9 Multifunction Printer Myths Explained & Debunked

Submitted by Michaela McMellan on Mon, 11/02/2020 - 09:00

From believing all copiers are too expensive to thinking all printers are alike, there are likely several myths that are holding your company back from investing in a high-quality multifunction printer (MFP). 

Below are nine common myths explained and debunked, so you’ll make a more educated decision when purchasing a new copier/printer for your business or home needs.  

1. All MFPs are expensive  

High-quality multifunction printers that you purchase or lease from a copier vendor are often deemed too expensive. When compared to desktop printers sold at Wal-Mart, which only cost $200, a quality multifunction printer could look expensive. However, there are several factors to consider that will debunk this myth and reveal how desktop printers bought from retail giants can cost your company more money than a high-quality MFP. 

Price per print 

The price per print on a small printer from retail giants, like Wal-Mart, is can often be more expensive than the price per print on an MFP. 

For example, The Xerox C405 cost $0.11 cents per color copy. A similar HP model from places like Staples cost $0.14 per copy. While this doesn’t seem like a large difference, it adds up when you are printing more than you think.  


A high-quality MFP from a copier vendor will likely include toner in the cost of the machine. The toner will be shipped automatically when the machine indicates that it’s almost time to be changed. 

Toner, being included in the upfront price, saves money in the long run. Those who own a desktop printer understand that regularly buying toner is expensive and adds up fast. 

Additionally, the automatic shipment of the toner is helpful for busy business professionals. As long as common toner mistakes are avoided, this system relieves businesses from stressing about when and where to purchase new toner. 


The biggest reason store-bought printers will cost you more time and money is maintenance. Service is hard to find for these machines, which is a problem because they break quickly. 

Store-bought machines are built to be replaced, not fixed. 

MFPs bought or leased from copier vendors come with an option to add a maintenance plan at an affordable cost. A typical base maintenance payment is around $12 per month. Maintenance plans include access to local and highly tenured service technicians that will ensure the company always has a working machine. 

After calculating the price per copy, toner, and maintenance spent on a cheaper machine, investing in a high-quality MFP will cost less in the long run. Leasing from a copier company provides affordable monthly payment plans, to take away the stress of having upfront costs.  

Related reading: How much will leasing or purchasing a multifunction printer cost? 

2. A copier is a single function device 

The photocopier has come a long way since Xerox introduced the first of its kind in 1959. This was a revolutionary product in the IT industry, but this machine only made copies. 

Since then, market demands have been met with MFPs that could satisfy the need to print, scan, and fax, as well as copy. These new photocopiers, more commonly known as multifunction printers or all-in-one printers, helped streamline business needs.  

While you can find these all-in-one printers at retail giants like Wal-Mart or Office Depot, as mentioned in Myth 1, high-quality MFPs will save you time and money in the long run. 

3. MFPs are difficult to use 

Multifunction printers are easier than ever to use. Thanks to advancing technology, these devices are becoming more and more user-friendly. Modern equipment includes touchscreen interfaces, designed similar to a tablet or smartphone. These screens offer apps and features that are clear and easy to follow.   

On the day of installation, most service technicians will provide a walkthrough of the machine. If a later question occurs or further training is needed, the local and highly tenured technicians will be just a phone call away. 

4. All models and brands are basically the same 

The misconception that all models and brands of MFPs are the same leads to people purchasing the cheapest machine they can find.  

Please do not do this.  

Models vary from machine to machine, even within the same brand. For example, some print in color, while others only print in black and white. High-quality MFPs are built for specific business needs. A sales rep will match a business to a machine based on several factors, such as: 

  • Number of employees  

  • Number of printers needed  

  • Volume being printed 

  • Specialty prints needed 

As for all brands being the same, review this free infographic that highlights the different pros and cons of two well-known brands, Xerox and Kyocera. 

Free download of kyocera & Xerox pros and cons


There are even differences between the two most reputable printing brands in the industry, Xerox and Canon. Some of these differences lie within the advanced features that can save businesses time and money. Such as: 

  • Security 

  • Cloud devices 

  • Unique apps 

  • Fleet management  

Without proper knowledge of the differences between brands, one could be missing out on services and features that would have suited their business or home needs more adequately.  

Related reading: 4 Main Differences Between Xerox and Canon 

5. There is little difference between a small and large MFP 

All copiers/printers have a recommended print limit. Some machines have a high duty cycle (print limit per month) while some are meant for low usage.  

For example, Canon image CLASS MF264DW Wireless Monochrome Laser MFP has a recommended printing limit of 250- 2,500 max.  

In contrast, the Xerox Versalink C7020 has a recommended monthly usage of about 5,500 and has proven to last quite a long time before needing service.  

Larger multifunction printers provide additional features that desktop printers lack, such as additional trays, stands, and printing size options. These prints can be finished off with hole punches, staples, or folded into book format within seconds.  

Once you understand these differences, it’s clear that desktop printers may not serve your business, as well as a high-quality MFP, would. 

6. Low toner affects the print quality 

A common misconception is that low toner will affect print quality. However, if using OEM (original equipment manufacturer) toner, the printer will not produce lesser quality prints when the toner is low. It will print correctly until the toner is completely out, then it will stop altogether.   

Machines that have automatic toner shipments installed will give two warnings. The first warning will say ‘low toner,’ at this point the toner refill should be on standby. Do not replace the toner after this warning. The second warning will say ‘replace toner.’ At this time, the toner can be replaced. 

When done correctly and avoiding the common user errors associated with the auto-toner system, the stress of finding and buying toner frequently is eradicated.  

If using a store-bought copier/printer, then yes, print quality will likely become an issue with low toner.  

7. Type of paper does not affect the quality of the copy 

Another common MFP myth is that printing on different types of paper, such as specialty media, will affect print quality. Specialty media is thicker or glossy paper that’s often used for pictures. 

The truth is, any type of media, printed on a high-quality MFP, will produce top-notch prints. The quality will be the same regardless of whether you choose to print, copy, scan, or fax. Make sure to check out the media specs to determine what media types your machine can handle. 

8. Office equipment is a hotbed for germs 

With flu season around the corner and the very recent COVID-19 pandemic that changed our world’s version of normal, this is a common concern in the office space. Many customers have wondered how to help prevent the spread of bacteria on office equipment.  

Luckily, there are several ways to help prevent the spread of bacteria and limit the number of employees sharing the equipment.  

Mobile printing & print authentication 

One of the most popular apps for Xerox machines is the Mobile Link app. This app allows you to print from your tablet, computer, or phone, directly to the machine of choice. Then utilize the print authentication, to release your print when you arrive, ensuring no one else touched it.  

Stylus pens 

On most machines with a touchscreen interface, stylus pens will work exactly like it would on a phone or tablet. Employees utilizing these pens with shared equipment will help decrease the spread of bacteria. 

Consult with your sales rep to make sure your model has the capabilities to work with stylus pens.  

Clean your machine 

Cleaning your machine can be a great way to remove bacteria. When cleaning, use a lint-free cotton cloth with rubbing alcohol. Rubbing alcohol is the only liquid permitted to clean with. 

Before attempting this process, read these instructions on how to properly clean copiers/printers.  

You must read these instructions before cleaning because you will be liable for any damages that occur through improper cleaning.  

These are a few ways to help prevent the spread of germs on shared equipment. In light of recent events, it’s important to take these preventative steps to keep employees and customers safe in the workplace.  

9. Small MFPs won’t get the job done  

Most people think that a machine that can only print 81/2 X 11 can’t handle a large workload leading them to look at larger floor-standing models. In recent years, many A4 devices (MFPs that print & scan on letter and legal sized paper only) have been developed to handle workloads of up to 30,000 prints per month.  

If you are not printing or scanning 11X17 paper don’t rule out getting a smaller footprint device. This could save you money.  

Invest in your business 

Understanding that there are myths in the copier industry will help you make a more educated purchasing decision. These nine misconceptions might have once scared you away from leasing an MFP, but now that we've identified and debunked them, it’s easy to see how quality machines can better serve your business. 

If you continue believing these myths, and choose a cheaper desktop printer instead, you will likely end up with the dreaded buyer’s remorse. Instead, opt to invest in a machine that will change and enhance the way you do business. 


Free download of kyocera & Xerox pros and cons