Office Copier Secrets - 4 Ways to Save Significant Money on Your Business Digital Printer Copier

Here are 4 insider-secrets to the copier world.  Four ways to save significant amounts of money by the end of the week.  Your local dealerships do not want you to know what is about to be exposed to you.

1) Upgrade Your Copier Today.  Even if you signed a 60 months lease, you can normally upgrade it around 36 months - giving you a new copier, with the newer technology and a lower cost per copy, for the exact same price you are paying now - and maybe even a bit less.  You can do the same thing on a 36 month lease at around 27 months.  Reps do this all the time for companies.

You can fill out what is called a "Copier Pre-Quote" survey which tells your local reps what you want in your next machine (without having to spend hours in initial meetings with reps).  It is like a Request-for-Proposal.  You tell them the features you want and they email you back a quote.  It tells them that you are all about price and will immediately knock about 20-30% off of the prices.   (For the average copier of $8000, that's a $2000 savings!)

Once you have some numbers in hand, then you should ask the reps to help you upgrade, trade-in or ship back your old copier, which they will be more than happy to do.

2) Shop Your CPC.  Don't estimate the power of pennies!  That is, find out what your current cost per copy is.  Don't look at your original contract because most dealerships will raise the cpc each year.  So if you are the average small business office which prints about 10,000 black & white copies, prints and faxes each month at about a penny a copy, then you'll be spending $100 a month on your service agreement.  If you throw 1000 color copies into the mix at $0.08 a print, then that's another $80/month.

Now, you need to understand that copier dealerships give most of the profits of selling the machine to you, to the copier rep.  They don't make money on the box, neither does HP or Dell or Lexmark.  They make money on toner!  So believe me, they want to keep/winning your business!

With this in mind, now go ask another dealership in your city (which services your brand of copier) what their rates would be if you switched to them (because the lease contract for the copier is NOT tied to the service contract usually, so you can cancel the service contract at any time).  Let the reps compete with each other to drop that cpc as low as it will go, and get the sales/service managers involved because they know that they make money on cpc's.

If you just get them to drop the cpc down 20%, then that would be $0.008 (80% of a penny), per B&W copy and $0.06 for a color copy - bringing your monthly total from $180 down to $140!  (Over the year, that's a $360 savings.)

3) Now Get Them To Lock-It In.  Here's the power-punch.  Get them to LOCK-IN the cpc for as long as you have the copier to seal the deal.

All prices go up - health care, education, gas - and even your copier toner.  You can ask the rep to lock-in your CPC price for the length of the lease and it will save you LOTS of money.  Each year, with normal inflation, your copier dealership will raise their prices anywhere from 10-30%, and with gas prices soaring, maybe even more.

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How to Buy the Right Copier

Definitions

Business class copiers-Not sold in office club stores.  Sold by knowledgeable and reputable dealers. Designed for higher volumes and dependability.

Office club copiers & personal copiers -Sold in office club stores i.e. Office Depot, Office Max and Costco... For personal and low volume customers.

Cost of Equipment

The cost of a copier can be quite expensive.  Just shopping for price and buying one on cost alone can be misleading and can end up being more expensive in the long run.  This is especially true if you make thousands of copies per month.  You could be paying three times the amount of the price of the copier in toner and supply costs.  It doesn't matter if you are buying one for a business or for personal use.  The first thing you should do is research the cost per copy.

Volume and Cost per Copy

When purchasing a copier you must first research your monthly copy volume.  This is the first step in choosing which copier is right for you.  One easy way to determine this is to think of how many reams of paper you use per month.  Each ream is 500 sheets.  Just multiply that by the amount of reams that you use and you have a fairly accurate assessment of your "copies per month."  The reason you must know this is because it helps you determine you're "cost per copy."  This is how much it will cost you every time you press the copy button.  Now, you take the price of the toner and divide that into the estimated yield and you have your cost per copy.  Example: The toner cost is $100.00 and the yield is 10,000 copies.  Your cost per copy is.01 cents per copy.  Office club type copier supplies are almost always more expensive than a business class type copier.

Service and Repair, Service contracts

Most copier service companies, (not affiliated with office clubs) will not provide you an onsite service contract on an office club copier.  This is because they don't sell them.  Office club stores will normally offer extended warranties but coverage may not be complete.  For example they might not cover the toner or they won't cover on-site service.  I have had customers call me and tell me that they had to ship the machine off to have it repaired and that they didn't even get the same machine back afterward. They received a replacement machine.

Many times a business class copier service contract that covers parts, service, and toner and supplies (everything except paper) is less expensive than the toner costs on a personal copier.

Automatic Document Feeder and Feed Systems

Document Feeders

An automatic document feeder is the feeder that automatically feeds your original documents one at a time so you don't have to stand there and lift the lid each time you have a stack of originals to be copied.  Not all document feeders are created equally.  There are many different mechanisms that feed, separate and eject the originals on all of the makes and models of copiers.  Business type copiers have much better mechanisms than personal copiers.  When you are in business and you make lots of copies and sets of copies it is frustrating when you can not count on this feature to work dependably.

The most common problems are multi-feeding and jamming.  Multi-feeding is when the feeder pulls in more than one at a time.  Most of the time the copier will not let you know this happened.  It will not show a jam and you may not realize it did this until you are in the middle of your very important meeting and you have some missing pages.  Paper jamming is another problem where it doesn't pull the paper through correctly and jams.  This is also very frustrating.

Feed Systems

Feed systems are the rollers and mechanisms that pull in your copy paper to make copies.  Paper jams are the most frustrating thing that a person can have with a copier.  Office club type copiers have inferior systems that feed the paper in and as you make larger copier runs, the dependability is much less than a business type copier.  I am speaking of my experience of over thirty plus years in the industry with copiers on both document feeders and feed systems but there are exceptions and some personal copiers work just fine.

 

Quality and Longevity

Quality of the copies being made has really improved over the years especially since the digital evolution.  There really is not much difference in copy quality.  I have seen personal copiers that have just as good resolution and copy quality as a very expensive business copier.  When it comes to the quality of manufacturing, sturdiness and just plain quality of the equipment you can see a big difference.

Business type copiers are built to last.  It really depends on your copy volume as to how long each machine will last.  Business copiers are built to last the monthly duty cycles that the manufacturer has designated.  Though sometimes I feel that they over estimate these amounts.  There are applications where a personal copier will need to be replaced in only one year next to a business type copier that will last seven to ten years, really!

Conclusion

Buying a copier can be expensive, but buying the wrong copier can be a waste of money.  By doing your research ahead of time you can save money and use your copier for many years with few problems. Finding a dependable company to service your machine is just as important as buying the right machine.

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Copier Toner Gives Your Copies the Best Look Available, So Do Not Forget to Use It

In the same way that businesses need proper printer supplies to keep their printed papers looking great and professional, the same is true about copiers and their supplies.  Many people do not consider that it is important to have the best supplies for all technological machines in the office because this reduces the risk of having bad printed projects that you then hand out to clients or important prospective clients.  One of these small things to consider is the copier toner.  Just like the ink in the printer, the toner in the copier is there to make sure that the printed image or words on the paper will come out like they should.

Toner in general always refers to a light powdered mixture of plastic, carbon, and color compounds to form the color as either black, or in color toner, the shades of cyan, magenta, and yellow.  This fine powder is always stored in a plastic tube-shaped container that fits inside the copier.  When you are going to make a copy, the toner powder gets heated up and fused on to the paper by a series of hot rollers.  This is available only through the laser technology in the copier or printer.

It is extremely important to know exactly what type of copier that the office or the home has before purchasing copier toner cartridges.  The consumer must know because only copiers that use a laser printing technology are actually allowed to use the powdered toner ink to make the copies of whatever you need.

If that is not the case, one must consider the size and speculations of the copier in question.  Making sure that you buy the right size of toner cartridge will cause you less headaches since you will not need to return it after buying it.  If you get the correct type size of toner cartridges, there will be better luck having a great printed image.  Considering all of this, you should have an easy time of purchasing your copier toner.  Different types of ink can get confusing to tell apart.  Your biggest help will be if you know what type of printer it is that you have.  When you can figure that out, then start buying the correct ink.

Using a copier in the office makes multiplying documents so easy.  Plus, you are not taking up time printing many copies of something when you can just make copies at a later date.  If you have that advantage, you should take it.  Things will run more smoothly in the office if you do.

The laser technology, is the reason the copier toner cartridges can tend to have a higher price than say, toner of other types.  This is something that you will see, but you can stop if you know where to shop. There are plenty of retail stores online that can give you comparable prices to those brick and mortar stores.  Finding the right copier toner will be an easier job once you tackle the task of shopping around for the one you need.

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