For example, if you are an individual or a small company and are not likely to send out multiple copies of documents to different departments and such, then you probably can do without some of the higher-end collating functions. A staple function might be handy, but collate and staple may not be necessary. There are even commercial photocopiers on the market that do bindery work. If you are not sending out giant reports, this is probably not something you are going to need in a photocopier.

Decide whether you are going to need black and white or color. If you need color very rarely, it might be better to send work out to the local copy shop for that. The cost of color photocopiers is a bit higher than black and white ones, and the maintenance costs more as well. In the long run it might be more cost-effective to simply out-source color work.

When purchasing a photocopier it is always a good idea to also purchase a maintenance contract. Like any mechanical device, photocopiers will have their problems, especially in a company environment where more than one person has their hands in it. Papers do jam, and when they do, people tend to go poking around with little knowledge of what they are doing. A maintanance contract might seem like an expense you can avoid, but in the long run, having the repair guy come out will end up costing you more.