Choosing the right type of photocopier is a practical decision with long-term implications for how your office operates. Businesses today are often presented with two main options: multifunction printers, which offer copying, printing, scanning and sometimes faxing in a single device, and dedicated photocopiers, which are designed to perform a single task at high volume. Both options are available from Xerox, and each has advantages depending on your organisation’s size, document handling needs and growth plans.
This article is written for office managers, IT teams, procurement leads and business owners who are evaluating which device is best suited for their daily workflow. It explores the key differences between multifunction and dedicated photocopiers, examines where each option performs best, and provides guidance to help you choose the right fit for your business environment.
What Is a Xerox Multifunction Machine?
A multifunction machine is a single device that combines several document-related functions into one compact unit. At a minimum, these machines provide printing, copying and scanning. Many models also include fax capability, email integration and access to cloud services.
Xerox offers a wide range of multifunction devices under product lines such as VersaLink, AltaLink and PrimeLink. These machines are often used in business environments that require flexibility, where space is limited or where users need to perform several tasks at the same location.
These machines are designed to work within networked environments. They support features such as secure printing, user authentication, and integration with document workflows. Some models also offer app-based functionality to automate tasks such as document routing, cloud backup or file conversion.
What Is a Dedicated Photocopier?
A dedicated photocopier, also referred to as a standalone copier, is a machine focused solely on making copies of documents. These machines are typically built for high-speed, high-volume output and are most commonly found in print rooms, service departments or institutions where copying is required at scale.
Xerox has long produced dedicated photocopiers that are reliable, fast and capable of producing thousands of copies per day. They are often larger than multifunction devices and include features such as advanced paper handling, automatic collation, and high-capacity trays.
Unlike multifunction machines, dedicated copiers are not usually intended for printing or scanning unless add-ons are specified. Their purpose is straightforward: to make clean, fast and consistent copies with minimal delay.
Comparing the Two: Core Differences
The most obvious difference between the two device types is functionality. Multifunction machines are versatile, designed to serve multiple purposes in one machine. Dedicated photocopiers focus exclusively on one function and do it at greater speed and volume.
Another important difference is how the machines are typically deployed. A multifunction printer is well suited for small to mid-sized offices, team spaces or departments where a variety of tasks must be completed by a range of users. A dedicated photocopier is more commonly installed in a centralised location, often managed by support staff or used in high-demand environments.
In terms of user experience, multifunction devices offer modern touchscreens, app integrations and personalised user profiles. These are intended to streamline workflows for individual users or departments. Dedicated copiers, on the other hand, are built for throughput and ease of repeated use. They may offer fewer interface features but are optimised for speed, paper handling and durability.
From a maintenance perspective, dedicated photocopiers are often engineered for longer duty cycles. This makes them ideal for organisations that generate tens of thousands of copies per month. Multifunction devices are also robust, but they may not match the extreme print volume capacity of a dedicated copier without upgrades.
Advantages of Xerox Multifunction Machines
One of the strongest benefits of a Xerox multifunction machine is the space-saving design. Instead of needing separate units for printing, scanning and copying, everything is handled in one compact device. This is especially helpful in smaller offices or co-working environments.
Multifunction devices also support mobile printing, cloud scanning and automated workflows, making them well suited to hybrid work environments. Users can email documents directly, scan to shared folders, or release print jobs securely using personal authentication.
Because they are designed for multiple uses, multifunction machines are often more economical when all features are needed. Purchasing or leasing a single unit that covers multiple functions reduces capital and service costs compared to managing several separate machines.
For businesses concerned with security, Xerox multifunction devices include strong features such as data encryption, secure print release, image overwrite and access logging. These protections are essential in sectors like healthcare, finance or legal services.
Advantages of Dedicated Xerox Photocopiers
Dedicated photocopiers are built to produce high volumes of output reliably and quickly. Their internal components are often designed with durability and longevity in mind. For schools, government offices or large enterprises with constant copying needs, these machines deliver dependable performance.
These copiers can handle a wide range of paper types and sizes. Many support heavier stock, specialist media and advanced finishing options such as booklet making, folding and hole punching. This makes them particularly valuable in environments that require professional-looking documents or complex output formats.
Because their internal processes are optimised for copying, dedicated machines often produce faster first-copy-out times and reduced warm-up delays. This can be a major benefit in environments where time is critical or documents must be reproduced quickly and continuously.
Dedicated devices may also be easier to manage when used in a centralised model. With fewer functions, user training is more straightforward, and technical issues can be resolved with greater consistency.
Choosing the Right Device for Your Business
When deciding between a Xerox multifunction device and a dedicated copier, consider your organisation’s workflow, user habits and space constraints.
A multifunction machine is the better choice if your team needs to perform a variety of document tasks in one place. These machines are also preferable when space is limited, when digital workflows such as scan-to-cloud or secure print are important, or when you want to consolidate equipment under a single service agreement.
A dedicated photocopier is more suitable for high-volume environments where speed and throughput are top priorities. If you have a centralised reprographics room, regular demand for large copy jobs or a requirement for advanced finishing features, a dedicated machine will provide the durability and performance needed.
For some organisations, a hybrid approach works best. Multifunction devices can be installed in team areas for everyday work, while a high-capacity dedicated copier is used in a central location for bulk copying or specialist tasks.
Service and support are also key factors. Multifunction devices typically have flexible service plans, and because they handle multiple functions, support agreements may be more streamlined. Dedicated photocopiers may require more targeted service plans focused on heavy usage and consumables replacement.
Finally, consider your plans for digital transformation. Multifunction printers offer features such as cloud integration, workflow automation and mobile access. These help support a modern digital office environment. Dedicated copiers, while excellent for volume output, may not always align with digital-first strategies unless paired with other devices or systems.
Common Questions and Misconceptions
One common question is whether multifunction devices are less reliable because they combine so many functions. In fact, Xerox designs these machines for business use, and reliability is a core design priority. Provided that usage remains within the recommended volume and the machine is properly maintained, multifunction printers are dependable and cost-effective.
Another misunderstanding is that dedicated copiers are outdated. While the market has shifted towards multifunction units, dedicated copiers still serve an important role. In high-demand settings, they often outperform multifunction machines in terms of raw speed, paper handling and finishing options.
Businesses sometimes assume that multifunction machines are more expensive. This is not necessarily true. When you account for the cost of purchasing and servicing separate devices for printing, scanning and copying, a multifunction unit is often more economical overall.
Some organisations believe that a single multifunction machine can serve all staff. While this may be true in smaller offices, larger businesses may benefit from distributing several machines to avoid queues and delays.
Another question is whether dedicated photocopiers support modern features like secure printing or remote monitoring. Many Xerox dedicated copiers now include these features, but implementation may vary by model and service agreement. It is worth discussing this with your provider.
Conclusion
Both Xerox multifunction machines and dedicated photocopiers provide clear benefits, but their suitability depends on how your business operates. Multifunction devices are ideal for organisations that value flexibility, integrated workflows and space-saving design. Dedicated copiers excel in high-output, task-specific environments where speed, volume and paper handling are critical.
Understanding your usage patterns, staff needs and long-term plans will help you choose the right option. With strong support and regular maintenance, type of machine can become a valuable part of your office infrastructure.