Are you considering a copier rental option? If so, it is important to understand how copy releases work and to consider these three things before you move forward!
Understand your Printing Needs
The first thing you need to do before you lease a copier is to analyze your printing needs. Knowing the volume of printing and speed required is essential because you don't want to end up paying for something that you don't need.
Your print volume will determine the specs for the copier you need - if you only print about 5000 pages each month, it doesn't make sense to pay for a machine that can manage 50,000 pages a month! The same goes the other way around since you want to make sure that the copier you choose can handle the amount of printing your business is doing.
Once you determine the right volume for your organization, stick to it. Don't let a slick salesperson convince you that you need a more expensive option because it has a few extra bells and whistles that you will never use.
You should also consider how fast the machine needs to be. A copier that can handle more volume will operate much faster, but this is not always equal across the board. Speed can also require you to sacrifice printing quality and advanced finishing options, so think about what's essential to the success of your business.
Carefully Review the Lease Terms and Services
While this might seem like basic advice, it is too valuable not to mention - carefully review the lease terms before you sign anything!
For starters, take a look at the length of the lease term. Some vendors might lower your monthly payment by extending the length of the lease, but remember, you are working with technology that can become obsolete quickly.
Similarly, if you expect to get heavy use out of the copier, try to stick to a lower lease term period; this will reduce the need for servicing and avoid you having to push it past its limits.
Next, take a look at the renewal terms. Is there an evergreen clause that will automatically renew your lease if you do not file a letter of intent during a certain period? Ideally, you want to look for a month-to-month contract so that you're never stuck with the copier longer than you need it.
There should also be clear instructions for delivery and return. Ensure that you know the exact process for terminating the copier lease and stopping any payment requirements.
You should also review what type of maintenance and repairs are covered under your lease. Will they only cover wear and tear up to a certain degree, or will the leasing company fix any issue with the copier?
As you review the lease terms, verify your options for early return. Most copier leasing companies do not allow this, and if you are near the end of your contract, you still have to hold on to the machine until the stated date.
Failure to understand this process can result in an automatic renewal or late fees - both of which you want to avoid at all costs!
Choose the Right Copier Leasing Company
Another thing to know before leasing a copier is which company will best meet your business needs. Copier leasing companies vary and expertise and reputation, so it is necessary to consider which one will be the right fit.
Remember that you are not making a one-time purchase, and you will be working with this organization regularly. Ask them about their guarantees if you're not satisfied with the copier or how they handle maintenance and repair issues.
It's always important to confirm that they will replace the machine if there is a major problem with it!
Ask the copier leasing company about any additional fees not addressed in the leasing contract. All vendors will have unique pricing structures, and you don't end up paying extra delivery or setup fees down the road. Working with a copier company that is transparent about fees can make all the difference when it comes to budgeting.
Likewise, ask them about how they handle confidential information since you will be running business data through their copier. What happens to the hard drive if you return the equipment? Are there additional fees for wiping those disks?
These are all important questions that you should ask before choosing a copier leasing company.