Top 6 Best Photocopiers For Law Firms (2026 UK)
Law firms still print more than almost any other kind of office. Court bundles, signed contracts, completion packs, wills that need wet ink signatures and the endless correspondence that clients expect on paper. On top of that, a solicitor's copier handles some of the most sensitive documents any business holds. So the right machine for a law firm is less about the cheapest click charge and more about speed, scanning and security.
This guide covers what matters for a small or mid sized practice, six machines worth shortlisting, and what you should expect to pay in 2026.
What law firms need from a copier
- Fast, accurate scanning. Most firms now scan incoming post and signed documents straight into their case management system. A duplex scanner that reads both sides in one pass saves hours a week.
- Secure print. Jobs should wait on the machine until the user taps a card or enters a PIN, so nobody picks up someone else's client file.
- Hard drive encryption and wiping. Copiers store images of what they scan and print. You need encryption while you use it and a certified wipe when it leaves.
- Bundle and booklet finishing. Hole punching, stapling and booklet making save time on court bundles.
- Reliable mono with colour when needed. Most legal work is black and white, but plans, photos and evidence sometimes need colour.
The 6 best photocopiers for law firms
1. Canon imageRUNNER ADVANCE DX series: best all rounder
Canon machines are common in legal offices because they scan well, integrate with document management systems and offer strong secure print through uniFLOW. The mid range models handle a busy fee earner floor comfortably.
2. Ricoh IM C series: best for scanning workflows
Ricoh devices have a big touchscreen and scanning apps that push documents into folders, email or cloud storage with one tap. Good finishing options make them popular for bundle work.
3. Konica Minolta bizhub: best for security features
Konica Minolta bizhub machines come with strong security certifications and data protection tools as standard. They're a good fit for firms that want to show clients and regulators that document handling is tight.
4. Xerox AltaLink: best for heavy print days
Xerox AltaLink models are workhorses with large paper capacity and good finishers. They suit firms that print long bundles on a regular basis.
5. Sharp MX series: best value mid size
Sharp MX machines offer good speed and scanning for the price, and Sharp dealers tend to be competitive on service contracts.
6. Kyocera TASKalfa: lowest running costs
Kyocera TASKalfa models use long life components that keep mono running costs low, which suits firms printing large volumes of black and white correspondence.
Comparison table
| Brand and range | Strength | Typical fit |
|---|---|---|
| Canon imageRUNNER ADVANCE DX | Document management integration | Mid sized firms |
| Ricoh IM C | Scanning apps and touchscreen | Firms going paperless |
| Konica Minolta bizhub | Security certifications | Firms with sensitive casework |
| Xerox AltaLink | Paper capacity and finishing | High volume litigation |
| Sharp MX | Price to performance | Small and mid sized firms |
| Kyocera TASKalfa | Low mono running costs | High mono volumes |
What it costs
From quotes and published ranges collected for our lease price index, a small business leasing a new mid sized A3 colour copier should expect around £49 a month, with click charges of roughly 0.5p to 1.0p for mono and 6p to 10p for colour. Law firms often add finishers and secure print software, which can add to the monthly cost.
| Item | Typical range |
|---|---|
| Mid size A3 colour lease | Around £49 a month |
| Mono click charge | 0.5p to 1.0p |
| Colour click charge | 6p to 10p |
| Finisher (staple and punch) | Extra on the lease |
| Secure print software | Often a monthly licence |
Our click charges guide explains how to check a quote line by line.
Data protection and the SRA
Solicitors must keep client information confidential. A copier is part of that. Ask your supplier for:
- Hard drive encryption switched on from day one.
- Secure print on every user.
- Audit logs showing who printed and scanned what.
- A certificate of data wiping at the end of the lease.
Our photocopier security guide goes into each of these.
How many machines do you need?
A rough rule is one mid size machine for every 15 to 25 regular users, but legal teams often print in bursts before hearings. If a team regularly prints big bundles, give them a faster machine of their own rather than queueing everyone behind one device. A second smaller A4 machine near reception can take simple print jobs off the main copier.
Lease or buy?
Most firms lease because it spreads the cost, includes service and makes upgrades easy. Buying can be cheaper over a long time if you print steadily. Run your numbers through our lease vs buy calculator before deciding.
FAQs
What is the best photocopier for a small law firm?
A mid size A3 colour multifunction machine from Canon, Ricoh, Konica Minolta or Sharp with secure print and fast duplex scanning suits most small firms.
Do law firms need colour copiers?
Most print mainly in mono, but colour is useful for plans, photos and evidence. A colour machine with low mono click charges covers both.
How do I keep client data safe on a copier?
Turn on encryption and secure print, keep audit logs and get a wiping certificate when the machine leaves.
Can a copier scan into case management software?
Yes. Most modern machines can scan to folders, email or cloud storage, and many integrate with document management systems.
How long is a typical copier lease?
Usually three to five years. Check notice periods and auto renewal terms before you sign.