📌HP Copiers: Key Takeaways for Businesses
The right HP copier does more than print, it helps businesses work smarter.
To maximize productivity, security, and long-term value, organizations should:
Right-size their print environment by choosing a copier that aligns with actual print volumes, workflow demands, and business needs
Streamline document workflows with advanced scanning, digital document capture, and automation capabilities
Prioritize print security with built-in protections, access controls, and proactive device management
Choose the right HP copier based on current and future business requirements.
Look beyond the purchase price by evaluating total cost of ownership, maintenance, supplies, and opportunities for Managed Print Services
The best HP copier isn’t necessarily the fastest or most advanced—it’s the one that delivers the right technology, right fit, and long-term value for your organization.
When was the last time you thought about your office copier as a productivity tool rather than just another piece of equipment? For many businesses, copiers are simply part of the office background. They print documents, make copies, scan paperwork, and occasionally demand attention when something goes wrong. But today’s multifunction printers (MFPs) have evolved far beyond those basic responsibilities. Modern HP copiers are designed to support how businesses actually work, combining printing, scanning, document management, and security capabilities into a single connected device.
Whether you’re managing a busy corporate office, coordinating documents across multiple departments, or looking to streamline everyday administrative tasks, choosing the right copier can have a meaningful impact on efficiency, security, and long-term operating costs. Let’s explore what businesses should consider when evaluating an HP copier and how three HP A3 multifunction printer series—the HP LaserJet Managed MFP E826 Printer Series, HP Color LaserJet Managed MFP E786 Printer Series, and HP Color LaserJet Managed MFP E877 Printer Series—address different workplace needs.
What Is an HP Copier and Why Does It Matter for Businesses?
An HP copier is a multifunction printing device capable of handling paper sizes up to A3 including the familiar 11 x 17-inch documents used in many workplaces. Unlike smaller desktop printers, A3 multifunction copiers are generally designed to support shared office environments where multiple employees or departments depend on reliable printing, copying, and scanning.
But paper size is only part of the story.
Today’s HP copiers can serve as centralized document hubs, helping organizations consolidate equipment, digitize paper-based information, and support more efficient workflows.
For example, a legal office might use an HP copier to scan lengthy case files, while an accounting firm may rely on one for high-volume financial reports. An architectural or engineering business might need to reproduce larger documents, and a corporate office may simply want one dependable device capable of serving multiple workgroups.
The real value of an HP copier isn’t just what it can print. It’s how effectively it supports the people and processes around it.
5 Things Businesses Should Look for in an HP Copier
Choosing the right office copier involves more than comparing print speeds and price tags. With today’s multifunction printers offering advanced security, document management, and workflow capabilities, businesses have more to consider than ever before.
Before investing in a new HP copier, it’s important to take a closer look at how your organization prints, scans, shares, and manages information. The right device should not only meet your current needs but also support your business as technology and workflows evolve. Here are five key factors every business should evaluate when choosing an HP copier.
1. Productivity That Matches Your Workload
Not every office prints the same way or volume. A small administrative team may need dependable everyday printing and scanning, while a larger organization might process thousands of documents each week. Choosing a copier with the appropriate speed, paper capacity, and document-feeding capabilities helps prevent unnecessary bottlenecks. But faster isn’t automatically better.
A high-speed copier may be unnecessary for a smaller workgroup, just as an undersized device can create frustration in a busy department. The goal should be to right-size your print environment based on actual usage, peak demand, and the types of documents your employees produce.
2. Document Scanning That Supports Digital Workflows
As businesses increasingly embrace digital workflows, scanning has become one of the most valuable capabilities of a multifunction printer. Modern HP copiers can help bridge the gap between paper documents and digital systems by making it easier to capture, organize, and distribute information.
Depending on the model and configuration, capabilities may include double-sided scanning, searchable PDF creation, optical character recognition (OCR), and automated document-processing features.
Consider how much time employees spend manually handling paperwork, entering information, or searching for documents. An HP copier equipped with the right scanning tools can help reduce repetitive tasks and make information more accessible. For organizations pursuing digital transformation, the copier can become an important starting point for document automation.
3. Security That Extends Beyond the Network
Printers and copiers are often overlooked in cybersecurity planning. Yet modern multifunction printers are network-connected devices that process potentially sensitive business information, including financial records, employee information, customer data, and confidential communications. That’s why printer cybersecurity deserves the same attention as other connected office technology. HP’s enterprise printing portfolio includes HP printer security technologies designed to help protect devices against certain firmware, software, and network-based threats.
Depending on the model and configuration, businesses can also implement access controls, secure printing, and centralized device management. However, built-in security features are only part of the equation. Businesses should also consider firmware updates, user permissions, device monitoring, data protection policies, and secure equipment retirement. A secure print environment requires both capable technology and responsible management practices.
4. Flexibility for Different Departments and Applications
The printing needs of an accounting department may look very different from those of a marketing team. Some employees primarily produce black-and-white documents, while others depend on color for presentations, reports, and customer-facing materials. Finishing capabilities can also matter. Depending on the device configuration, options such as stapling, hole punching, and booklet finishing can reduce manual preparation time.
When evaluating an HP copier, businesses should consider the types of documents they produce most frequently rather than focusing solely on monthly print volume. The best solution is one that accommodates everyday requirements without adding unnecessary complexity or expense.
5. Long-Term Cost and Manageability
The purchase price or office copier lease monthly payment is only one part of a copier’s total cost of ownership. Businesses should also evaluate toner and supplies, maintenance, service response, energy consumption, employee productivity, and device utilization. An inexpensive copier that regularly interrupts workflows may ultimately cost more than a properly sized device supported by a dependable service program.
For organizations operating multiple printers, centralized monitoring and managed print services can provide additional visibility into usage, supply consumption, and maintenance needs. Taking a broader view of print costs helps businesses make more informed technology decisions.
Exploring HP’s Managed MFP Copier Portfolio
HP offers a comprehensive portfolio of A3 multifunction printers designed to meet a wide range of business needs, from everyday office printing to more demanding, high-volume environments. While there are several models and configurations available, we’re highlighting three HP copier series that we believe offer the right combination of performance, versatility, and functionality for most organizations seeking a reliable office copier with standard finishing options.
The HP E826, E786, and E877 series provide a range of monochrome and color printing capabilities, speeds, and workflow features, making it easier to find a right-sized solution without overinvesting in unnecessary capabilities.
Let’s take a closer look at what sets these three series apart and which business environments they’re best suited for.
HP LaserJet Managed MFP E826 Printer Series: High-Volume Black-and-White Productivity
For organizations that primarily produce black-and-white documents, the HP LaserJet Managed MFP E826 printer series offers a high-performance monochrome solution. With models supporting print speeds of approximately 50, 60, and 70 pages per minute, the E826 series is designed for demanding office environments where speed and consistency matter.
This makes it particularly relevant for organizations that produce substantial volumes of contracts, reports, forms, invoices, and administrative paperwork. Beyond printing, the E826 series offers advanced scanning capabilities and configurable paper-handling options to support document-intensive workflows.
Where the HP LaserJet Managed MFP E826 makes sense: Busy administrative departments, legal offices, financial institutions, and larger workgroups that prioritize dependable, high-volume black-and-white output. For these environments, investing in color capabilities that employees rarely use may not be necessary. A dedicated monochrome MFP can provide a more appropriate fit.
HP Color LaserJet Managed MFP E786 Printer Series: Everyday Color Versatility
Not every business needs maximum printing speed, but many still benefit from professional-quality color documents and multifunction capabilities. The HP Color LaserJet Managed MFP E786 printer series offers a balanced approach, combining color printing, scanning, and copying in a shared office device.
With configurations offering approximately 25, 30, and 35 pages per minute, the E786 series is well suited to businesses that need consistent everyday performance without the demands of a higher-speed production-oriented environment. Its A3 capabilities provide additional flexibility for larger documents, while available scanning and workflow features support increasingly digital business processes.
Where the HP Color LaserJet Managed MFP E786 makes sense: Small and midsize businesses, professional services firms, corporate departments, and offices with moderate print volumes and a mix of color and black-and-white documents. For many organizations, the E786 represents the practical middle ground between basic office printing and more demanding enterprise workflows.
HP Color LaserJet Managed MFP E877 Printer Series: High-Performance Color for Demanding Workgroups
For larger offices or departments with more intensive color printing and document-processing requirements, the HP Color LaserJet Managed MFP E877 printer series delivers additional performance and flexibility. With models supporting speeds ranging from approximately 40 to 70 pages per minute, the E877 series is designed for environments where high-volume color printing and efficient document handling are important.
Available HP Flow configurations also offer enhanced document-capture capabilities, including advanced scanning and workflow features that can help organizations process larger quantities of paperwork more efficiently. These capabilities can be especially valuable in offices where employees regularly digitize multi-page documents, distribute information, or prepare professional business materials.
Where the HP Color LaserJet Managed MFP E877 makes sense: Larger corporate offices, high-volume departments, healthcare administration, legal and financial organizations, and businesses with substantial color printing or document-capture requirements. For these organizations, the right copier can help reduce document-processing bottlenecks while supporting a more streamlined workflow.
HP E826 vs. E786 vs. E877: Which Copier Is Right for Your Business?
Although these HP copier series share many enterprise-class capabilities, they address different workplace priorities.
|
HP Copier Series |
Print Type |
Approximate Print Speed |
Best Suited For |
|
HP E826 |
Black and white |
50–70 ppm |
High-volume monochrome printing |
|
HP E786 |
Color and black and white |
25–35 ppm |
Everyday office color and moderate workloads |
|
HP E877 |
Color and black and white |
40–70 ppm |
Higher-volume color printing and demanding workgroups |
Speeds are based on specific models and configurations. Available features, accessories, and performance vary.
The decision shouldn’t come down to speed alone. A business that prints thousands of black-and-white documents may benefit more from an E826 than a higher-priced color device. Meanwhile, a growing professional services firm may find that the E786 offers everything it needs. An organization with significant color output, high scanning demands, or multiple busy departments may be better served by an E877.
The best HP copier isn’t necessarily the most powerful model. It’s the one that aligns with your actual business requirements.
Why a Copier Is Only One Part of an Effective Print Strategy
Even the most capable multifunction printer cannot solve every document challenge on its own. An effective print environment requires thoughtful planning around equipment placement, print volumes, user access, security, maintenance, and long-term costs. For example, adding a high-performance copier to an office doesn’t automatically eliminate inefficient printing habits. Likewise, consolidating too many employees onto a single device may create unnecessary interruptions.
This is where a broader print assessment can provide valuable insight. By evaluating how employees print, copy, and scan, businesses can identify opportunities to consolidate underutilized equipment, improve workflows, strengthen security practices, and reduce unnecessary expenses.
Managed Print Services (MPS) can take this approach further by providing ongoing device monitoring, supplies management, maintenance coordination, and usage visibility. Rather than treating printers as individual purchases, businesses can begin managing their entire print environment as an integrated operational resource.
Frequently Asked Questions About HP Copiers
What is the difference between an HP copier and an HP multifunction printer?
The terms are often used interchangeably in business environments. An HP multifunction printer (MFP) combines printing, copying, and scanning in one device, with faxing available on certain models or configurations. A traditional copier primarily focuses on duplicating documents, while modern MFPs offer broader digital and network-connected capabilities.
What is the best HP copier for a business?
The best HP copier depends on the organization’s print volume, color requirements, scanning needs, security policies, and budget. The HP E826 is worth considering for high-volume black-and-white printing, the E786 for moderate-volume color printing, and the E877 for more demanding color and document-processing environments.
What is the difference between an A3 and A4 copier?
An A3 copier supports larger paper sizes, including approximately 11 x 17-inch documents, while an A4 copier generally focuses on standard letter-size and legal-size office documents. A3 devices are often useful for businesses that need larger-format printing, more extensive paper-handling options, or shared departmental multifunction capabilities.
Are HP copiers secure for business use?
HP’s enterprise multifunction printers include security capabilities designed to help protect devices and business information. However, effective security also depends on proper configuration, firmware management, access controls, and organizational policies. Businesses should evaluate copier security as part of their overall cybersecurity strategy.
Can an HP copier help reduce printing costs?
Potentially. The right copier can help businesses consolidate devices, improve productivity, and support more efficient document workflows. However, actual savings depend on usage patterns, equipment selection, supplies, maintenance, and how the overall print environment is managed.
Should a business lease or purchase an HP copier?
Both options have advantages. Leasing can help businesses spread equipment costs over time and plan for future technology refreshes, while purchasing may offer greater ownership flexibility. The best approach depends on cash flow, expected equipment lifespan, service requirements, and total cost of ownership.
Choosing Smarter Office Technology Starts with Understanding Your Needs
Today’s HP copiers do much more than reproduce documents. They can support digital workflows, strengthen document security, improve employee productivity, and help businesses manage information more effectively. But the real opportunity isn’t simply replacing an older copier with a newer one. It’s taking a closer look at how technology supports your organization’s day-to-day operations. Whether your business needs the high-volume monochrome performance of the HP E826, the everyday color versatility of the HP E786, or the advanced capabilities of the HP E877, the most important consideration is finding the right fit.
At Parmetech, we believe office technology should work for your business, not the other way around. As a family-owned, woman-owned office technology provider serving businesses throughout the Greater Philadelphia area and surrounding Pennsylvania communities, we help organizations evaluate their print environments and identify solutions aligned with their workflows, budgets, and long-term goals.
Not sure what your business really needs from its next copier? A no-obligation print assessment can help you better understand your current environment, identify potential inefficiencies, and make a more informed decision about your next technology investment! You can call us at (800) 727-6383, email us at info@parmetech.com, or submit a request through our website form.
