Despite the widespread digitization of documents and a general push towards paperless offices, printers, and copiers remain important fixtures in workspaces around the globe. They’re used daily, with many businesses working with hundreds, if not thousands of physical documents each week. In short, offices still need printers and copiers, but you don’t necessarily need to buy and own these devices. You can lease them instead. In this guide, we’ll explore the value of a copier lease, along with some crucial do’s and don’ts when negotiating one.
What Exactly Is a Copier Lease?
First, let’s review the basics, as those running smaller businesses or those without much experience in buying office equipment may be unfamiliar with the concept of leasing a copier.
In simple terms, a copier lease is like renting a copier, rather than owning it. You find a provider, negotiate, and agree on a lease agreement, and you then get a copier to use in your office for the duration of that agreement. You’ll need to pay monthly, quarterly, or annual fees (and possibly interest rates) during that period, and there may be limits around how much you can use the device, too.
A lease can be a cost-effective choice, especially for smaller or mid-size businesses that need copiers but don’t necessarily want (or aren’t able) to buy them outright. The monthly or annual costs are typically more manageable than paying the full price of the copier you want. In addition, this method can provide access to more high-end models than you would usually be able to afford.
Copier Lease Do’s and Don’ts
Now you know how a copier lease works, let’s take a look at some of the core do’s and don’ts to keep in mind when pursuing one:
Do: Review and Compare Your Options
The first golden rule of getting a good copier lease is simple: take your time. There’s no need to rush a decision like this, and there are plenty of providers out there who will work with you to provide the hardware you need at a price that you can afford.
So, look around. Compare your options, consult with different providers, and get quotes from as many as you can, also. Only then can you narrow down your options and make the best value choice.
Don’t: Take on More Than You Can Afford
As touched on above, a big benefit of leasing a copier is that you can usually get a fancier and more advanced model than you would be able to afford if you were buying outright. However, that doesn’t mean you should necessarily opt for the latest and greatest models.
Better copiers will come with higher lease fees, and you need to make sure you can keep up with the lease payments, or risk a blow to your business’s credibility. Think about your business budget and needs to find a device that’s right for you and a lease plan that won’t put you in financial strife.
Do: Get Expert Advice to Find the Right Model
Having the right type of copier is crucial, and you might be surprised by how much these devices can differ from model to model.
They can have completely different feature sets (some are multifunction models that also print, scan, and fax, for example), as well as different speeds, interfaces, and connectivity options. Good lease providers should offer advice and consultations to match your business with the right model.
Don’t: Sign Anything Without Reading the Terms
While there are several respectable and honest copier lease providers out there, that’s not the case for all of them. There are some unscrupulous firms that may hide fees or key details in the small prints of their agreements.
Don’t fall for any of those tricks. Go over your lease agreement with a fine-tooth comb before signing on the dotted line, so you know entirely what you’re getting into.
Do: Look for Providers That Include Maintenance
Here’s an important aspect to know about copier lease agreements: many of them actually include maintenance and repairs. So, if your copier breaks down or has some sort of issue, the provider will take care of it and cover the costs.
That can save you a significant amount of money, as even the best copiers do sometimes have faults and error codes. So, ideally, try to find a provider that offers this service as standard in their leases.
Don’t: Be Afraid to Negotiate
One of the main reasons why many businesses opt for copier leases over purchases is the fact that it saves them money. But, if you want to maximize those savings, you have to be willing to negotiate with your provider.
Many are perfectly willing to negotiate and work out a flexible, customized plan at a price that works for both parties. So, put your negotiating skills to good work and work with your provider to get the best deal for you.
Do: Think a Few Years Down the Line
It’s important to not only think short-term when leasing a new copier but also to consider your long-term plans. Consider how your business, and its copying needs, might grow or change in the years to come, to avoid investing in a copier that won’t be much use to you after just a few months of use.
Also, note that some providers offer leases where you have the option of buying your copier for a nominal fee at the end of the agreement. That may prove valuable if the device continues to suit your needs, and it also gives you the option to sell it later if you wish and make some money back.
Don’t: Overlook Your Usage Statistics
As mentioned above, many copier lease agreements come with usage limits. You need to be aware of those limits when you sign the agreement and abide by them, or risk having to pay extra fees on top of your monthly payments.
So, establish methods to keep track of how much copying your workers are doing. If you find that you’re surpassing or getting very close to those limits, consider new printing and copying policies that help to control and reduce your office’s output, or renegotiate with the provider.
Find Your Perfect Copier Today
Overall, a copier lease is a sound and sensible choice for a large number of businesses, but it’s easy to make mistakes, like picking the wrong model or overspending on a plan that doesn’t present the best value for your business.
So, keep these do’s and don’ts in mind the next time you need a copier lease agreement, and make sure to work with a trusted provider like Buckmaster. We’ve helped many companies in and around Sacramento get the copiers they need, and we can do the same for you. Contact us today and find out more.