How many times a day does someone in your office use your copier? If you’re in an industry that deals with contracts, service agreements, purchases, or other areas where everyone involved in a transaction needs a physical, signed receipt or copy of the document, your copier may get a lot of use. If your copier goes down, it can bring some or all parts of your business to a grinding halt.

That’s why it’s vital that you find the right copier leasing company to partner with. Leasing copiers gives you access to these experts, so you have someone on call if your machine malfunctions. It’s also easy to upgrade or replace your copier. Your budget will also thank you—buying an industrial copier is more expensive than leasing one.  

How do you find the right leasing company to work with? Here are a few things to look for.

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Company Reputation

Does the copier leasing company have a good reputation? You want to know that the company you’ve leased a color copier from is going to be there when you need them the most. There are a few different things you can use to determine a company’s reputation.

First, go online and look at reviews. Many companies will post reviews and testimonials to their website, though, of course many do pick reviews that speak highly about the company. There are other review sites out there, including Google, that you should also look at to see if there are any negative comments. 

Second, check the company website to see if they have any certifications or if they have won any awards. Certifications and awards show that the company has received recognition from others, indicating that they’re a brand to trust.

Finally, look at how long the company has been in business and what experience they have. Those who have leased copiers for years are going to have the knowledge and experience you need. 


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Another thing to consider is whether the company can meet your specific needs. Do they offer a wide range of copiers? Can you easily lease a color copier when you need it at an affordable price? Do they have copiers that can handle the amount of work you’ll put them through? What options do you have if you decide your current rental isn’t working?

Be sure you read the lease very carefully before signing. You’ll need to know the length of the lease and the cost, of course, but you also want to be sure the maintenance and repair options meet your needs. Check for upgrade and downgrade options, too. You don’t want to get locked into paying for a copier that doesn’t meet your needs. 


Service and Maintenance Support

You will want to learn as much as you can about how a leasing company provides services and maintenance. How often will they come to inspect your machines? What’s their response time for an emergency? Once you’ve reported a problem, how long does it take for them to come to your location and make repairs? Can you get a temporary loaner if your machine has to be taken offsite for repairs?

Preventative maintenance is another key factor that you need to ask about. Will the company regularly come to clean your machine and check for wear and tear? Preventative maintenance helps prevent sudden malfunctions, which in turn, reduces downtime. If you can make the choice to power down your copier for an hour for maintenance, you can let your employees know ahead of time. That’s a much better option than the copier suddenly going down during the busiest time of the day.

Finally, ask about training. Will someone come onsite to walk your employees through the process of using the copier? Is there a phone number or email address they can reach out to if they have questions? 

The leasing company should be willing to provide all of this information, but you should be sure to look for it in reviews, too. For example, reviewers are much more likely to provide accurate response times, especially if a company doesn’t get back to them quickly. 


Equipment Brands and Models

If you’re looking to lease a specific brand or model, you’ll want to work with a company that has them. On the other hand, if you don’t know what brand or model you want, you want a company that will help you make that decision. Leasing companies may not offer every brand and model on the market, but they should have a good selection for you to pick from.

You should also do a little research into the brands and models they offer. How old are these models? You shouldn’t expect a leasing company to have anything but the newest models, but you also should avoid companies that only offer models that are several years old. They should have a good mix, and they should provide you with a plan to replace older copiers if you’re looking for long-term leasing options. 

It’s also vital that the machines you’re leasing are fully compatible with the equipment you already have. If you’re leasing a copier that will also serve as a printer and scanner for your computers, it needs to be fully compatible with your network and the computers you’re using. You may have specific security needs, too, that your industry requires. Those in the medical field, for example, may need to have print jobs queued up and only printed once they are at the machine and enter a code. 


Pricing and Hidden FeesMake Sure You Search For Hidden Fees

While pricing shouldn’t always be the deciding factor when it comes to leasing equipment your company will need to rely on, it does often impact that decision. It’s very unlikely that you have an unlimited equipment budget, so you need to know exactly how much you’ll be paying to lease color copiers and other items. If the leasing company doesn’t provide you with transparent, upfront pricing, they may try to spring hidden fees on you later.

Their pricing structure also needs to include all of the information about maintenance, including any preventative maintenance and service calls. Is there an extra fee for requesting same-day service? Are there any weekend service options, and is there an upcharge for that? What about upgrade or even downgrade costs? What if you decide to terminate the lease early? Some companies charge early termination fees, so be sure you know what the cost could be if you break the contract early.

All of these costs should be provided to you upfront and before you sign any contracts. If the company isn’t willing to give you this information, consider going with another option. 


Common Sense Business Solutions Is Ready to Help You with Your Copier Needs

Overall, finding the best copier leasing company isn’t difficult if you do a little research and ask the right questions. Always look up user reviews or reach out to other business owners to ask for recommendations. Be sure to ask about pricing, available brands/models, what your lease will include, and what type of support you can receive. With this information, you’ll be able to make the most informed decision possible. Just take your time, and don’t make a decision without all of the information.

Common Sense Business Solutions has a wide range of copiers for lease, including both color and black and white options. We offer fully transparent pricing as well as support when you need it. To learn more about our leasing options, reach out to us at 707-528-2151 today.