Tips For Saving On An Office Copy Machine

The total cost of an office copy machine depends on the features you choose, the billing program used, and the materials the machine requires. Some businesses purchase just a machine, and then pay for service and supplies costs separately. Most vendors offer Cost-per-copy, or CPC programs, the compute all costs as one monthly bill. Purchasing equipment separately might yield a better deal on a used or recycled machine.

Equipment Costs Copier machines can range in cost from under a thousand dollars to tens of thousands or more for a higher quality machine. A good way to save money on a printer copier is to buy a used machine or one with recycled components. Make sure you have a maintenance plan in place if you don’t have a warranty on the machine. Purchasing a used copier machine is like buying a used car- you can always try to negotiate to get a better deal. You should also see if the used machine can be upgraded to incorporate more memory or to add features (adding trays, etc.) if necessary.

Consumables and Supplies
Supplies such as paper, ink, and toner should be included in the cost of owning a machine. These materials can be purchased from the copy machine vendor, or from a separate source, such as Staples or Office Depot. There are several different online retailers that offer delivery options and automatic shipment plans, so you can plan your costs in advance. Most traditional copier supplies are made of harsh chemicals and can require special disposal procedures, such as arranging for pickup or sending used components back to the manufacturing company for disposal. “Green” materials are easy to find if you want a more ecologically friendly option, and they are usually cheaper. Using an all in one printer scanner also cuts supply costs, because you can store documents electronically and print less often.

Maintenance and Service Costs
When you purchase a new machine, you might be eligible for a warranty or included service contract. If you lease a machine, most vendors will require that you sign a maintenance or service agreement. Though you can purchase a warranty for a used machine if the factory warranty has expired, it’s a good idea to figure out how much the warranty will add to the cost in the long run. Often paying for maintenance out of pocket can be cheaper, especially in the cases of used machines. Maintenance contracts can offer the use of a “loaner” machine in the event of repairs, and specify time guarantees for when a broken machine will be fixed.

It’s important to consider all potential costs when making an investment in any office machine. Copier machine vendors will usually try to “sell” you to the most expensive option. By comparing quotes for equipment, supplies, and services from different sources, you’ll be able to get the best deal.