There are many different options to consider once you decide to buy a copy machine. Amongst the questions you might ask is whether it makes more sense to buy copy machine or lease copy machine. Another key question is whether you are better served to look at a brand new copier or whether you should consider used copiers. I think that for many if not most companies that either is a viable option and you should probably consider both to determine the best scenario to fit your needs.
The obvious appeal in regards to a used copy machine is that you can generally acquire a lot faster, more feature rich machine for a lower price when compared to a brand new copier. Listed below are the 5 questions that you should ask to determine if a used copy machine is right for you.
- When considering a used copier I would ask how long and how effectively the service provider is able to support the used machine. I would suggest asking for a written commitment in regards to the length of time the copier service provider will provide a maintenance agreement. The ability to maintain ongoing maintenance support is a key factor regardless of which copy machine you choose.
- When considering a used copier ask what the per page cost is for the maintenance agreement. Most copier maintenance agreements are based on a cost per page formula i.e. each black print that you produce is billed at $.01 each and each color print is billed at $.06 each. When considering a used copy machine ask if the copier service provider is offering the same per page rates on the used machine as they would offer on a new machine. If you are paying less to acquire the used copier but paying more for the maintenance than the higher maintenance might offset the savings of the lower acquisition cost. Many copier providers offer the same pricing on both new and used copiers but it’s always a good idea to check.
- When considering a used copier I would ask for testimonials and references of other companies in your immediate area that have purchased the same used machine and I’d ask for permission to contact several of these companies to see how the machine has performed and what level of support they have received. If the reviews are positive you may well benefit from saving money with a used copy machine.
- When considering a used copier I would ask if leasing is still an option and I’d confirm whether you would receive the same lease rate and lease terms available on the used equipment as you would have available on new equipment. In the event that you prefer a shorter lease term a used machine can potentially afford you the ability to choose a shorter lease term at a lower cost due to the fact that the price/value of the used copy machine is less expensive.
- When considering a used copier I would ask if there is any potential to have additional accessories included without adding to the cost of the proposed machine. Often with used copy machines you can negotiate to have additional accessories added such as automatic stapling kits, hole punch kits, fax kits or additional paper drawers. One of the main benefits of buying or leasing a used copy machine is that you can often get these value added features without paying an additional cost.
In summary, I would always recommend reviewing a used copy machine as an option. If you receive positive feedback in response to the 5 questions outlined above than a used copy machine might prove to be the best choice for your business. After all, a copier simply needs to do the job and if you can get a system that will perform the same tasks at a lower price than this is something that I would strongly consider.
Frequently Asked Questions: Buying or Leasing a Copy Machine
1. Is it better to buy or lease a copy machine?
The decision to buy or lease a copy machine depends on your business needs and budget. Leasing offers lower upfront costs and the flexibility to upgrade to newer models. Buying a copier, on the other hand, can be more cost-effective in the long run and provides ownership, which means no recurring payments. Evaluate your company’s financial situation and printing needs before making a decision.
2. What are the benefits of leasing a copy machine?
Leasing a copy machine provides several benefits, including lower initial costs, the ability to upgrade to newer technology, and predictable monthly payments. It also includes maintenance and support in the lease agreement, ensuring that the copier stays in good working condition. This option is ideal for businesses looking to manage cash flow and stay current with the latest technology.
3. Should I consider buying a used copy machine?
Buying a used copy machine can be a smart choice if you’re looking to save money. Used copiers often come at a fraction of the cost of new ones and can still perform all necessary tasks efficiently. Ensure you verify the machine’s condition, maintenance history, and service support to avoid potential issues. This can provide a cost-effective solution for businesses on a tight budget.
4. What should I look for in a used copy machine?
When considering a used copy machine, check the machine’s condition, total page count, and maintenance history. Ensure that the service provider offers a maintenance agreement and that parts and supplies are readily available. Ask for testimonials or references from other customers to gauge the reliability of the machine and the service support provided.
5. Can I lease a used copy machine?
Yes, leasing a used copy machine is often an option and can be more affordable than leasing a new one. Leasing terms for used machines may be shorter and more flexible, allowing you to save money and still access high-quality equipment. Verify the lease terms and ensure they include maintenance and support to avoid unexpected costs.
6. How do maintenance agreements for used copiers work?
Maintenance agreements for used copiers typically cover parts, labor, and supplies, billed on a cost-per-page basis. It’s important to ensure that the per-page cost for a used machine is comparable to that of a new machine to avoid higher operational costs. A good maintenance agreement ensures your used copier stays in good working condition without unexpected repair expenses.
7. What are the cost benefits of buying a used copy machine?
The primary cost benefit of buying a used copy machine is the lower purchase price. You can acquire a higher-end model with more features for less money than a new machine. This can be particularly advantageous for businesses needing advanced features without the high cost. Ensure that the machine is in good condition to maximize savings.
8. What accessories can I get with a used copy machine?
When negotiating for a used copy machine, you can often include additional accessories at no extra cost. These might include automatic staplers, hole punch kits, fax kits, or extra paper trays. This added value can enhance the copier’s functionality and efficiency, providing more features without a significant increase in price.
9. How does the proximity of the service center affect copier support?
The proximity of the service center is crucial for timely copier support. A nearby service center can respond quickly to repair calls, minimizing downtime and maintaining productivity. Ideally, the service provider should be within 30 minutes of your location to ensure prompt service, especially in urgent situations.
10. How important is the reputation of the copier service provider?
The reputation of the copier service provider is vital for ensuring quality support and reliable maintenance. Look for testimonials and reviews from other local businesses to gauge their satisfaction with the service. A provider with a good reputation is likely to offer consistent, high-quality service, reducing the likelihood of prolonged downtime and ensuring your copier functions efficiently.
