How much is an Office Photostat Machine in Malaysia?

How much is an office photocopier in Malaysia? If you want to buy a photocopier for the first time, this may be one of the questions you will ask.

Unfortunately, there is no exact answer to this question.

The cost depends on the needs, specifications, size, and even configuration of your photocopier.

This article aims to help you understand the different types of photocopiers and the costs required to purchase them.

Most Common Types of Photostat Machines

Here are some of the most commonly used types of photocopiers:

Monochrome or Black-and-White Photostat Machine

Some people choose black-and-white photocopier machines because they cost less than colored photocopiers. The same goes for the toner. But, you should remember that it is not as fast or as accurate compared to a colored photocopier. They are usually used for printing text documents and for making high-quality copies of paper drawings.

Colored Photostat Machine

If you want something more than a basic monochrome photostat machine, a color copier is considered an ideal choice.

Color photostat machines have four drums and four color reservoirs to produce any desired color combination. The main colors filled in the toner reservoir are yellow, cyan, magenta, and black. This is commonly referred to as the CMYK spectrum.

Analog Photostat Machine

This is an old type of copier that uses light, mirrors, and lenses to reflect images of those documents onto the photoreceptor.

At present, analog copies have been replaced with digital ones due to mechanical failure factors and lack of replacement parts.

Table Top Photostat Machine

As the name suggests, this photostat machine fits on a table. It can usually produce A4-sized copies. To produce another, larger size, more mechanization is required and will eventually increase the size of the photostat machine.

A3 Photostat Machine

Documents such as spreadsheets, posters and various advertising materials are printed using the A3 photocopier.

It is usually larger than a solid desktop photostat machine.

Network Photostat Machine

This is an excellent option if you are looking for a photocopier to integrate with various devices in the office, school, etc.

All computers connected to the network can access this photocopier. This allows all users to scan or print according to their needs.

Administrator privileges are also granted to supervisors who want to monitor all printing activities.

Heavy duty photostat machine

Heavy-duty photocopiers are usually used by offices or large businesses where more prints will be made in a day. This photocopier machine offers more functionality with higher quality and output.

What to Consider Before Getting a Photocopier?

Here are some important things to consider before getting a photocopier for your office use:

Total Staff / Users

This is the main thing you need to consider before you buy a photocopier for your office. Evaluate how many employees have printing needs.

If the predicted number is high, it is advisable to get a photocopier that can print faster and harder.

Copy Speed

This shows how quickly your printer can output print and copy results. It is usually expressed in the number of strands/minutes.

A typical medium-volume printer for businesses has a print/copy speed of 24-45 sheets/minute.

Copy Amount

This feature shows the number of pieces that a photocopier can print in a month.

Photocopiers are usually categorized into small, medium and high amounts based on different needs.

When buying a photocopier, evaluate the required amount in terms of monthly copies and the number of machines you plan to use.

Wireless Connection

Buying a photocopier with wireless printing capabilities can help your print work get faster and easier.

You can place a large-sized printer in a suitable place without worrying about the length of the connection cable.


When buying a photocopier, it is important to consider its reliability. Replacement is the last thing you want after buying it.

There are some models who have become famous for their unbelief; Make sure you don’t buy those models.

All you can do is check the reviews online to make sure the photocopier you want to buy is getting good reviews from users.

Scan Capabilities

The photocopier machine is now equipped with rich scanning features.

Technological advances have enabled automatic scanning and touchscreen integration in most photocopier machines.

You can scan and send photos directly to your device or your business apps like Sage, Goldmine, etc.

Make sure you choose the scanning features that fit your business processes and needs.

Integration with existing infrastructure (connection)

One of the important things to consider when buying a copier is that it should integrate seamlessly with your other document dispensing equipment.

This will help ensure minimal disruption to employee productivity and have less impact on ongoing projects.

Even a slight change in the user interface can affect employee productivity because it often requires employees to be retrained.


When you buy a photostat machine, functionality is another important thing to consider. Depending on your office needs, you can choose a multi-function copier or a single-function copier.

There are many reasons to choose a multifunctional machine. The combination of copying, printing, scanning and faxing functions in one device is quite reasonable when buying a photostat machine.

Without a few additional devices, it helps to overlay your office space for work. Integrated scanners can make it easy to store important paperwork and your receipts.

After-sales Service

When choosing a photocopier, it is more reasonable to understand the existing options for after-sales service.

Carefully evaluate things like, what costs will be charged for after-sales service? Or is it free? Are services provided through third parties or the same company?

Once the purchase is made, the photocopier will be a vital part of your digital document workflow. Therefore, you should consider what to do in case of damage.

Modern multifunctional photocopiers have a large volume of mechanical parts, and at some point, will inevitably suffer mechanical failure.

Choosing a good supplier helps ensure you have a reliable after-sales service included in your deal. A good service agreement helps to cover all labor and spare parts charges required to repair the machine.


Safety is an important factor to consider when buying a photocopier for any organization. There are companies that have to deal with many confidential and personal documents.

The photocopier should have built-in security features to ensure that scanned or copied documents will not fall into the wrong hands. Modern-day copying machines are equipped with identity verification systems to ensure that only authorized users can access the data stored in them.


Memory plays an important role in the operation of the photocopier. Low memory can result in slower production. You will probably see a message that says “insufficient memory” when creating a copy.

Types of Costs Involved to Have a Photostat Machine

The cost of owning a photocopier is divided into two categories. They are:

  • Introductory costs
  • Ongoing costs

Cost of Introduction

This is usually determined by the type of photocopier you have decided to buy. If you have a tight budget, it makes more sense to list all your requirements in order to be able to choose the most suitable machine for your business.

There are many options available in the market for various functions such as printing, scanning, faxing, etc.

There is no point in buying a photocopier that does not have the necessary functions for your business.

The photocopier can scan documents and send emails directly to shared folders. Some of the features you can consider are:

  • Letter Fold:The ability to automatically fold letters, brochures and other documents helps you save time from making manual work and the results are more consistent. You can also choose to make a Z-fold or a C-fold.
  • Income Bookkeeping:Helps produce small books with hole or fold packaging characteristics.
  • Fax:Send a fax message directly to the specified address.
  • Hole Opening:Available in single or three, depending on user requirements.
  • Large Capacity Paper Tray:Increase the capacity of the standard tray by allowing more paper to be loaded.
  • Fiery’s Bodyguard:Used for the highest level of color matching for print media and print work management.
  • Card Reader:An important security feature to allow certain employees to access scanned or pre-stored content.
  • Printing-Follow-Me:The ability to make prints from any desktop computer, laptop, smartphone or any other device linked to the network.

Ongoing Costs (Photocopier Maintenance Agreement)

The photocopier maintenance agreement protects you from additional costs during the malfunction of the photocopier.

Ongoing costs also include periodic maintenance costs and the cost of spare parts. Most service agreements come with a minimum usage of 1000 copies/month.

Office Copy Machine Rental Price / Purchase Price According to Usage

Photocopier machines come in all shapes and sizes depending on the needs. You need to choose the machine that works best for you, based on your business type and needs.

In today’s market, there are several large brands that provide different models to choose from.

Here are some options that can be considered according to your usage.

Regular/Simple Use

This type of photocopier is usually used when the printing requirement is low. It is used for simple monochrome printing and small quantity color printing.

High Usage

These are multifunction printers used by businesses for more extensive printing requirements. Because of their advanced capabilities, they can handle massive printing volumes.

It is a multifunctional photocopier used by businesses for wider printing needs. Due to their advanced capabilities, they can handle large volumes of printing.

They are compatible with any device connected to the network, such as smartphones, tablets, desktops, etc. They have all the capabilities of a business-level printer with advanced color printing capabilities.

Estimated Cost of Photocopiers in Malaysia

Type / Usage

Black / White


All-new / Simple Use

Rent: RM 200++ Buy: RM 8,000++

Rent: RM 250++ Buy: RM 11,000++

Recond / Simple Use

Rent: RM 68++ Buy: RM 3,000++

Rent: RM 88++ Buy: RM 4,000++

All-new / High Use

Rent: RM 350++ Buy: RM 15,000++

Rent: RM 480++ Buy: RM 20,000++

Recond / High Usage

Rent: RM 100++ Buy: RM 5,000++

Rent: RM 150++ Buy: RM 6,000++

Photocopier Maintenance Agreement

The photocopier service/maintenance contract can be subscribed along with taxes on the rental or purchase of your copier.

As already noted, these are ongoing costs for maintenance, spare parts and replacement of consumables such as toners, etc.

The photocopier maintenance agreement is usually charged based on the meter readings as below:-

  • Black/White:RM 0.03/strand
  • A4 colored:RM 0.40/strand
  • A3 colored:RM 0.80/strand


In the modern world, photocopiers play an important role in every business.

In this article, we have presented several different types of photocopiers and their respective uses to help you choose the best one for your business.

Make sure you know the features that have been discussed as well as understand your own needs before making a decision.


Open chat
Scan the code
Hello 👋
You can click Open Chat or you can scan the QR Code to direct contact us from WhatsApp