If your office is in need of a copier, your first impulse is likely to buy one. After all, why would you lease a copier when you could own one? It seems like a simple decision, but there’s actually more to consider than the purchase price of the machine. There are a number of hidden costs to owning a copier in California that add up quickly, making the decision to purchase a machine more complex than it initially seemed.
Common Sense Business Solutions is here to help you understand these hidden costs so the question of purchase versus lease is much clearer. Once you have all the information in front of you, you may be surprised to see that leasing a copier very well may be the better long-term solution as far as costs go. Let’s pull back the veil on these hidden costs.
Understanding Hidden Costs
There are four hidden costs that can quickly add up and seriously impact your budget:
Energy Costs
Copiers, like all machines, use energy. This is true even when they’re in rest mode. As long as the machine is plugged in and turned on, it’s drawing power. Printers that are not energy-efficient are going to quickly impact your utility bills. If you purchase one of these copiers, you’re now stuck with a power hog of a machine.
Leasing a copier, on the other hand, has a few energy benefits. First of all, CSBS offers a wide range of copiers that are all Energy Star certified. This means that they won’t draw a ton of power and have features such as sleep mode or an automatic shutdown option after they go unused for a specific amount of time. By leasing, you also have the option to update your copier. You can swap out a more energy-intensive machine for one that better fits your needs and uses less energy.
Maintenance and Repairs
Have you calculated how much you’ll need to budget for maintenance and repairs for your copier? When you own the machine, you’re wholly responsible for all repairs and other work done on it. This can quickly add up, and the costs here are more than just what you’re paying a technician. You also have the costs associated with not having a copier for however long the repairs take. This could mean you’re without the equipment for days or even weeks.
By leasing, this isn’t an issue. Many leases, including those offered by CSBS, include regular maintenance and repairs in the monthly cost. If something goes wrong, you just call us. If it looks like your copier will be down for more than a few hours, we can provide you with a temporary replacement while we get the parts needed. You won’t have to go without a critical piece of office equipment for long, so you won’t have to worry about inconveniencing customers or getting behind on paperwork.
Toner and Ink Cartridges
Toner and Ink are major ongoing expenses. If you make a lot of copies, you may go through several in a month. These cartridges can cost anywhere from $50 to $100 or more, depending on the model of copier and the type of cartridge. High yield cartridges cost more, but they also print more pages before running empty. The price is for one cartridge, too. If you make a lot of color copies in a month, you may need to buy four of these cartridges. This means you may end up spending around $400 just on toner. If you run out in the middle of the workday and don’t have backup toner, you may not be able to make any copies until you get new toner.
Again, leasing offers a way around this issue. CSBS offers a set number of toner cartridges with each leased copier. We will help you determine how often you need new cartridges and work that into the monthly cost. You’ll receive new toner regularly, so you don’t have to worry about running out. We also make certain you always have an unopened set of toners on hand so you won’t run out unexpectedly.
IT Support
Modern copiers are more than just simple machines that make duplicates of whatever is placed on the plate. They’re complex devices that can copy, print, and fax as well as collate, staple, duplex print, and more. They connect to your office network and can be used wirelessly from phones, tables, and laptops. Many have optional security features that allow employees to send documents to the print queue and hold them until a code is entered. This ensures that no one can simply walk up and look at documents you’ve sent to the printer, which is often necessary for security.
All of this technology is very helpful, of course, but more complexity does mean more issues to troubleshoot. If you purchased a copier, it’s on you to figure out how to connect it to your network and make use of all of its features. When you lease a machine, however, that’s not the case. You have access to our technicians and other experts who can help you set up and troubleshoot your copiers. This is all included in your leasing agreement, too. It’s not an extra cost.
The Impact of Hidden Costs
These costs all quickly add up, leaving your copier budget ballooning out of control and your overhead costs increasing beyond your estimates. This directly affects your bottom line and your overall profitability.
Having copiers down for repairs for days or being out of toner impact your efficiency. The same is also true of a copier that’s outdated or doesn’t have the functions you need. It reduces how quickly your team can work, leads to wasted time, and can impact how customers view you.
Finally, there’s the environmental impact. Older copiers use more power and toner, increasing your carbon footprint and the amount of waste you generate.
Copier Leasing from CSBS Eliminates these Hidden Costs
Leasing offers a way of avoiding these hidden costs. By leasing a copier, you don’t have to worry about being stuck with a machine that doesn’t do what you need or that becomes outdated. Leasing through CSBS ensures that maintenance repairs are always just a phone call away, and you never pay extra for them. We provide regular toner, too, so all you have to budget for is the paper you’re printing on.
Our leases also give you the option to upgrade or swap out machines. If you decide that the copier you currently have can’t keep up or doesn’t have the functions you need, just reach out to your CSBS rep and discuss your needs. We’ll help you find the right copier and adjust your lease as needed to swap it out. You can even downgrade machines if you don’t need all the features your copier has or if you’re being forced to tighten your budget.
When you’ve leased a copier from CSBS, you know exactly what you’ll pay every month. This cost isn’t going to change, so you can more accurately budget your costs. Whether you need to lease one basic copier or several multi-function machines, we’re here for you. With our copiers, you’ll be able to avoid hidden costs while providing your team with the equipment they need to work efficiently. Reach out today to learn more.
