In today’s dynamic business environment, copiers and multifunction printers (MFPs) play an essential role in office productivity. From streamlining document workflows to ensuring data security, modern copiers are no longer just machines that print and scan—they are integral to the way offices in the Philippines operate. As 2025 brings new technologies and evolving workplace trends, businesses need to be more discerning than ever when investing in these devices.
For Filipino offices, buying a copier is not simply about picking the most affordable unit on the shelf. It’s about evaluating long-term value, ensuring reliability, and future-proofing your operations. In this article, we’ll dive into the key factors every Filipino office should check before buying a copier in 2025 and why these considerations matter.
1. Print Speed and Volume Capacity
One of the first questions to ask is: How much printing does your office really need? An enterprise with high-volume printing requirements, such as law firms, schools, or government offices, will need machines that can deliver hundreds of pages per day at high speed without breaking down.
A copier’s print speed is measured in pages per minute (PPM). Entry-level machines may print 20–30 PPM, while high-performance models can exceed 70 PPM. Similarly, the monthly duty cycle—the maximum number of pages a copier can handle per month—should always be higher than your actual monthly workload to avoid overstraining the machine.
✅ Tip for Filipino businesses: If your team often experiences backlogs when multiple people queue up at the copier, investing in a higher-PPM device could significantly improve office efficiency.
2. Total Cost of Ownership (TCO)
When buying a copier, the upfront cost is only the beginning. Many offices overlook the hidden expenses tied to supplies, maintenance, energy use, and service contracts.
Consider these factors:
- Toner and consumables: Are replacements affordable and easy to source locally?
- Maintenance: Does the provider include preventive servicing in their package?
- Energy efficiency: Machines with eco-modes or certifications like Energy Star consume less electricity, cutting long-term costs.
A cheaper copier might seem appealing at first, but if it requires costly toner refills or frequent repairs, it may end up being more expensive than a higher-priced but efficient alternative.
✅ Tip: Always ask vendors for a breakdown of long-term costs. This way, you can calculate TCO instead of just focusing on the sticker price.
3. Security Features
Cybersecurity is no longer limited to computers and servers. Copiers and printers, which handle sensitive documents daily, can be potential gateways for data breaches if not properly secured. In industries like finance, healthcare, or law, a single security lapse could lead to compliance issues or legal repercussions.
Look for these security features:
- User authentication: Requiring PIN codes, ID cards, or biometrics before releasing print jobs.
- Data encryption: Protects documents as they travel across your office network.
- Secure print release: Prevents confidential files from being left unattended at the printer tray.
- Audit logs: Helps track user activity for accountability.
✅ Tip: In the Philippines, where many SMEs are moving toward digitalization, ensuring copier security is a must—not just an option.
4. Connectivity and Cloud Integration
The modern Filipino workplace is increasingly hybrid, with employees splitting time between home and office. As such, your copier should support seamless connectivity across devices and platforms.
Key features to check include:
- Mobile printing support: Compatibility with iOS and Android apps like AirPrint or Mopria.
- Cloud integration: Ability to print and scan directly to Google Drive, Dropbox, or Microsoft OneDrive.
- Collaboration tools: Integration with platforms like Microsoft Teams or Slack for better workflow.
This ensures employees can work efficiently whether they are in the office, at home, or on the go.
✅ Tip: If your team uses cloud storage heavily, prioritize copiers that allow direct scan-to-cloud functions.
5. Eco-Friendliness and Sustainability
Sustainability is becoming a major consideration for businesses in the Philippines, especially as more organizations embrace corporate social responsibility (CSR) initiatives. Choosing an eco-friendly copier not only reduces your carbon footprint but can also lower your electricity and paper expenses.
What to look for:
- Energy Star certification: Proof of energy efficiency.
- Duplex printing: Automatic double-sided printing saves paper.
- Recyclable consumables: Toner cartridges and drums that can be reused or recycled.
✅ Tip: Some copier providers in the Philippines offer recycling programs. Ask your vendor if they provide collection services for used cartridges.
6. After-Sales Support and Service Availability
Even the most reliable copiers will eventually require servicing. That’s why after-sales support should be one of your top priorities. A great machine is useless if downtime drags on because parts or technicians aren’t available.
When evaluating a provider, consider:
- Local presence: Do they have service centers in major cities like Manila, Makati, Pasig?
- Response time: How fast can they send a technician to fix urgent issues?
- Availability of parts: Are replacement consumables readily available in the Philippines?
✅ Tip: Look for providers with a service-level agreement (SLA) that guarantees quick response and regular preventive maintenance.
7. Scalability and Upgrade Options
Your business might be small today, but what about in two or three years? Buying a copier that can scale with your growth prevents unnecessary replacements.
Check if the copier allows:
- Modular upgrades: Add-ons like extra paper trays, staplers, or finishers.
- Software upgrades: To support future compatibility with cloud services and apps.
- Flexible leasing or trade-in options: So you can easily upgrade as your needs change.
✅ Tip: For growing SMEs in the Philippines, a scalable copier is a smarter investment than a barebones device that may quickly become outdated.
8. User-Friendliness and Training
A powerful copier is useless if your staff struggles to use it. Look for machines with intuitive touchscreens, clear instructions, and multilingual interfaces.
Many providers in the Philippines also offer staff training sessions upon installation. This ensures your employees know how to maximize features like secure printing, cloud scanning, or mobile apps.
✅ Tip: Request a demo unit or training session before finalizing your purchase.
9. Brand Reputation and Reviews
Not all copier brands are created equal. Some are known for reliability, others for affordability. Before buying, research customer reviews, ask for testimonials, or consult colleagues in similar industries.
✅ Tip: Filipino offices often benefit from choosing brands with established reputations and strong local distributor support.
Final Thoughts
Buying a copier in 2025 is no longer just about securing a machine that prints. It’s about investing in a solution that supports productivity, security, sustainability, and growth. Filipino offices should evaluate factors such as speed, cost of ownership, security, connectivity, eco-friendliness, service availability, scalability, user-friendliness, and brand reliability before making their decision.
The right copier can transform how your office operates—saving time, reducing costs, and ensuring your team works smarter, not harder.
👉 Thinking about upgrading your office copier? McLink Copy Services is here to help Filipino businesses choose the right machine that balances performance, budget, and long-term value. Get in touch today to explore your options for 2025 and beyond.