Collator vs Printer vs Copier: Which One Do You Need?

Every business that works with documents – printing, publishing, or packaging – needs trustworthy equipment. After all, a person is only as good as their tools, and the equipment helps keep everything running smoothly. But when it comes to organising multi-page documents, are you using the right tool? Many assume printers and copiers collate effectively. However, using the wrong machine can hinder productivity, cause errors, and waste materials.

A collator is specifically designed to streamline bulk collation. It’s an integral element in eliminating manual sorting and misfeeds. Unlike printers and copiers, it arranges pre-printed sheets into precise, sequenced sets. These actions help reduce labour costs and improve efficiency. This guide outlines the key differences among collators, printers, and copiers to help you choose the best fit for your workflow.

If your business relies on high-volume document handling, this could be the most impactful investment you make this year.

Understanding the Differences: What Does Each Machine Do?

Printers

Printers convert digital files into physical documents. They produce high-quality results on various materials. Printers are common in offices, print shops, and marketing teams. However, they do not have advanced collation features.

• Function – Creates printed documents from digital text and images.
• Best for – Standard printing needs, including reports, brochures, and promotional materials.
• Limitations – Cannot sequence pre-printed pages or efficiently assemble multi-sheet documents.

Copiers

Copiers can scan and make copies of documents. Some advanced models include a basic collation function. However, this feature is not suited for high-volume or custom collation needs.

• Function – Duplicates existing pages, sometimes with an automatic stacking option.
• Best for – Office environments that require rapid document reproduction.
• Limitations – Issues with bulk collation often result in misfeeds, paper jams, and rising maintenance costs.

Collators

A collator is a specialist machine that sequences pre-printed sheets into accurate, ordered sets. It differs from printers and copiers, which are for creating and duplicating documents. Collators, on the other hand, organise large stacks of papers quickly and accurately, requiring very little manual help.

• Function – Automates the collation of booklets, manuals, and packaging inserts.
• Best for – Print shops, bookbinders, and packaging companies that require precision collation.
• Limitations – Does not print or copy but integrates seamlessly into existing print finishing workflows.

Why Printers & Copiers Fall Short of Collation

Limited Automation

Printers and copiers struggle to sort pre-printed sheets, so complex documents must be sorted manually. This heightens the chances of misfeeds, missing pages, and inconsistencies, which is a major concern in fields that need strict quality control, such as publishing, legal, and financial services.

Paper Handling Issues

Using printers or copiers for collation often results in:

• Misfeeds and duplicate pages – Operators must frequently check and reorder stacks manually.
• Paper jams – High-volume collation leads to mechanical issues, slowing down production.
• Limited material compatibility – Copiers struggle with coated paper, plastics, and thicker stocks, reducing their flexibility.

Increased Labour Costs

Manually assembling documents reduces efficiency and drives up costs. A PrintWeek UK report found that 40% of UK print businesses experience workflow bottlenecks. These issues often stem from inefficient collation methods. This negatively impacts profitability, especially for large-scale printing and mail fulfilment companies.

When to Invest in a Collator

A collator eliminates the need for manual sorting, which makes it vital for businesses that need to sort large amounts of information accurately.

High-Volume Print Runs

Businesses handling 500+ document sets per day benefit from:

• Increased output speeds – A Col-Tec collator can process thousands of pages per hour without interruption.
• Consistent accuracy – Collators reduce misfeeds and ensure perfect page sequencing.

Customised Document Assembly

Industries that require non-standard collation patterns include:

• Financial services – Variable data printing for statements, invoices, and compliance documents.
• Direct mail marketing – Personalised brochures and multi-insert mailers.
• Healthcare – Patient records and multi-section reports.

Material Compatibility Beyond Paper

Unlike printers and copiers, collators handle:

• Plastic cards, coated stock, and synthetic materials.
• Packaging materials used in e-commerce and retail distribution.
• Pre-folded and stitched booklets for publishing and print finishing.

Error Reduction and Compliance

Industries with strict regulatory requirements (finance, legal, healthcare) benefit from error-free collation, ensuring:

• Compliance with industry standards.
• Prevention of duplicate or misplaced pages.
• Accurate record-keeping and audit-ready documentation.

Financial Incentives for UK Businesses

Companies investing in automation solutions could qualify for the UK Super Deduction Scheme. This allows them to claim back 130% of eligible investment costs. So, you might be able to experience lower tax liabilities on collators and other print-finishing equipment.

Choosing the Right Machine for Your Needs

A collator is the perfect solution for companies that need to sort items in bulk, manage various media, or order documents accurately. For more tips on choosing the right collating machine, read how collators improve print shop efficiency.

The Right Machine for the Right Job

Deciding on a collator, printer, or copier helps you streamline your workflow and boost efficiency. The wrong equipment wastes time, creates higher costs, and results in unnecessary errors.

Don’t let inefficient collation slow your business down. Upgrade to a Col-Tec collator and experience the difference in speed, accuracy, and cost savings.

Have questions? Speak to an expert now by calling +44 01425 627755 or get in touch.Back