Refurbished vs new A3 office printers – is a reconditioned photocopier worth it for your business?

Used, second hand, pre-owned, refurbished, reconditioned – whatever you call it, a refurbished photocopier is one of the smartest buys an office-based business can make. You get a proper A3 multifunction printer, the same kind of shared machine that sits at the heart of busy offices up and down the UK, for typically less than half of what it cost new.

This isn’t a guide to cheap home-office printers. It’s for businesses choosing the main printer for a small or medium-sized office, or a departmental printer in a larger organisation, and wondering whether a refurbished A3 printer can do the job as well as a brand-new one. In most cases, it can.

Below we explain what the different terms mean, how much you can save, how a refurbished machine performs, what support you get, and the environmental reasons more of our customers are asking for used equipment.

Used, second hand, refurbished or reconditioned: what’s the difference?

These terms get used interchangeably, but they don’t always mean the same thing. Before you compare prices, check which one you’re actually being offered.

When we talk about a refurbished photocopier at Scriptum, we mean a machine that has been through our own refurbishment process (explained below) and comes with exactly the same service and support as a new one.

Why businesses are choosing a refurbished photocopier

We see four reasons come up again and again when customers ask us about a used or reconditioned office printer.

1. Value for money. A refurbished A3 printer typically costs less than half its original price new, for a machine built to the same standard.
2. Performance. A well-maintained, properly refurbished machine prints, copies and scans just as well as a new one of the same model.
3. Support. With Scriptum, the service you get on a refurbished printer is no different from what you’d expect on a new one.
4. Waste. More businesses want to cut the amount of equipment going to landfill. Reusing a machine that already exists is one of the simplest ways to do that.

How much can you save with a refurbished A3 printer?

A3 multifunction printers are built for years of heavy use. Like cars, though, they lose value quickly in the first few years, even while they’re still very capable. So a refurbished photocopier can cost you typically less than 50% of its original new price.

What matters over the life of the machine, though, is the running cost:

• Cost per page. A refurbished machine uses the same genuine toner and parts as a new one of the same model, so your cost per page can be just as competitive.
• Service contract. A good contract covers toner, parts and engineer visits. It usually costs far more over the years than the machine itself.
• Finance costs. A lower purchase price means a smaller amount to finance or rent, and lower monthly payments.

If you’re not sure what you’re paying today, our free print audit compares your current costs like for like with a refurbished or new alternative.

Will a refurbished printer perform as well as a new one?

If it has been well maintained and properly refurbished, yes. Business-class A3 machines are designed for high monthly volumes and long service lives. The parts that wear out (drums, developer, fuser, transfer belt and paper-feed rollers) are designed to be replaced, and doing that is exactly what refurbishment is for.

The quality of the refurbishment is what separates a good reconditioned copier from a risky one.

Our refurbishment process

Every refurbished office printer we supply goes through these steps:

1. Selection. We choose machines by model, age and page count, and reject any that are too worn to be worth refurbishing. Because of our relationship with the manufacturers and finance companies, we often purchase machines that are barely used. In fact, they have often had so little use that there’s no need to refurbish them.
2. Full inspection and diagnostics. Engineers check error logs, service history and every paper path.
3. Replacement of worn parts. Drums, developer, fuser, transfer components and feed rollers are replaced whenever they’re near the end of their life.
4. Deep clean. Inside and out, including the optics and the scanner glass.
5. Firmware update. Each machine is updated to the latest stable firmware the manufacturer offers, including security patches.
6. Secure data wipe. Any stored data from the previous owner is securely erased from the hard drive, or the drive is replaced.
7. Calibration and testing. We calibrate colour, check registration, and test print, copy, scan and finishing over a full run of pages.
8. Installation and setup. One of our engineers installs the machine and sets it up on your network, with scan-to-email and scan-to-folder configured, exactly as we would a new one.

Refurbished Xerox AltaLink C8100 vs new AltaLink C8200: what do you give up?

This is the question we’re asked most, and the answer is: very little. The Xerox AltaLink C8200 Series replaced the C8100 Series, but the two share the same print engine, the same consumables and the same accessories, including finishers and paper trays. (We covered the differences in detail when the new AltaLink C8200 Series launched.)

For most offices, a refurbished AltaLink C8100 delivers the same everyday performance and features as a new C8200 when it comes to printing, copying, finishing and scanning. You’d choose new mainly if the AI productivity apps, the faster scanning or the longest possible working life really matter to your business.

Want to know more about individual models? Read our reviews of the Xerox AltaLink C8135 and the AltaLink C8145.

The environmental case for a refurbished office printer

Many of our customers are asking what happens to their old equipment and how much waste their printing creates. Some want to see more recycled material in the machines and consumables they use. Others are happy to buy new, provided the environmental impact is properly accounted for. All of these are good questions to ask.

The scale of the problem is real. According to the United Nations’ Global E-waste Monitor 2024, the world produced 62 million tonnes of electronic waste in 2022, and less than a quarter (22.3%) of it was documented as properly collected and recycled. The UK is consistently among the highest producers of e-waste per person in the world.

Choosing a refurbished photocopier helps in a simple way: it keeps a working machine in use for longer, rather than making a new one and retiring an old one. Manufacturers have designed for this for decades. Xerox, for example, reports that up to 95% of a returned machine’s components by weight can be reused in new circular-economy products, and that returned toner cartridges are remanufactured using on average 90% recovered components.

When a machine does finally reach the end of its life, it should be recycled properly under the UK’s WEEE regulations and never sent to landfill. Ask any supplier what they do with your old printer when they take it away.

We’ll look at the environmental side in more detail, including recycled content, consumables and how to judge “carbon neutral” claims, in a future post.

Service and support on a refurbished printer

A cheap machine without support is a false economy. The biggest difference between a refurbished photocopier from Scriptum and one from an auction site is what happens after installation.

With Scriptum, a refurbished machine gets exactly the same support as a new one:

• Installation, network setup and user training by our engineers
• A service contract covering parts, labour and engineer call-outs
• Genuine toner delivered automatically, with remote meter readings and toner monitoring
• Remote help desk support and firmware updates
• One point of contact for everything

Our guide to buying, leasing or renting an office printer lists the questions to ask any supplier about service. They apply just as much to refurbished machines.

What about the data on a used printer?

Modern A3 multifunction printers have a hard drive or SSD that can hold copies of scanned and printed documents, address books and network settings. On a used machine, that data belongs to the previous owner, and anything you store on it belongs to you. Under UK GDPR, both matter.

Make sure any refurbished printer you buy has had its storage securely wiped or replaced before delivery, and that the same will be done when the machine eventually leaves your office. Xerox AltaLink machines include disk encryption and image overwrite features, which can be enabled when the machine is installed.

Is a refurbished A3 printer right for your business?

A refurbished photocopier is ideal for:

• Small and medium-sized businesses wanting a high-quality A3 colour printer on a sensible budget
• Start-ups and growing businesses that want to keep capital free
• Offices replacing an older, less reliable machine without paying new prices
• Additional departmental printers in larger organisations
• Charities and not-for-profits
• Businesses with waste-reduction or sustainability goals

A new machine may be the better fit if:

• You specifically want the latest AI-assisted workflow features
• Your IT or compliance policy requires the newest security certifications or current-generation hardware
• You want to keep the machine for the longest possible working life
• Your print volumes are very high and you need the newest high-speed models

Not sure which applies to you? Our beginner’s guide to choosing an A3 office printer is a good place to start.

A budget-friendly option: rent a reconditioned copier with no finance application

For businesses with tighter budgets or start-ups, we also offer the earlier Xerox AltaLink C8000 Series on a simple rental direct from Scriptum. Because we fund these machines ourselves, there’s no third-party lease finance application: just a straightforward rental agreement with full service included.

The C8000 Series is older, so it won’t suit everyone, but it’s still a genuine business-class A3 colour multifunction printer. It’s often a big step up from the A4 desktop printers many small businesses start with. It’s a good way to get a high-quality office printer without a large upfront cost or a long lease.

Buying a used photocopier elsewhere? What to watch out for

There are good refurbished printers on the market, and some very poor ones. Before you buy from an auction site or trade seller, check:

• The meter reading. How many pages has it printed, what components are near to end of their life, and how many pages before the machine is considered end of life?
• Service history. Has it been maintained by the manufacturer or an authorised agent?
• Delivery or collection. Does the seller offer professional installation, or is it doorstep delivery? These machines typically weigh over 100KG, so they’re not easily moved around without specialist equipment.
• Consumables and parts availability. Will toner and parts still be available for the years you plan to use it?
• Firmware and security updates. Is the model still supported by the manufacturer?
• Who will service it? Many dealers won’t take a service contract on a machine they didn’t supply, or will only do so after an expensive inspection. Most trade sellers don’t have service facilities, and those that do usually aren’t authorised by the manufacturer.

We’ll publish a full used photocopier buyer’s checklist soon.

Refurbished photocopier FAQs

Is a refurbished photocopier as good as a new one?

A properly refurbished photocopier from a reputable supplier prints, copies and scans to the same standard as a new machine of the same model. The difference is mainly in the newest software features and how much working life remains, not in everyday print quality.

How much cheaper is a refurbished A3 printer?

Typically less than half its original new price. Your total cost also depends on the service contract and cost per page, so compare those as well as the price of the machine.

Can I lease or rent a refurbished photocopier?

Yes. Refurbished machines can be bought outright, financed or rented. We also offer selected older models on a simple rental direct from Scriptum, with no third-party finance application.

Does a refurbished printer come with a warranty and service?

From Scriptum, yes. Refurbished machines are covered by the same service contract and support as new ones. Always check what’s included if you’re buying elsewhere.

How long will a refurbished office printer last?

That depends on the model, its page count and how well it’s looked after. A good-quality refurbished A3 business printer, serviced regularly, should give several years of reliable use in a typical office.

Is buying a used printer better for the environment?

Reusing a machine that already exists avoids the materials and energy needed to make a new one and keeps equipment out of the waste stream for longer. It’s one of the most practical ways for an office to reduce e-waste.

What’s the difference between refurbished and reconditioned?

In the UK copier trade the two terms usually mean the same thing: a used machine that has been inspected, repaired, cleaned and tested before resale. What matters is the supplier’s actual process, so ask what they replace and test.

Get expert advice and a free print audit

Scriptum Document Solutions supplies, installs and supports Xerox and Konica Minolta A3 multifunction printers, including refurbished Xerox AltaLink machines, for office-based businesses across the UK. Whether a refurbished photocopier or a new machine suits you best, we’ll give you straight advice and a like-for-like cost comparison.

Start with our free print audit, a 30-day remote review of your printing plus a check of your current invoices, consumables and lease, so you can see exactly what you’d save.

Call 0800 011 2858 or email interface@scriptumds.co.uk.

Book your free print audit

Sources: UNITAR / ITU Global E-waste Monitor 2024; Xerox, Pioneering a Circular Economy; Xerox AltaLink C8100 and C8200 Series product information. Prices and savings are typical and vary by model, age and configuration.