7 Tips to your Next Printer or Photocopier Purchase for Your Business

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Printer and Photocopier Volumes

The volume that you will be printing is one of the strongest indicators of what kind of photocopier or printer you will need to buy, lease, hire or rent.

For small businesses that only print 100 – 500 copies a month, you’re not going to need a big machine, however you will need a commercial machine for the reliability factor and quality, you dont want a office works $300 dollar printer. You will spend more on ink and toner, then it’s really worth.

If your business prints out 50,000 – 100,000 prints per month, a small copier from is not going to cut it.

Most companies don’t really know how much they print, so here are a few tip to see what you are currently printing:

  • If you already own a printer or photocopier, the device will have an internal counter. Think of it like the kilometres on a car. Somewhere in the menu options of the photocopier and printer, you will be able to display the total number of print jobs that you have done to date.
  • We know from our customer base 66% of our customers print less than 10,000 copies in a month and half of those print up to 2,500 a month.
  • Keep in mind, your estimate does not need to be exact. Don’t pull your hair out trying to figure out the exact number of copies your office prints per month. Just a rough estimate, and then increase it by 20% to account for errors and just to be safe.

Printer and Photocopier Speeds

Printer and Photocopiers are ranked by the speed in which they can print out per minute which is called print per minute (PPM for short).

The print speed you’ll need is proportionate to the monthly volume you print. Your estimated monthly volume will help you determine what kind of printer or photocopier speed you’ll need.

The chart below is a general guide on what most company’s speeds are and the volume output.

20 ppm or Less = Small or Home Office (Less Then 2.5K prints per month)

21 – 35 ppm = Small Offices (Less Then 5K prints per month)

35 – 50 ppm = Medium Offices (Less Then 10K prints per month)

50 – 65 ppm = Large Offices (Less Then 50K prints per month)

65 – 100 ppm = Corporate Offices (Less Then 100K prints per month)

Muli- Function Commercial Printers and Photocopiers

Nowadays, printer and photocopiers can do a whole lot more than just make print out a simple word document.

They can be your all in one stop shop for printing, scanning, faxing, scan to email, scan to network, creating books, binding, duplexing. You name it and most of the newer smart machines can do it and many other additional needs to help your business run more efficiently and effectively with little waiting.

If you need your photocopier to do more than just make print out simple documents, you are going to want a multi-function printer or photocopier. A multi-function printer or photocopier is a fancy word for a printer that does more than just make print.

  • If you buy a multi-function printer or photocopier, don’t waste money on fax machines, scanners, or desk printers. They come included with good machines
  • Don’t pay extra for features you don’t need. However, keep in mind that many commercial printers and photocopiers come standard with functions that will give you the edge over smaller office works or $300 dollar printers.
  • All commercial printers will be compatible with your network and computers within your office

How to get the best price when purchasing a commercial printer or photocopier for your business

If you’re thinking about purchasing a printer or photocopier, think of it like buying a new computer.

If you buy $300 – $500 computer, you and I know that it will be slow, sluggish and take about 10 minutes to do anything, imagine you hit the print button and have to sit there and wait for the printer to warm, get the data and then print the first page, you roll your eyes back with per frustration. We have seen this many times and it usually happens when you have a proposal or meeting to get too.

Know your requirements

It’s critical that you know what your requirements are before making a purchase. By knowing your requirements, you will avoid paying extra for features you don’t need. For example, if your office never prints in colour, there is no reason for you to pay 20% to 30% more for a colour printer or photocopier. A reputable commercial printer or photocopier supplier can walk you through the process to determine what is right for you. You can even ask if the supplier has a showroom of printer and photocopiers to demo the machines to you, which most if not all of them.

Do your homework

It is always wise to get 3 or 4 quotes from different suppliers. This is a massive tip, because you will find the price differences are huge

Service Contracts

If you are planning to purchase a printer or photocopier with a service contract, the printer and photocopier supplier may be willing to lower your price. A service contract is like an insurance policy. Your machine breaks down, they come and fix it, you run out of toner, you get some shipped out automatically.

Ask for a Trade-in

Going back to the car dealership analogy, if you already have a printer or photocopier, you may be able to trade it in with your purchase which will save you money, because you can ask the supplier to trade it in, just like a trade in on a car.

Buy Used or Ex Lease Machines

If a brand-new copier is out of your price range, you may want to consider a used commercial printer or photocopier. Many suppliers have ex lease or trade in units that come with full warranties provided by the supplier. Ask to see the suppliers warehouse, I can assure they would have a whole lot of second hand stock from trade in. We know we have heaps of machine like that.

Consider Leasing, Renting, Hiring a Photocopier or Printer

Again, if buying a new copier is out of your price range, consider leasing one. It won’t be as expensive initially since you will pay a monthly rate. Which most businesses do these days because of the benefits and who wants to own a big commercial printer anyway, they are heavy and expensive to move. Leasing it means the supplier is reasonable for those type of things.

How to get the best price when leasing a copier

If leasing is the best option for you, here are common mistakes you will want to avoid:

Don’t overpay

A printer/photocopier salesperson is similar to a car salesperson in some regards. They will spend the conversation focusing on the monthly rate. They want to know what you can afford per month. This could distract you from realizing that the actual value of the copier is overpriced.

Instead of discussing monthly payments, negotiate the price of the copier as if you were planning to purchase it.

Like a brand-new car or computer, as what the monthly costs are and what the direct purchase price will be and then work backwords, on a 36, 48 or 60-month arrangements, calculate what you are paying.

Include or Don’t include a service contract

Printer and photocopier dealers/suppliers try to bundle a service contract into your lease. If your lease is tied to a service contract but you are dissatisfied with the service you are getting, make sure you have a clause in your contract to get you out of it or you will be stuck. Always have an exit strategy.

Don’t sign a long contract.

Most buyers should not sign a contract that is longer than 48 months. With a few exceptions, 48 months is the maximum commitment to make on a leased printer or photocopier. There are a couple of reasons for this:

If anything goes wrong with your copier and you are on a 4-5-year lease, you are locked in with the machine. So make sure you have a provisions to exit if anything goes wrong.

Technology for commercial printer and photocopiers is constantly improving. A shorter-term lease makes it easier to upgrade, but a longer contract may delay a more modern copier for years. So make sure there is a clause to upgrade after the second year.

Don’t ignore the expiration date.

Make sure you read and understand your leasing contract. In some instances, the contract may not require the finance company to notify you when the lease has expired. If you keep making payments, your obligations may be extended beyond the original term of the lease. This type of lease is commonly called an ever green clause, which allows the leasing company to make additional charges beyond the original cost of the equipment. Take ownership of your lease and keep track of your payments. Know when your lease expires.

Make a plan when your lease ends.

You have different options to choose from at the end of your lease. Before you sign your lease, plan ahead and select the option that will best suit your needs. The options at the end of your lease are:

Purchase the Printer or Photocopier for $1
At the end of your lease, you can purchase the printer or photocopier for $1. With this method, your lease payments will build the highest equity toward the printer or photocopier. This option will result in higher monthly payments. But you will own it at the end,

Purchase Copier For 10% Of Value – Lower Monthly Payments
With this option, you will have the right to purchase the machine for a fee of 10% of the original value. Your monthly payments will be lower than in the first option. This option is best if you are not sure that you will want to keep the copier when the lease expires.

Purchase Copier For “Fair Market Value” – Lowest Monthly Payments
If you know you will not keep the printer or photocopier after the lease expires, choose this option. This option will give you the lowest available monthly payments. At the end of the lease, you will have the option to purchase the printer or photocopier at fair market value, which is usually a bit more than 10% of the original value. If you choose this option and later decide you want to keep the machine, you may be able to negotiate a lower price. Remember, buying a printer or photocopier is the same a buying a car. You can always negotiate.

Ultimately, whether you choose to lease or buy a printer or photocopier will depend on your businesses specific needs. A reputable supplier can help you assess your business needs and help you make the right choice.