Start A Photocopy Business

Budget : Sh150,000 or more

As our economy expands and more educational institutions are set up, there will always be demand for photocopier and bureau services. Bureau services include typesetting, scanning, printing, graphic design and related services. Photocopying is very important in official business transactions, government services, and educational services. We have all needed photocopy or bureau services at one time or another.

Photocopy bureau business is a very good business idea all over the country. With schools, colleges, universities and government services now spread all over the country, photocopy business can be profitable not only in Nairobi but also in rural towns and centers.

Equipment

To set up your photocopy bureau business, you will need different types of equipment. The equipment comes in various sizes and models. You are better off using an A3 size since many documents are A4 and A3. An A3 machine will also accommodate A4 therefore when choosing your equipment, whenever possible, select those that can accommodate paper size up to A3.

1. Photocopy machine

To set up your photocopy business, the main equipment you will need is a photocopy machine. There are various models and types of photocopy machines in the market. The most ideal choice will be the 3 in 1 for a start. This comes complete with a printer, copier and a scanner.

When selecting the photocopier to buy, consider the capacity, the availability of spares, consumables, and service, size of paper it can handle and features. Always go for a new machine as you start up. Photocopiers really break down. It can be very frustrating and annoying to get a breakdown in the middle of a bulk lucrative deal.

Refurbished or secondhand photocopying machines are also readily available in the market. However, if you have to go for these, it is advisable to purchase one as a backup in case of a breakdown, not as the main machine. Secondhand machines are available from individuals or other dealers. If you have to purchase a refurbished or secondhand photocopier, make sure it is in good working condition. The best way to confirm this is to hire a technician to thoroughly inspect the condition before making a decision to buy. Some are imported after refurbishing but it is still advisable to thoroughly inspect and test before purchasing.

New machines are available from Mita, Copycat, Sharp, Xerox, Ricoh etc. Your purchasing decision should be based on the availability of spares and service backup, speed, user-friendly features, copy quality, price and any other information that is available.

2. Scanner

A scanner will be important to have since some clients may need documents scanned only either to send as email attachments or to store in electronic format.

3. Computer

You will need a fast and reliable computer for your typesetting and graphic design clients. The computer should be equipped with a DVD burner and high memory. Design software such as PageMaker, Corel Draw or Indesign will be appropriate for your design work.

4. Binding machine and Laminator

These machines will be necessary to help you package your client’s documents in a presentable format. Many clients who order bulk photocopies may need their documents bound neatly. Others may need important documents such as certificates, IDs or even photographs laminated. Laminating machines come in different sizes.

5. Printer

You will need a printer if you don’t have a 3 in 1 machine. Your printer should be durable and of good color quality. A wide range of printers is available in the market to choose from. HP printers are more respected for their durability, quality, and reliability.

Location

A photocopy business mostly relies on walk-in clients and a few repeat (loyal) clients. Your photocopy business will, therefore, need to be located in a high traffic street or near educational and government institutions. These places require photocopy services regularly and many of those who need these services will go to the nearest bureau they can find. Students need to copy notes, assignments, textbooks etc. If you locate your photocopy business near a large college or university, you will be assured of regular clients.

Ensure that you get premises with a reliable supply of electricity. Without electricity, a photocopy bureau cannot operate.

Licenses

You will need a business permit from the county government to operate your photocopy bureau business. Depending on the county you operate in, it may cost you as much as Sh10,000 per year to secure the permit.

Since photocopying involves duplicating documents, some documents are copyrighted and photocopying such documents without authority may be illegal. It is therefore advisable to get an authority to photocopy all documents legally. Under the Kenya Copyright Act 2001, you are required to take up a copyright works reproduction license with Kopiken. This is the body responsible for ensuring copyrights are respected by all institutions, organizations or photocopy bureaus. This will cost you between Sh2,000 and Sh7,000 depending on the size of your operation.

With these two licenses, you will be operating your photocopy bureau legally.

Budget

Depending on the range of services you plan to offer, the location of your business and expected demand, your estimated budget will look like below. Remember these are just estimates. Actual costs will vary and will only be determined once you set up your business.

Remember you will also need some photocopy papers to start with. Papers and related stationery are readily and cheaply available in many shops along Ngariama Road, Cross Road, Jainsala Road and many others in downtown Nairobi. Buying in bulk will be the best option to enjoy discounts and economies of scale.

Pros

• The business is easy to start and does not require high skills to operate.
• Can be very profitable when located near a big college or university

Cons

• Machine breakdown or power outage can kill the business.

Barriers to entry to photocopy business are very low. Therefore, many people have set up such businesses resulting in cut-throat competition. Some operators of photocopy business have lowered their charges to as low as 30 cents per copy. Others use stolen paper and toner, reducing their costs even further. While it is not good to take part in some of these practices, it is important to know they exist and therefore you should compete effectively.

Your photocopy business will succeed if you put in effort in marketing yourself and concentrate on producing quality and timely work. Good customer service is also a necessity in this business. If you give your clients good service, quality, and timely work and keep in touch with them, they will keep coming back. Added services such as typing, binding, scanning and laminating also bring more clients regularly.

Finally, we would like to hear your views concerning this business. Better still, you can share this with others and if you need clarification, do not hesitate to comment below.

Originally published at PesaConsult.