Ricoh vs Xerox Photocopiers: 7 Key Differences (2026)
Ricoh and Xerox are two of the oldest names in office printing, and both turn up on most shortlists for mid sized and large offices. They make excellent machines, so the choice usually comes down to how you work, which software you need and the dealer behind the quote. Here are the seven differences that matter most in 2026.
At a glance
| Ricoh | Xerox | |
|---|---|---|
| Main office ranges | IM and IM C series | VersaLink and AltaLink |
| Strength | Customisable touchscreen and scan apps | Paper handling, finishing and print volumes |
| Software | Smart Integration, cloud workflows | ConnectKey apps and workflow tools |
| Security | Strong security features as standard | Strong security features as standard |
| Typical buyer | Offices going paperless | Offices with heavy print days |
| How sold | Ricoh direct and dealers | Xerox partners and dealers |
1. The ranges
Ricoh splits its office machines into IM (mono) and IM C (colour), from compact A4 desktops to big A3 production machines. Xerox uses VersaLink for small and mid size offices and AltaLink for busier workgroups, with production presses above that.
2. Ease of use
Ricoh's big tablet style screens can be customised with shortcut buttons, so staff can scan to a set folder or email with one tap. Xerox screens are also simple and app based, and its ConnectKey platform lets you add apps for specific workflows. In practice both are easy to use. Ask for a demo with your own documents.
3. Scanning and workflows
If your main goal is scanning paper into digital systems, Ricoh tends to have the edge thanks to its scanning apps and cloud connectors. Xerox is strong too, especially with its workflow apps, but Ricoh dealers often lead with scanning.
4. Print volumes and finishing
Xerox has a long history in high volume print. AltaLink machines handle big paper capacities and good finishing options such as booklet making and stapling. If you print large reports, training manuals or bundles, Xerox is a strong choice.
5. Running costs
Click charges depend on the dealer, your volumes and the machine. Across the market, typical small business rates are roughly 0.5p to 1.0p for mono and 6p to 10p for colour. Neither brand is automatically cheaper. Ask both for a written quote on the same volumes and compare them using our cost per page calculator.
6. Security
Both brands take security seriously, with encrypted hard drives, secure print and data overwrite features. Ask which features are included as standard and which cost extra. Our photocopier security guide lists what to insist on.
7. Service
The dealer matters more than the badge. A good local Ricoh or Xerox partner with fast response times will serve you better than a big name with slow engineers. Ask for references from businesses near you.
Quick comparison by need
| Need | Better fit |
|---|---|
| Scan to cloud and paperless | Ricoh |
| Long print runs and finishing | Xerox |
| Customised touchscreen shortcuts | Ricoh |
| App based workflows | Xerox |
| Lowest price | Depends on the quote |
Which should you choose?
- Pick Ricoh if scanning, digital workflows and an easy touchscreen are your priority.
- Pick Xerox if you print a lot, need strong finishing and want proven high volume machines.
If you can't decide, get a quote from both on the same specification and volumes. That makes it clear which deal is better. Our Canon vs Ricoh guide is worth reading too if Canon is on your list.
Contracts and leases
Both brands are mostly sold on three to five year leases with a separate service agreement. The terms are set by the dealer and leasing company, not the brand. Watch for:
- automatic renewal clauses
- minimum monthly click volumes
- yearly price rises built into the service agreement
- settlement figures if you want to upgrade early
Our contracts, rental and lease guide covers each of these in detail, and how to cancel a photocopier lease explains your options if you're stuck.
Mid size office example
Picture a 30 person office printing 6,000 mono and 1,000 colour pages a month. At 0.8p mono and 7p colour, that's £48 mono plus £70 colour, so £118 a month in clicks before the lease. Small changes in the colour rate make the biggest difference. Cutting colour from 7p to 6p saves £10 a month, while cutting mono from 0.8p to 0.7p saves £6. Push hardest on the rate where you print most value.
Second hand and refurbished
Both brands are widely available refurbished, because so many machines come off lease every year. A refurbished Ricoh IM C or Xerox AltaLink from a reputable dealer can be a good way to get a big machine on a smaller budget. See our refurbished photocopiers guide.
FAQs
Is Ricoh better than Xerox?
Neither is better overall. Ricoh is strong on scanning and workflows. Xerox is strong on print volume and finishing.
Which is cheaper to run?
It depends on the dealer and your volumes. Compare written quotes on the same specification.
Are Ricoh and Xerox copiers reliable?
Both make reliable machines. Service quality depends on the dealer.
Can I lease Ricoh or Xerox?
Yes. Both are mostly sold on leases through dealers.
Do both offer secure print?
Yes. Ask which security features are included as standard.