Copiers are an important part of modern businesses. Having a hard copy of a receipt, document, or other paperwork is still very important. Today’s copiers do more than just copy, too—many are all-in-one devices that serve as your printer, copier, and fax machine. They’re designed for multiple users, have security features, and can handle a large print volume. However, purchasing a black and white copier isn’t always as simple as it should be, and buying a color copier can be even more challenging. 


Rather than buying one of these machines, it’s often much easier to lease. That’s where Common Sense Business Solutions comes in. We offer a wide range of copiers for lease in Sonoma, Marin, and Napa Counties.  Why lease? You can avoid the different problems that come with purchasing a business copier. Here are the eight biggest problems many business owners face when buying a copy machine.


Lack of Assessment and PlanningMan confused while looking a a laptop


The first problem many businesses face when purchasing a copier is that they don’t know what type of copier they need. They don’t know how much they print, how much ink they may use up, or even if they need a black and white or a color copy machine. Should you buy a copier or a multi-function machine? How many copiers do you need? 


In addition to buying a copier for now, you also need to think about the future. Many business owners are only looking at their current print volume and features that they know they need right now. How will this change in the future? Will you outgrow one copy machine? Will you need color copies? How will your print volume increase? If you pay a lot of money for a printer now and find that it doesn’t get the job done in a few years, it can feel like you’ve wasted a lot of money.


Limited Budget Allocation


Copiers can be very expensive, especially multi-purpose copiers. If you don’t have the budget for the machine you need, you may end up buying a copier that can’t do everything just so you have one that will do something. That’s not a great investment since you’ll end up replacing it as soon as you have the money to buy the copier you really need. This can also frustrate your employees and customers as the copy machine cannot provide the features you really need.


You could also end up buying a lower-end copier. These machines often have more problems, leading to higher maintenance costs. They may use up more ink or have smaller ink cartridges, which means you have to replace them more often. In the end, you may have to replace this cheaper, low-quality machine within a few years, which isn’t a good return on your investment.


Inadequate Research and Product Knowledgemagnifying glass over the word research


What do you really know about copy machines? While it’s true that all of the copy machines you look at will make basic copies, that’s about all they have in common. Different brands and models offer different features, warranties, and values. 


There are a lot of websites out there that review copiers, but they don’t always agree on what features are the best or what brands are worth considering. The problem is that there’s no way to try one of these devices before you buy it. You could realize the copier that had high reviews for small offices simply isn’t the right choice for your office. What can you do after you’ve used it for a month? You may not be able to return it. 


If you lease a copier, though, you often do have the option of upgrading or downgrading at any time. If after a month you determine the machine you leased isn’t what you need, you simply call us and change to an option that’s a better fit.


Hidden Costs and Maintenance Expenses


When purchasing a copier, many people make the mistake of only accounting for the cost of the machine. However, you have to remember that the toner that comes with the machine is often not full. You should always purchase at least one more toner cartridge right away, so you have to include that cost. If you purchased a color copier, you’ll need to buy one replacement cartridge for every color. Most color copiers have four cartridges, so you would need to buy one of each. 


You also need to budget for maintenance and repairs. There are parts of a copier that you may not realize exist, such as the drum, that can need replacing over time. Over time, these costs do add up. You also need to budget for repairs and for the increasing cost of consumables. Suppliers may stop carrying supplies for older models as new ones come on the market. This can make it more difficult and expensive to find the supplies you need for an older copier.


Inefficient Workflow Integrationwoman upset at office desk


Do you know how the copier you plan on purchasing will fit into your current workflow processes? If it’s internet-capable, will it easily connect to your network without any issues? If not, how will you make use of it? Where will you put the machine, and who will have access to it? Will anyone have to go out of their way to use the copier? All of these things are concerns that you need to think about when purchasing a new machine.


Leasing a copier, on the other hand, gives you more flexibility. For example, if the machine won’t work with your current network, you can reach out to the leasing company and swap it for one that will.


Lack of User Training and Support


When you buy a new copier, you only get the instruction manual that comes with it. You don’t usually get any training or other instruction. This means you’ll have to learn how to use it yourself. You may be able to find some information online, but even that information may not answer the questions you have. Without someone to answer your questions about the copier, you and your employees may become frustrated. This can also lead to a decrease in efficiency since you may not know how to quickly have the machine do what you need it to.


Limited Warranty and Service Options


Copiers often only come with limited warranties. These warranties may only cover a short amount of time or specific issues. The manufacturer may not have great customer service, either. Even returns can be difficult if you purchase the copier through a distributor and not from the manufacturer. You may have to ship it to the manufacturer instead of returning it to the vendor. That can be costly. 


Depending on your location, it may be difficult to find a maintenance service that will work on your copier. These services may only offer maintenance and repairs on the most popular copiers, which can make it hard to find someone to work on certain machines.


Security Vulnerabilitiesdial saying security


Finally, a major issue that some business owners don’t think about is security. If someone sends something to your multi-function copier to print, can anyone who walks by pick it up? Is it possible for a hacker to access your copier’s logs or the print files it has stored? If you’re in certain industries or deal with certain information, a data breach can be incredibly costly. For example, if you deal with healthcare records or personal financial data, any breach can result in high fines and loss of business. 


Buying a printer without knowing your needs, information about each model, how to secure your data, and whether or not you can easily get maintenance can result in spending money you don’t need to spend. You may over-purchase, spending a lot on a copier that does more than you need. You can under-spend, which often results in buying a new copier sooner than you’d like.


Leasing a copy machine through Common Sense Business Solutions allows you to sidestep all of these problems. Our team will work closely with you to determine what type of copier you need, and your maintenance and customer service staff are here to ensure your copier is functioning correctly and that you understand how it works. 

Ready to learn more about leasing a copier? Then we encourage you to contact us today!