As an office equipment expert and business owner, I’ve seen firsthand how quickly technology can outpace the tools that businesses rely on every day. Office copiers, once a simple means to make copies, have evolved into highly sophisticated machines capable of boosting productivity, improving security, and making life easier for employees. But the question remains: is your office copier outdated? If you’re still relying on old equipment that lacks modern features, you could be missing out on significant efficiency gains.

I’m David Klein, a University of Michigan graduate with a bachelor’s degree in Business Administration. I’ve been running my office equipment leasing company, Klein Office Solutions, for over 15 years, helping businesses streamline their operations with the latest in office equipment technology. As a writer and editor for Kwote Advisor, I specialize in helping businesses make smarter decisions about their office technology investments, focusing on cost-effectiveness, functionality, and future-proofing.

In this post, I’ll walk you through seven essential copier features that could drastically improve your office’s efficiency. Let’s dive into how upgrading your office copier can keep your business competitive in today’s fast-paced environment.

Cloud Integration for Remote Access

One of the most significant advancements in copier technology is the ability to integrate with cloud-based services. This feature allows employees to send documents directly from their computers or mobile devices to the copier without needing to connect to a specific network. Whether you’re using Google Drive, Dropbox, or a company-specific cloud service, having a copier that can seamlessly interact with these platforms can save time and reduce network clutter.

In today’s increasingly remote and hybrid work environments, the ability to print from anywhere is essential. Upgrading your copier to one with cloud integration opens up the flexibility of accessing, printing, and scanning files no matter where your team is located.

Mobile Printing Capabilities

Mobile printing has become a standard feature for most modern copiers. Employees expect the ability to print from their smartphones, tablets, or laptops while on the go. Mobile printing eliminates the need to transfer documents to a desktop computer before printing, saving time and reducing frustration.

Look for copiers that support Apple AirPrint, Google Cloud Print, or Wi-Fi Direct, which enable printing from mobile devices without complicated setups. Upgrading to a copier with mobile capabilities is a must for today’s dynamic, mobile-first workforce.

Advanced Security Features

Security should always be a top priority when selecting office equipment. Old copiers may not have the built-in security protocols necessary to protect sensitive company data. Modern copiers come with features like user authentication, secure print release, and encryption to ensure that your documents are protected throughout the printing process.

Additionally, newer copiers can also track and log usage, helping you monitor who is printing what and when. If your current copier lacks these features, it’s time to consider an upgrade to protect your business from potential data breaches and ensure compliance with privacy laws.

Energy-Efficiency and Cost-Savings

Energy consumption is one of the hidden costs of operating office equipment. Older copiers tend to consume far more power than their newer counterparts, leading to higher utility bills over time. Today’s copiers are designed with energy efficiency in mind. Look for models that are ENERGY STAR certified, which consume less power while still providing high-quality performance.

Modern copiers also have features like sleep modes and automated power-off settings, which help minimize energy consumption when the machine isn’t in use. These small adjustments can make a big difference in reducing your overall office energy usage and cutting costs.

Faster Print Speeds and Higher Quality

As businesses grow, so does the need for faster and more efficient document handling. Copiers today are built with much higher speeds and higher print resolutions than their older counterparts. Whether you’re producing high volumes of marketing materials or need to quickly print a batch of contracts, upgrading to a faster copier can significantly improve your workflow.

Additionally, modern copiers offer better resolution for both black-and-white and color printing, ensuring your documents look sharp and professional every time. If your current copier is slow or produces subpar prints, upgrading can have an immediate impact on your team’s productivity.

Automatic Document Feeder (ADF) and Duplex Printing

An automatic document feeder (ADF) is one of the most useful features for offices that handle a lot of multi-page documents. It allows you to load a stack of papers into the copier, and the machine will automatically feed them through for scanning, copying, or faxing. This eliminates the need for manual feeding, saving time and reducing the risk of paper jams.

If you’re still manually flipping pages or scanning each document one by one, it’s time for an upgrade. Many newer copiers also offer duplex (double-sided) printing, which can save you paper and time. Whether you’re printing reports or marketing materials, this feature ensures you get the job done efficiently.

User-Friendly Touchscreen Interface

Gone are the days of complicated button-laden copiers. Modern office copiers come equipped with touchscreen interfaces that are not only easy to navigate but also customizable. This means that your employees can set up custom workflows, access frequently used functions, and troubleshoot issues directly from the machine without needing IT support.

The user-friendly nature of these touchscreens makes it simple for anyone to use the copier, from office managers to interns. This simplicity reduces errors, improves workflow, and boosts overall productivity in the office.

Top Office Copier Models in 2025: Which Ones Are Worth the Investment?

If you’re ready to upgrade, knowing what’s available on the market today can save you from costly mistakes and feature overload. I’ve worked with hundreds of businesses, and the best copier isn’t always the flashiest—it’s the one that matches your team’s size, workload, and specific needs.

Here are a few top-performing copier models in 2025 that I regularly recommend to clients, along with the features that make them standout choices.

1. Canon imageRUNNER ADVANCE DX C3935i – Best All-Around for Medium Offices

The Canon imageRUNNER DX C3935i continues to impress in 2025 for offices with 10 to 50 users. It offers full-color capabilities, robust security, and an intuitive 10.1” touchscreen interface.

This model stands out with:

• 35 pages per minute (ppm) print speed
• Cloud-ready integrations with Google Drive, Dropbox, and Microsoft OneDrive
• Advanced security features including Secure Print and user authentication
• High-capacity toner for less frequent replacements

What I like most about the C3935i is that it’s reliable, quiet, and offers a great balance of speed and quality. It’s ideal for HR departments, marketing teams, and legal offices that print a mix of internal documents and client-facing materials.

2. Sharp BP-70C55 – Best for Fast, High-Volume Output

If your team churns through hundreds of pages a day, the Sharp BP-70C55 is one of the fastest color copiers available this year. It’s built for speed and consistency in busy office environments.

Notable features include:

• 55 ppm for both color and black-and-white
• High-capacity paper handling up to 6,300 sheets
• Built-in OCR (optical character recognition) for searchable PDFs
• Optional folding and stapling finishers for professional document sets

This copier is a top choice for law firms, architecture firms, and real estate brokerages that need to print slick, professional packages without sending them out to a print shop.

3. HP Color LaserJet Enterprise Flow MFP M880z+ – Best for Workflow Automation

HP’s enterprise copier continues to shine in 2025 thanks to its powerful automation tools and unmatched security. It’s perfect for businesses that want to cut down on manual steps in document management.

Why businesses love it:

• Full-color laser printing at 45 ppm
• Customizable workflow shortcuts for scanning, archiving, and routing
• HP Wolf Security, one of the strongest built-in protection platforms
• Scan-to-cloud, scan-to-email, and scan-to-network support

If your team processes a lot of contracts, forms, or invoices, this copier practically runs the show by itself. It also supports badge authentication, so only authorized users can release print jobs.

4. Xerox AltaLink C8170 – Best for Large Teams with Complex Needs

When I’m helping large offices or multi-department organizations, I often recommend the Xerox AltaLink C8170. It handles high monthly volumes with ease and offers a range of finishing and workflow options.

Key strengths:

• 70 ppm speed, suitable for print-heavy departments
• Tablet-style interface that mirrors smartphone functionality
• Built-in ConnectKey technology for seamless cloud access and automation
• Finishing options like hole-punching, stapling, booklet making

This copier is a favorite in enterprise-level environments where multiple users need access to the same machine for different tasks, and IT departments appreciate the security and customizability.

5. Brother MFC-L9670CDN – Best Compact Option for Small Teams

Not every business needs a high-volume workhorse. If you’re a startup or team of fewer than 10, the Brother MFC-L9670CDN delivers solid multifunction performance without taking up much space.

It’s compact, but powerful:

• 42 ppm print speed
• Built-in NFC reader for secure printing
• Low cost per page with high-yield toner cartridges
• Simple touchscreen UI with custom workflows

This is a solid entry-level copier that doesn’t skimp on features. It’s great for financial advisors, remote-first companies, and boutique agencies that need professional output without the enterprise price tag.

How to Choose the Right Copier Model for Your Office

The right copier depends on more than just specs—it’s about how your team works. Think about how many people use the copier, what kind of documents you print, and whether you need advanced finishing features or just the basics.

A few questions to guide your decision:

• Is speed or quality more important for your output?
• Do you print in color often, or mostly black and white?
• Will you need scan-to-cloud or mobile printing for remote employees?
• Is secure printing or user authentication a requirement for your industry?
• Do you want to lease or buy the copier outright?

And don’t forget ongoing support. The best copier in the world won’t help your team if it’s constantly down and no one can service it quickly.

Is It Time for a Copier Upgrade?

Now that you’ve learned about the key features to look for in a modern office copier, the next step is evaluating whether your current copier is meeting these standards. If your machine lacks any of these essential features, or if it’s slowing down your office’s workflow, it may be time for an upgrade. Modern copiers offer enhanced productivity, security, and energy efficiency—important factors for any growing business.

By upgrading your office copier, you’re not just investing in better technology; you’re investing in a smoother, more efficient workflow that will pay off in the long run.

About the Author

Ethan Cole is a business growth advisor and serial entrepreneur with over two decades of hands-on experience helping startups and small businesses thrive. With a background in finance and operations, he’s led multiple companies from early-stage concepts to multi-million-dollar exits. Ethan specializes in scaling strategies, cost reduction, and building systems that support sustainable growth. As a content contributor for Kwote Advisor, he shares practical insights to help business owners make smarter decisions when launching, managing, and expanding their ventures.