When a copier or printer still “works,” it’s easy to assume it’s doing its job. But for many businesses, aging devices quietly drain time, money, and productivity long before they stop functioning altogether. If your machine is slow, frequently jamming, hard to find supplies for, or generating more service calls than it used to, it may be entering its End-of-Life (EOL) stage — and the impact on your bottom line is bigger than you think.
End of Life: What It Really Means for Your Business
Manufacturers use the term End of Life when a device is no longer supported. That means: no more firmware or security updates, parts and consumables become harder (or impossible) to source, repairs take longer and cost more, and compatibility issues increase with modern software and workflows. Once a device reaches this stage, even small issues can create widespread operational delays.
The Hidden Costs of Aging Devices
Even if an older device still runs, the costs behind the scenes grow quickly — and often go unnoticed.
1. Downtime Costs More Than the Hardware
Every minute your team spends waiting for a device to warm up, reprint, un-jam, or reboot is time they aren’t doing productive work. A single bottleneck in HR, finance, sales, or service can stall entire workflows.
2. Repairs Add Up — And Often Exceed the Value of the Machine
Older machines require more frequent service calls, longer repair turnaround times, and higher-cost parts due to decreasing availability. If you’re repairing the same device multiple times a year, you may be paying more in service than the device is worth.
3. Supplies Become Scarce and Unpredictable
Discontinued toner, fusers, and consumables lead to delayed shipments, price spikes, and emergency orders at premium rates.
4. Older Devices Use More Energy
Outdated hardware contributes to unnecessary utility expenses, while today’s devices are significantly more efficient and environmentally friendly.
5. Security Vulnerabilities Create Real Risk
Once security updates stop, outdated devices become a point of exposure on your network. Unsupported printers can lead to unauthorized access, compliance gaps, and unencrypted data traffic.
Is It Time to Upgrade? Here Are the Most Common Signs
You may be ready for new equipment if the device is 7+ years old, you experience frequent jams, print quality has declined, toner usage seems unusually high, parts are backordered, IT spends too much time troubleshooting, or the device no longer integrates with your software or workflows.
What You Gain With a Modern Device
Modern devices deliver faster speeds, better reliability, improved image quality, advanced security and ongoing firmware updates, touchscreen simplicity, cloud-based scanning and workflow integrations, lower operating and energy costs, and predictable budgeting with Managed Print Services.
A Quick Note About Budget Planning
If an upgrade is already on your radar, it may be worth checking with your tax professional to see whether Section 179 could apply to qualifying equipment. Many businesses explore tax incentives as part of their year-end or upcoming year planning, and our overview can help you understand the basics. Learn more about Section 179 here.
How KDI Helps You Make the Right Upgrade Decision
KDI provides full print fleet assessments, cost-per-page and usage analysis, device right-sizing recommendations, hardware upgrades, leasing and MPS options, security hardening, installation and training, and proactive monitoring and support. Whether your device is nearing end-of-life or simply no longer meeting your needs, we help eliminate waste, reduce downtime, and improve efficiency across your teams.
Not sure if your copier has reached end-of-life?
Request a quick, no-pressure office technology assessment. We’ll help you understand your options and determine whether an upgrade makes sense for your business.