MFP is the smart choice:

Space efficiency: One device instead of three or four. Especially valuable in small offices where space is premium.

Cost efficiency: Buying one device costs less than separate printer, scanner, and copier.

Integrated workflow: Scan to email, print from anywhere, copy with modifications – all from one interface.

Flexibility: Your printing and copying needs probably vary. An MFP handles both without specialising.

Sizing Your Multifunction Device

MFPs come in distinct tiers:

Personal/Small office (KES 15,000-40,000):

3,000-8,000 pages monthly duty cycle
15-25 pages per minute
Single paper tray
Basic scanning

Workgroup (KES 40,000-120,000):

10,000-30,000 pages monthly duty cycle
25-40 pages per minute
Multiple paper trays
Duplex printing/copying
Network connectivity

Departmental/Enterprise (KES 120,000+):

50,000+ pages monthly duty cycle
40-70+ pages per minute
Multiple trays including large-capacity feeders
Advanced finishing options
Enterprise security features

Calculating Your Needs

Track your current usage for a month:

Count printed pages (check printer counters or estimate)
Count photocopied pages
Note peak usage times
Identify special requirements (A3 size, colour, booklets)

Multiply your monthly total by 1.5 to account for growth and peak periods. This is your target duty cycle.

The Lease vs Buy Question

Enterprise-level devices are often leased rather than purchased. This can make sense because:

Maintenance and toner may be included
Technology refreshes happen automatically
Capital isn't tied up in depreciating equipment

But lease agreements need careful reading. Understand minimum page commitments, overage charges, and end-of-lease terms before signing.

Our Recommendation Process

At ilexDigital, we help Kenyan businesses match their actual needs to appropriate equipment. We'll:

Assess your current and projected usage
Recommend specific models within your budget
Handle installation and network setup
Provide ongoing maintenance and support

Photocopier vs Printer: What Your Kenyan Office Actually Needs