Every business needs at least one copier or multifunction printer. Some businesses only need to print a few things every now and then, while others may have high print volumes daily. Either way, purchasing a business-grade device can be very costly. You can tie up a good amount of operating capital, plus spend more money on maintenance and repairs.
This is why many business owners decide to lease instead of buy. Leasing makes it much easier to upgrade, doesn’t involve spending a large sum of money at once, and creates predictable monthly costs.
If you’re thinking about leasing for the first time, you might be worried about negotiating contracts, determining which machines you need, and understanding service agreements. Let the team here at Common Sense Business Solutions (CSBS) walk you through the process and make it clear why leasing a Konica Minolta device is the right move.
Step 1: Assess Your Business Needs
Before looking at devices or comparing hardware features, you need to know exactly what your business needs are. You may not need a device that can print over 10,000 pages in a month. You may not need a color copier. However, having a scanner with an automatic feeder tray might be something that would save your team a good amount of time. Choosing the right machine to lease begins with clearly understanding your daily needs.
The first thing to determine is your print volume. To do this, start with looking at your monthly printing habits. How many reams of paper do you use in an average month? If you get a copier that is rated for 5,000 pages per month but print over 20,000 pages, it’s going to wear out the printer more quickly and potentially lead to unexpected hardware failure.
Another thing to consider is whether you’re printing mainly in black and white or if you need to print a lot of color. If you’re doing memos, invoices, and other documents, you may not need to make color copies. On the other hand, if you’re creating marketing materials, client proposals, or artist renderings, you may need full-color capability. Ly,
Finally, what features do you need? Will you need to have a scanner that can scan front and back automatically to convert double-sided documents? What about finishings? Do you need a device that will automatically staple, hole-punch, or create booklets? What about cloud storage? Would it be helpful to be able to scan directly into a cloud storage platform such as Microsoft OneDrive or Google Drive? Today’s multi-function devices have all of these options and more.
Step 2: Choose the Right Konica Minolta Equipment
Once you understand your needs, the next step is to match up those requirements with the right Konica Minolta model. Their award-winning bizhub series of multi-function devices offers solutions tailored for every business size.
- Small businesses with fewer than 10 users will find the A3/A4 Desktop Systems offer a compact footprint, low energy consumption, fast output, and an intuitive interface.
- For those with up to 50 users, the bizhub i-Series provides high-speed scanning, strong security, cloud connectivity, and modular paper trays.
- For companies with over 50 years who have a high monthly print volume, the bizhub high-capacity production models offer heavy-duty printing, advanced color options, commercial paper finishing, and more.
When you partner with CSBS, we’ll work closely with you to determine what you need. We’ll analyze your monthly output to help you determine which Konica Minolta model will meet your needs the best.
Step 3: Understand Lease Terms and Structure
We know some business owners are concerned about understanding a complicated lease agreement that’s full of legal terms. Our leases are designed to provide full transparency, and we’ll gladly answer any questions you have before you sign anything. Here are some of the basics of a commercial copier lease:
Length: Typically, copier leases run from 24 to 60 months, though other options may be available.
Structure: Leases can be structured either around fair market value (FMV) or $1 buyouts. The FMV lease is the more popular option. It provides lower monthly payments and allows you to upgrade the device at the end of the term, so you don’t have to worry about outdated tech. The $1 buyout lease, on the other hand, is ideal for those who want to keep the leased device after the lease period ends.
Maintenance and service coverage: One major advantage to leasing through CSBS is that maintenance and repairs are included. According to research from IDC, print-related security issues and unexpected device breakdowns can lead to significant operational delays and lost productivity. Our service agreements include toner supply, replacement parts, regular maintenance, and local tech support as part of the monthly fee.
Step 4: The Application and Approval Process
You don’t need to put off upgrading equipment because of paperwork. The entire process of leasing through CSBS is simple. We do our best to keep paperwork to a minimum and to make it clear and easy to understand. Once you’ve completed a simple application process, you’ll have a decision within 48 hours. Then it’s simply a matter of determining the right office equipment for you and signing one of our transparent lease agreements. There are no hidden fees or extra steps.
Step 5: Delivery, Professional Setup, and Staff Training
Once you’ve selected the devices you want to lease, we’ll set a delivery date. When your new Konica Minolta machine arrives, we’ll handle everything:
- We unbox, position, and configure your devices so you can begin using them right away.
- We’ll integrate the devices with your office network, ensuring the IP addresses are assigned correctly and all necessary print drivers are installed.
- We configure the device to access your cloud storage and set up firm-level security systems.
- We provide comprehensive, hands-on user training for your team, ensuring that everyone feels comfortable with the new technology.
Step 6: Ongoing Support and Future Upgrades
When you purchase office equipment, the retailer is done once you have paid and walked out the door. With CSBS, we’re here as your local partner for as long as you have a lease. This means we’re providing you with proactive maintenance, technical support, and end-of-term transition. We will schedule regular maintenance visits to ensure to reduce the risk of unexpected issues. W’’ll work with you to determine how much toner you need and deliver it timely.
If you do have a technical issue, our team will be there to provide on-site troubleshooting. We know if your equipment is down, it’s going to affect your workflow, and we will do everything possible to prevent that. This includes providing you with a replacement machine if we can’t get your current one back up quickly.
Frequently Asked Questions (FAQs)
Q: What happens if our printing needs change significantly mid-lease?
A: Our leases are flexible. If your needs change unexpectedly, we can restructure your lease agreement to upgrade or even downgrade your Konica Minolta model based on those changes.
Q: Are toner cartridges included in my lease payment?
A: Yes! We will deliver new toner cartridges on an agreed-upon schedule, and you won’t pay anything extra. It’s included in the lease.
Q: What protection do we have if the machine does not perform as expected?
A: All of our leases are backed by our 100% money-back customer satisfaction guarantee. If your equipment doesn’t perform as it should, we’ll resolve the issue or replace the equipment at no extra cost.
Partner with CSBS for Your Office Technology Needs
Leasing a copier shouldn’t feel like a stressful, confusing task. By partnering with the right local expert, upgrading your office equipment is a straightforward, simple process that gives you and your team the Konica Minolta technology you need as well as predictable monthly expenses and free capital to use to grow your business.
If you’re ready to streaming your office workflow and avoid high capital expenses, Common Sense Business Solutions is here for you. Download your free guide to leasing to learn more, then reach out to CSBS today to discuss your unique office equipment needs.
