When it comes to equipping your office with the right tools, few decisions are as overlooked, yet as important as choosing between a printer and a multi-function device (MFD).
At first glance, they may seem similar. Both produce printed documents, and both can be found in offices of all sizes. But the truth is, these devices serve very different purposes. One is ideal for straightforward printing tasks, while the other is built to streamline complex workflows and support growing teams.
In this guide, we’ll explore the differences between printers and MFDs, highlight their pros and cons, and help you determine which one makes the most sense for your business.
Understanding the Basics
Aprinter vs copier is a single-function device. It does exactly what it sounds like: it prints. Depending on the model, it may support colour, black and white, inkjet, or laser printing. Printers are typically compact, affordable, and easy to use, making them a popular choice for small offices or individual workspaces.
A multi-function device, often referred to as a copier or MFD, combines several capabilities into one machine. Alongside printing, it typically offers scanning, copying, and sometimes faxing. Modern MFDs also include cloud integration, secure print release, and document management features, making them a comprehensive office tool.
While printers are focused and affordable, MFDs offer versatility and efficiency, especially in larger or document-heavy environments.
Key Differences: Printer vs Copier (MFD)
One of the most important differences between a printer and an MFD is functionality. If you only need to print a few pages a day, a standard printer might meet your needs. But if you find yourself regularly scanning documents, copying reports, or sending files to the cloud, an MFD can save time and improve workflow.
Cost is another important factor. Printers often have a lower upfront price, which makes them appealing for businesses watching their budget. However, multi-function devices tend to offer better long-term value. They reduce the need for multiple machines, centralise maintenance, and often include features that help control print usage, cutting ongoing costs.
There’s also the question of space and scalability. Printers are smaller and easier to fit into a tight office layout. But MFDs are designed to handle larger volumes of work and can be easily scaled as your business grows. If your team expands or your document needs increase, an MFD is ready to grow with you.
When a Printer Is the Better Choice
For businesses with limited printing needs, such as startups, freelancers, or remote professionals, a standalone printer can be the most practical and cost-effective option. If you rarely scan or copy documents and you’re mainly printing invoices, letters, or reports, a simple device will keep things running smoothly without the added expense.
A compact printer also makes sense if office space is limited. They’re typically small enough to fit on a desk or shelf, making them convenient for shared spaces or home offices.
However, while the initial price may be attractive, it’s important to consider long-term costs. Basic printers often use more expensive consumables (like ink cartridges), have fewer security features, and may require frequent replacement or repairs over time.
When to Choose a Multi-Function Device
If your business prints frequently or requires multiple document-related tasks, like scanning, copying, and sharing, then a multi-function device is almost always the better investment. MFDs consolidate these needs into one system, streamlining your processes and reducing the number of machines to manage.
They’re particularly valuable in industries like legal, healthcare, construction, and education, where documentation is constant and data security is critical. Many MFDs offer encrypted printing, user authentication, and document tracking to ensure compliance and protect sensitive information.
MFDs also help teams save time. Rather than using separate machines to print, scan, and copy or send documents to another department, everything can be done from one location, which boosts productivity.
For growing businesses, this efficiency becomes even more important. As your team expands, MFDs can be networked across departments, integrated with cloud services, and monitored for usage, helping you scale without adding unnecessary complexity.
Cost Considerations
It’s tempting to focus on the initial purchase price when choosing office equipment. But the true cost of ownership includes consumables, maintenance, downtime, and productivity losses, especially with lower-end devices.
While a printer might cost less up front, businesses often end up paying more over time in ink or toner, service fees, and inefficiencies. Multi-function devices, though more expensive to purchase, usually come with lower cost-per-page output and fewer maintenance headaches.
Considering energy efficiency is also important when selecting printing equipment. Choosing devices that meet Australia’s energy rating standards can lower operating costs and support your sustainability goals. Learn more about Australian guidelines on office equipment energy use at Energy Rating Australia.
Many businesses also benefit from managed print services, where the supplier (like Uteck) helps monitor usage, supply consumables, and provide technical support, allowing you to predict and reduce costs even further.
Making the Right Choice for Your Office
There’s no one-size-fits-all answer when it comes to printers versus MFDs. The right solution depends entirely on your business goals, team size, and document demands.
If your needs are minimal and you’re working with a tight budget, a simple printer will likely do the job. But if your business relies on document-heavy workflows, or you want to centralise your office equipment and reduce long-term costs, a multi-function device is a smart investment.
Still unsure? That’s where we come in.
Let Uteck Help You Find the Right Printing Solution
At Uteck, we help Australian businesses work smarter not harder. Whether you’re looking for a reliable desktop printer or an enterprise-grade multi-function device, our experts will guide you through the options and find a tailored solution that matches your goals and budget.
We only partner with market-leading manufacturers, and we back our products with industry-best support and service, so you can focus on what matters most, running your business.
Ready to Upgrade Your Office Tech?
Let’s talk. Contact us today for a free, no-obligation consultation. We’ll help you choose the right device, streamline your printing, and take the guesswork out of office tech.
