How to Pick the Right Business Printer (Without a Technical Degree)

So you're in charge of getting a new printer for the office.
Congratulations — you’ve just stepped into a world of confusing model numbers, vague brochures, and enough acronyms to make your eyes twitch.

TASKalfa, ECOSYS, D-Copia, D-Color, mono, MFP, duplex, A3/A4…
And you’re just trying to print an invoice.

If your business is in KZN, Johannesburg, or Cape Town, and you need a printer that just works, here’s the no-nonsense guide — no IT certification required.

🖨️ Start with This: What Do You Actually Print?

Before you even think about brands, ask:

• Do you print lots of invoices, delivery notes, reports?
  👉 You’ll want a mono (black & white) A4 printer with good speed and a low cost per page.
• Do you need colour brochures or branded quotes?
  👉 Consider a colour MFP (multifunction printer) — especially if image quality matters.
• Do you do in-house booklets, presentations, or tenders?
  👉 Look at A3 colour printers with finisher options.

Most businesses overestimate their colour needs.
Ask your team what they’re actually printing.

🧠 Avoid the “Too Much Machine” Trap

A lot of people end up renting a fancy office copier that can fold paper into origami swans...
But all they needed was a solid mono printer with a scanner.

Here’s the thing: More features = more cost + more things to break.

Match the printer to your actual workflow, not your vendor’s sales pitch.

⚖️ Kyocera vs. Olivetti: Which One?

These are two of South Africa’s most popular business printer brands — both solid, both reliable, and both available in Durban, Joburg, and CT.

Feature	Kyocera	Olivetti
Models	TASKalfa / ECOSYS	D-Copia / D-Color
Ideal For	High-volume, robust teams	Small-to-medium, design-forward offices
Print Quality	Excellent mono, strong colour	Strong colour, great usability
Running Cost	Lower over time	Great balance of cost vs quality
Design	Functional & durable	Sleek & intuitive

Can’t decide?
Ask your rental partner to do a side-by-side demo or spec sheet match for your team’s actual needs.

📦 Extras to Consider (But Only If You Need Them)

• OCR Scanning – Searchable PDFs = admin bliss
• Cloud Integration – Print from Teams, SharePoint, OneDrive
• Authentication – PIN or card swipe to release jobs
• Mobile Printing – iOS, Android, tablets
• Stapling/Booklet Finishers – Only if you really, really need them

If your staff aren't using it, don’t pay for it.

🧾 Bonus Tip: Always Ask These 3 Questions

1. What’s included in the monthly rental?
   (Toner? Drums? Service? Response time?)
2. What’s the cost per copy, and what’s excluded?
   (Colour prints, large files, high-yield graphics?)
3. What happens if my needs change in 12 months?
   (Can you upgrade or downgrade easily?)

🔥 Oh Moment CTA:

Don’t buy what you don’t need.
Let’s help you choose the right printer — not the flashiest one.

Whether you're printing quotes in Ballito, packing slips in Midrand, or contracts in Cape Town, we’ll match you with something that works.

👉 Get matched to your perfect printer