How to Shop for a Refurbished Videojet Printer Without Getting Burned: A Cost Controller's 5-Step Checklist

So you're looking to shop Videojet equipment without blowing the budget. I get it. I've been managing procurement for a mid-size pharma packaging facility for about 6 years now—roughly $180k in annual spend on coding and marking alone. And let me tell you, the refurbished route is tempting. But it's also a minefield if you don't know what to look for.

I put together this checklist after getting burned myself a couple times. It's based on comparing quotes from 8 different suppliers over 3 months using my own TCO spreadsheet. The goal is simple: help you decide if refurbished makes sense, and if so, how to do it without the hidden costs eating your savings.

When Does This Checklist Apply?

This is for you if:

• You're considering a refurbished Videojet 1510, 37e, or 1280 (very common models in the secondary market)
• Your production manager is pushing for a second line and your CFO just laughed at the RFP for new equipment
• You're comparing a refurbished CIJ printer vs. a brand-new laser marker (like a fiber engraving laser or a CO2 laser for carton coding)

If you're only buying one machine for a low-volume line and can afford the lead time on a new unit, this might be overkill. But for any multi-unit purchase or a production-critical line, follow these steps.

There are 5 steps. Step 4 is the one most people skip—and it's where the real savings hide.

Step 1: Define Your Non-Negotiables (Before You Look at Any Listings)

This sounds basic. It's not. The biggest mistake I see? People start with price and work backward. You need to start with what the machine must do.

Write these down:

• Line speed: You need 200 products/minute? A refurbished 1510 can handle it. A 1220? Maybe not.
• Substrate: Printing on foil pouches is different than printed on plastic bottles. The ink system needs to match.
• Code complexity: Batch codes only? Or do you need 2D DataMatrix codes with lot numbers and best-by dates? The printhead resolution matters.
• Environment: Dusty? Wash-down? Some refurbished units may not have had their IP rating maintained.

The surprise for me wasn't the price difference between refurbished quotes. It was how many machines just didn't fit our line requirements. I wasted a week on a 'great deal' that would have needed a $3,000 adapter kit just to fit our conveyor. Worse than expected.

Checkpoint: If you can't list 3 non-negotiable specs, stop. Go back to your production supervisor and get them.

Step 2: The 'Refurbished vs. New' TCO Decision

Here's where the cost controller in me kicks in. Your first instinct is to compare purchase prices. But the real question is: what's the total cost of ownership over 3 years?

I built a simple spreadsheet. Here's a typical scenario I ran recently comparing a refurbished Videojet 1510 vs. a new one:

Cost Category	Refurbished 1510	New 1510
Initial purchase	$6,500	$12,000
Installation/calibration	$500 (if not included)	$0 (often included)
Annual service contract	$1,200 (higher risk, some vendors charge more)	$850 (standard)
Ink & make-up (annual)	$2,800	$2,800
Expected repairs (3 yrs)	$1,500 (printhead or pump issues more likely)	$300 (warranty covers most)
3-Year TCO	$14,200	$16,850

So the refurbished option saves about $2,650 over 3 years. Not a small number—about 20% of your budget. But it comes with higher risk. The question is whether that risk is worth the savings for your situation.

To be fair, some refurbished units from reputable dealers come with a warranty that rivals new. I've seen a few with 1-year full coverage. Those are way more attractive.

Checkpoint: Build your own TCO. Don't just compare sticker prices. Include service, ink, and expected repair costs.

Step 3: Vet the Refurbisher (Not Just the Machine)

Here's something vendors won't tell you: the quality of a refurbished Videojet printer depends 80% on who did the refurb, and only 20% on the original model. A poorly refurbished 1510 is a nightmare. A well-refurbished 1220 can run for years.

What to ask:

• "What did you replace?" If the answer is just "we cleaned it and changed the filters," that's not a refurb. That's a used machine with a wipedown.
• "Do you use genuine Videojet parts?" Using off-brand parts for the printhead is a recipe for trouble. It's often cheaper upfront but causes inconsistency on the line.
• "Can I see the test run video?" A reputable seller will have documentation of the machine printing on actual substrate.
• "What's the warranty?" 30 days? 90 days? 1 year? The longer the warranty, the more confident they are in their work.

Most frustrating part of this process: you'd think a written spec would tell you everything, but it rarely does. We had a unit arrive with a different printhead version than advertised. Cost us a week of reconfiguration. Look for sellers who share serial numbers and component photos.

Checkpoint: Get at least 3 specific answers about the refurb process before you put down a deposit.

Step 4: Check the Ink & Parts Supply Chain (The Hidden Budget Killer)

This is the step most procurement people miss. We get so focused on the machine price that we forget: a printer is useless without ink, make-up, and filters. And those costs add up fast.

I recently audited our 2023 spending. Turns out, 42% of our "budget overruns" on coding equipment came from emergency ink orders. We'd run out of a specific color, couldn't get it from our usual distributor, and had to pay expedited shipping from a secondary source.

With refurbished machines, this risk is higher because:

• Some refurbished units use older ink systems that have been discontinued
• You might be locked into a specific ink formulation that only one supplier carries
• The original parts supply chain might have gaps

What to do:

• Confirm the ink part numbers are still in production from Videojet (or a reliable third-party, if you go that route)
• Check the cleaning solution availability. Some older models need specific cleaning solutions that aren't always in stock
• Price out 6 months of consumables before you buy the machine. If the ink alone costs $3,000/year, that changes the math

Granted, this takes an extra hour of research. But it's the difference between a smooth-running line and a frantic call to a distributor at 4pm on a Friday. Seriously worth it.

Checkpoint: Have a written quote for 6 months of ink, make-up, and filters before you finalize the machine purchase.

Step 5: Factor in the Laser Alternatives (Don't Assume Ink is Cheaper)

I used to automatically go for refurbished inkjet printers when we needed a new line. But after our Q2 2024 vendor switch, I started looking at fiber engraving lasers and CO2 lasers more seriously.

Here's the thing: a new fiber laser costs more upfront—like $15,000-$25,000 depending on power and configuration. But the TCO over 5 years can be lower because there are zero consumables. No ink. No make-up. No filters. Just electricity and occasional lens cleaning.

People think laser marking is only for high-end applications. Actually, for certain substrates—especially plastics, metals, and coated cartons—a CO2 laser (like the Videojet Ventura series) can be more cost-effective than a refurbished CIJ that eats through ink.

We did the math for our plastic bottle line: the refurbished 1510 had a 3-year TCO of about $14,200. A new CO2 laser ventura? $18,500 upfront but only $500/year in maintenance. After 5 years, the laser was cheaper. And we didn't have to worry about ink quality or supply issues.

Checkpoint: Run a 5-year TCO comparison between refurbished inkjet and new laser. You might be surprised.

Final Notes: Common Mistakes to Avoid

I've made most of these mistakes. Save yourself the headache:

• Don't assume "refurbished" means "like new." It doesn't. It means "functionally restored, but with wear." Manage expectations with your production team.
• Don't ignore the patent landscape. If you're looking at a refurbished system that uses specific technology—like the laser optical fiber tray design in patent WO2018039597A1—make sure the seller has the rights to service it. Some smaller refurbishers may not have access to proprietary parts.
• Don't buy without a service history. Even a refurbished unit should come with a log of what was done. If the seller can't provide one, run.
• Don't forget the environmental factors. A CIJ printer in a dusty warehouse needs more frequent maintenance. A refurbished unit may not have been designed for that environment. Factor in the cost of a protective enclosure if needed.

The bottom line? A refurbished Videojet printer can be a great way to stretch your budget—if you do the homework. Most people skip the TCO analysis and the consumables check. That's where the savings live. And hey, if after all this you still prefer a new laser? At least you know you made the right call for your bottom line.

— Based on my 6 years of tracking every invoice and negotiating with 15+ vendors in the coding equipment space. Results vary. Always run your own numbers.