Signing a copier lease agreement isn’t exactly an everyday occurrence, so it can be hard to know the most important questions to ask: the ones that ensure you get a good machine, at a good price, on fair terms.
At BDL copiers we deal in lease agreements every day. So in this article we’d like to share our expertise. Read on to find out exactly what to ask to secure a quality copier on a lease that works for your business.
Advantages of leasing a copier
Why lease a copier in the first place? We go into more detail in this blog, but in short, a copier lease offers a number of benefits versus buying a copier outright. A few of the most compelling include:
- Minimal capital expenditure: Modern multifunction printers (MFPs) can cost thousands of dollars. Leasing requires little to no upfront investment.
- Access to better tech: Gain access to the latest and greatest MFP technology that can drive serious efficiency and productivity gains for your business.
- Simple, fixed monthly payments: All copier costs are converted to easy monthly payments that make budgeting simple.
- No maintenance or repairs: When you buy a copier, it’s your job to maintain it. When you lease a copier, it’s the lessor’s job, sometimes even down to providing toner.
Important questions to ask
When you are shopping around for lease options for a business copier or printer, it’s important to ask the right questions to ensure you’re getting the right equipment for your needs, on fair terms and at a fair price. Here are some questions to consider:
- Which machine best suits my needs? Outline exactly what your business needs to print, scan and copy and the volume of printing the copier will need to handle. Ask about the performance and features your copier should have based on those needs.
- What are the lease terms? Find out the length of the proposed lease, the end-of-lease options and renewal process, and any penalties that might be incurred if you need to break the lease early.
- What is the total monthly cost? Ask how much you will pay under the lease agreement and the service contract (which usually represents a separate contract).
- What is included in the agreement? Check exactly what you’re paying for, beyond simply leasing the machine. What servicing and maintenance responsibilities does the lessor have? Are consumables like toner included? Are there additional charges for things like installation, training or upgrades?
- What are the performance guarantees? A key part of the service contract are the performance guarantees, which outline the minimum levels of service that the lessor must meet. These can outline targets on machine uptime, response times, maintenance schedules, support and more.
- Is the copier new or used? Most leased copiers will be brand new machines, but some may be refurbished models – particularly if the price feels surprisingly low.
- What are the end-of-lease options? Rather than simply concluding the lease and handing the copier back, can you renew the contract, purchase the machine, or upgrade to a new one?
- When do termination fees apply? Check the situations in which you’re allowed to terminate the agreement early, and what fees might apply to an unauthorised termination.
- How long should the copier last? It’s wise to check the expected lifespan of the equipment, firstly to make sure that it should comfortably last the duration of the lease, and secondly to understand whether buying the machine out at the end of the lease is a worthwhile option.
Tips for negotiating the lease
Asking the questions above can set you well on your way to getting the ideal copier for your business, at the right price and on good service terms.
But there are a few other tips and tricks that can help too. Here’s how to secure the best agreement possible for your lease:
- Understand your needs: Try to gain an idea of how much printing and copying you do, the size, colour and quality you require for print jobs, and the modern MFP features that might help your business to operate better.
- Compare your options: At BDL we’re so confident of our service that we encourage customers to shop around. Doing so will ensure that you find the best option possible – as long as you remember to look closely at what’s included in the quoted price, not just the price itself.
- Avoid annual increases: Aim to negotiate a flat leasing rate for the duration of the lease term, as you don’t want to have to pay more for older and more outdated equipment as the lease rolls on.
- Clarify renewal and cancellation terms: Never sign a lease before you have total clarity on your options for ending it.
- Be willing to compromise: Compromise sits at the heart of any negotiation – you may have to give a little to get a little. Avoid dying on unimportant hills, and work to find a nice middle ground that suits both you and the lessor.
Ready to lease a copier?
We’re ready to help!
Our expert team at Business Distributors Ltd (BDL) has spent over 45 years helping countless Kiwi businesses to gain access to the perfect printer, copier or MFP for their situation.
We’re here to offer all the advice you need on leasing vs buying, and the machines and features that can get you working better than ever before.
If you need help navigating the world of printer and copier lease agreements, get in touch with BDL today!
