Photocopiers, or multifunction printers, come in a variety of shapes and sizes. The largest can weigh over 200 pounds and measure up to 5 feet long, while the smallest will fit on a desk next to your PC. But one thing they all have in common is that the costs of running a copier don’t end when you buy one. Copiers need a constant supply of paper, and they can quickly consume ink and toner. They jam and flash strange error messages at you. Plus, there are many delicate moving parts inside the machine that can, and do, break. The more a machine works, the higher the likelihood of it malfunctioning.
Maintaining a Copier
Some companies and organizations are blessed with skilled in-house IT technicians who are always on hand to keep their fleet of printers and copiers producing perfect copies reliably. But for those companies that don’t, however, when it comes to maintaining a copier, the choice is simple: do it yourself, or engage the services of a copier service provider.
So, let’s take a closer look at what a copier service provider does, and why signing up with one might be one of the best business decisions you can make.
What Does a Copier Service Provider Do?
In a nutshell, a copier service provider performs services that are related to running and/or maintaining a copier (or fleet of copiers).
Copier service providers are usually also engaged in the business of selling and/or leasing copiers. You will typically have the option to combine these services, i.e., to lease a machine with maintenance, repairs, and supplies included in the agreement. If you buy a machine outright, you’ll also often be offered a maintenance agreement to accompany it.
However, while it is common to find a copier service provider offering maintenance contracts without an attached lease or purchase, the opposite is rarely true. Most leasing agreements will come bundled with a maintenance agreement. Provided the price is agreeable, this is almost always a win-win deal. You get expert service and support built-in, and the service provider is assured that the machine will be well looked after.
Maintenance and Supplies
A copier maintenance agreement usually has three main components:
- Supply Management – Ensuring that you have sufficient stock of the correct paper for your machine and that the ink or toner never runs out.
- Preventative Maintenance – Regularly maintaining the machine, including changing the ink or toner, cleaning and lubricating important parts, keeping the software up-to-date, and replacing any worn-out parts.
- Repairs – Providing support and any repairs that may be required, whether at your premises or at the copier service provider’s workshop.
The Copier Service Agreement
Your copier service agreement will define the exact nature of the services to be rendered, as well as the rights and obligations of the supplier and the customer. Like all signed contracts, the agreement is legally binding, so go through it carefully to make sure you understand exactly what you’re in for, or seek legal advice if necessary.
There can be substantial variation from agreement to agreement, and even in the way the services are billed. Some will work on a “per click” basis, where each print or copy you make represents one or more “clicks.” In this system, you may receive a certain number of clicks bundled in the initial monthly price and then be billed extra for additional clicks.
It is also definitely not a given that all repairs and maintenance will be covered by your standard monthly fee. The agreement may stipulate only selected parts that are covered, or only cover damage from normal wear and tear or bona fide mechanical failures. If one of your employees damages the machine by feeding in the wrong paper or spilling coffee on it, the costs of those repairs may be on you.
But in all cases, the agreement should clearly specify the equipment to be covered, the scope of the coverage, the duration, response times, and any additional charges.
Additional Benefits
Having expert support on call is a powerful incentive to sign up with a copier service provider. Just knowing that an uncooperative machine won’t cause you disruptions, downtime, and unexpected expenses can provide serious peace of mind, and free up resources.
However, there are several other benefits that copier services can deliver. Here are a few:
- Cost Savings – Copier repairs and replacement parts can be expensive and a nasty surprise to your monthly cash flow. For a fixed monthly fee, those surprises disappear.
- Consistency – You’ll save time and money as a result of the more efficient management of ink and paper supplies that a copier service provider will provide.
- Tax Benefits – Leasing agreements are usually fully tax-deductible as a business expense, which will reduce your taxable income.
- Increased Productivity – When the machine is purring, your whole office will benefit from faster operations and less downtime.
- Sustainability – Choose a copier service provider that prioritizes eco-friendly practices. These can include leasing eco-friendly copiers, helping to reduce paper waste, and disposing of empty ink cartridges and other consumables responsibly.
- Easy Access to Related Services – A good copier service provider is likely to offer other services that could benefit your business and be worked into a cost-effective package for you. Digital file creation, managed network services, cybersecurity, and faxing are some of the additional services you can expect.
The Right Copier Service Provider
Choosing the right copier service provider is as arguably as important as choosing the right copier. Always check the experience and reputation of the provider you’re talking to, and check any reviews from other customers. Also, make sure you understand your agreements and exactly what you’re paying for – and what you’re not.
If you’re in the New York, Totowa, Cherry Hill, Edison, or Ft. Washington areas, speak to Docutrend. We’re a vastly experienced, authorized office technology and strategic business technology provider. Contact us for a free, no-obligation assessment of your copier, IT, document management, and workflow optimization needs.