A cross brand spec comparison spreadsheet you can edit yourself
Vendor spec sheets are easy to read in isolation and impossible to compare in aggregate. This spreadsheet captures 24 fields across seven brands in a single grid, with formulas that surface the metrics buyers actually need: cost per page, watts per page, footprint per page, and a normalised speed figure that takes warm up time into account.
What is in the spreadsheet
The download is an editable spreadsheet with one tab per device class (A4 mono, A4 colour, A3 mono, A3 colour, production). Each tab has 24 columns covering specifications, consumables and operating cost, with one row per device. Calculated columns derive normalised metrics from the raw specs, so a quick filter or sort surfaces the best fit for the office volume profile being considered.
Download the spreadsheet
Pre populated with seven brands. Edit any cell, add rows for additional devices, and the calculated columns update automatically.
Sample view: A4 colour MFP tab (top section)
The screenshot below shows the first 12 columns of the A4 colour MFP tab, with seven devices in seven brand rows. The spreadsheet renders this layout natively; the print below is a preview only.
| Device | Mono ppm | Col ppm | First copy mono | First copy col | Duty cycle | Resolution | Tray cap. | List price | Mono CPP | Colour CPP | Watts active |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Canon C3526i | 26 | 26 | 5.9 s | 7.5 s | 120,000 | 1200×1200 | 2,300 | 4,200 € | 0.011 | 0.075 | 1,470 |
| Ricoh IM C3500 | 35 | 35 | 5.1 s | 7.0 s | 120,000 | 1200×1200 | 2,300 | 4,800 € | 0.010 | 0.070 | 1,510 |
| Xerox C405 | 35 | 35 | 5.9 s | 6.7 s | 80,000 | 1200×2400 | 1,250 | 2,300 € | 0.012 | 0.080 | 800 |
| Konica C3350i | 33 | 33 | 5.5 s | 6.5 s | 100,000 | 1200×1200 | 1,100 | 3,800 € | 0.011 | 0.072 | 1,300 |
| Kyocera M6235 | 35 | 35 | 7.5 s | 9.5 s | 100,000 | 1200×1200 | 1,100 | 2,900 € | 0.009 | 0.082 | 1,200 |
| HP CLJ M681 | 47 | 47 | 9.8 s | 11.7 s | 100,000 | 1200×1200 | 1,200 | 3,500 € | 0.012 | 0.085 | 1,150 |
| Sharp MX-C357F | 35 | 35 | 5.5 s | 7.0 s | 120,000 | 1200×1200 | 650 | 3,100 € | 0.010 | 0.078 | 1,400 |
The 24 fields, explained
The 24 columns split into five groups. Each group answers a different procurement question. Editing the spreadsheet to add devices simply means filling in the same 24 fields for the new row; the calculated columns refresh.
Group 1 — Identity and class (4 fields)
Group 2 — Performance (6 fields)
Why a normalised speed metric matters
Two devices rated at 35 pages per minute can produce very different real world throughput once warm up time and first copy out time are included. A device with a 30 second warm up and a 9 second first copy time loses 39 seconds before producing page one. The same nominal speed device with 7 seconds first copy and a faster warm up produces 6 to 8 more pages in the first minute.
The spreadsheet calculates an effective ppm by applying the first copy out time and warm up to a 60 second window. Devices with faster warm and first copy figures appear meaningfully better than the raw ppm suggests.
Group 3 — Paper and finishing (4 fields)
Group 4 — Operating cost (6 fields)
Group 5 — Security and connectivity (4 fields)
Calculated columns the spreadsheet adds
Beyond the 24 raw fields, the spreadsheet derives six calculated metrics. These do not appear on any vendor spec sheet but matter at procurement time.
| Calculated column | Formula | Why it matters |
|---|---|---|
| Effective ppm | (60 − FCOT) × ppm / 60 | Real throughput per minute including warm. |
| Watts per page | Active watts / ppm × 60 | Energy intensity per printed page. |
| Footprint per ppm | m² / effective ppm | Floor space relative to throughput. |
| Annual energy cost at 8 hrs/day | Composite of states × tariff × 230 days | Energy line in the TCO. |
| 3 year fully loaded cost | Lease + service + clicks + energy | Single TCO figure for comparison. |
| Colour to mono cost ratio | Colour CPP / mono CPP | Identifies devices that punish colour heavily. |
Using the spreadsheet at procurement
Pre fill the 24 fields for each device under consideration from the vendor proposal and manufacturer spec sheets. Sort by 3 year fully loaded cost for a primary ranking. Re sort by colour to mono ratio if colour volume drives the workload. Filter by Energy Star tier and hard drive encryption to remove devices that do not meet a minimum bar. The exercise takes about an hour for a four device shortlist.
Adding rows for additional devices
The spreadsheet ships with seven rows. To add another device, copy any existing row, paste below the last entry, and overwrite the 24 raw fields. Calculated columns inherit the formulas automatically. The file uses standard formulas only; no macros or external links, so it opens cleanly in Excel, Google Sheets, LibreOffice Calc or Numbers.