Even in this modern era of cloud computing, most offices need at least one copier. Printing is still essential for many, as is the creation of physical documents for clients and coworkers.

For most, purchasing a copier is the ideal solution. Having full ownership of the device means you’re free to use it as you see fit. However, copier purchasing comes with drawbacks, including the upfront cost and maintenance issues related to the device.

If those expenses are more than you wish to take on, a copier lease may be a better option. Though leasing a copier costs more in the long run, it comes with lower upfront costs for access to the device. Plus, all maintenance issues are included in your lease price, meaning you don’t have to worry about finding a repairperson if your copier breaks.

Let’s assume you’re interested in a copier lease service. Your most obvious question should be how to find a service that provides everything your business needs. This article answers that question by highlighting the key tips to follow when searching for a copier lease company.

Tip No. 1 – Assess Your Copying Needs

Several issues determine your company’s copying needs. A business with a single, small office can usually make do with a single copier. Companies with larger offices, especially those with multiple locations, may require several to ensure employee needs are met.

You also have to consider the number of employees your business has and their copying needs. For example, you may have 100 employees, which leads to the natural assumption that you need to lease several copiers. But if only a few of those employees copy documents regularly, hiring several copiers may be a waste of money. That’s especially the case if that handful of employees works in the same department.

The point is that you have to know what your business needs before you engage a copier lease company. Not only does this help the leasing company fulfill your needs, it also helps you steer your business away from those that try to offer more than you need. You save money because you don’t end up with a copying solution that isn’t right for your purposes.

Tip No. 2 – Choose Between an Operating or Capital Copier Lease

There are two types of copier leases:

  1. Operating Lease
  2. Capital Lease

Each has pros and cons.

Operating leases are the most straightforward, as they involve simply renting a copier from a supplier. The lease usually comes with a fixed term, after which you have the option to buy the device. If you don’t purchase the copier, you must return it so the supplier can rent it to somebody else. Of course, you have the option of extending your lease.

With a capital lease, you essentially create a loan centered around the copier. That loan has a principal amount, which is usually the copier’s market value, plus interest. Your contract has a final buyout price and you will take ownership of the copier after you’ve repaid the loan. The key here is that you have access to the device as you make payments. A capital lease may be ideal if you wish to own a copier but don’t have the funds to purchase one outright.

Many copier lease companies offer both options. If yours doesn’t, you need to ensure that the type of lease you’re agreeing to meets your requirements.

Tip No. 3 – Do Your Research

Actions speak louder than words whenever you’re renting a copier. A company could make all the promises in the world, and likely will on their website. But if those promises go unfulfilled, you may end up with a copier that doesn’t suit your needs and isn’t maintained by the leasing company.

Research is critical when trying to find out if a copier company backs up its claims.

Start by checking the company’s Google Business account for reviews. Ideally, you’ll see mostly four- and five-star reviews, which indicate the company offers good service. It’s also worth checking social media and online forums to get additional feedback. Customer reviews are valuable because they come from unbiased parties that have no stake in the leasing company. If the feedback from these sources is good, you’ve likely found a trustworthy company. But a lot of bad reviews tell you that the company doesn’t follow up on its promises.

Tip No. 4 – Ask the Company to Explain Its Copier Lease Process

Once you’ve found a company that has good reviews, you’ll engage them for a quote. Ask about the company’s lease policies during this period.

Doing this serves two purposes.

The obvious one is that it provides you with more information on how a copier lease agreement works. You’ll have a chance to ask follow-up questions so you feel completely secure with the service.

The less obvious purpose is that this question allows you to test the quality of the provider’s customer service. A provider that tries to gloss over the process after you’ve asked about it may not be transparent. That could become a problem if the copier experiences issues, as companies that offer poor customer service from the outset aren’t likely to improve when they need to solve problems. Use this question to confirm that your provider is open and honest about every aspect of their service.

Find the Perfect Copier Lease Service

Understanding what you need from a copier lease service is only the first step.

Once you know your copying needs, you have to search for a company that can fulfill them. That means confirming the company offers the type of lease agreement you want and verifying the provider fulfills the promises they make. Finally, little tests of customer service, such as asking for explanations, demonstrate whether the provider is transparent with its clients.

At Buckmaster Office Solutions, we pride ourselves on offering comprehensive and transparent copier rentals throughout Sacramento. If you want to learn more about how we can help your business fulfill its copying needs, get in touch with our team today.