Don’t Get Stuck with the Wrong Copier
Buying or leasing a copier for your business is a big decision. The right copier saves you time, money, and frustration, while the wrong one can slow down productivity and rack up hidden costs.
Many businesses make the mistake of not asking the right questions before signing a copier lease or purchase agreement. Copier sales reps may push what they want to sell, but your goal is to get the best copier for your business needs.
Before you commit, here are the must-ask questions to make sure you’re making the right choice.
1. What’s the Total Cost of Ownership? (Not Just the Monthly Payment)
🚩 Why ask this? Some copier leases seem cheap upfront but have hidden costs that add up over time.
✅ Follow-up questions to ask:
- Does the price include maintenance and toner?
- What’s the cost per page for black & white and color prints?
- Are there overage fees if we exceed our print limits?
- What’s the cost of replacement parts after the warranty expires?
💰 Pro Tip: Look beyond the monthly payment—factor in supplies, service, and long-term costs.
2. What Happens When the Lease Ends?
🚩 Why ask this? Copier leases aren’t like renting an office space—they are financing agreements with a bank. That means when your lease ends, the copier isn’t just “returned”—the bank must be paid off first.
✅ Follow-up questions to ask:
- What happens when the lease ends—do we own the copier, or do we have to return it?
- Are there return fees, even if we renew with you?
- If we don’t renew, who handles the return shipping, and what are the costs?
- What if we need to move the copier to another office? Are there relocation fees?
- Are there fees for paperwork or lease buyout processing?
📌 Pro Tip: If you’re thinking about leasing, make sure you fully understand the end-of-lease process. Some contracts have automatic renewal clauses or require written notice months in advance to avoid extra charges.
3. How Fast Is This Copier, and Can It Handle Our Volume?
🚩 Why ask this? A copier that’s too slow or not built for high-volume printing will frustrate your team.
✅ Follow-up questions to ask:
- What’s the print speed in pages per minute (ppm)?
- What’s the monthly duty cycle (how much can it handle)?
- Does it support high-volume scanning?
- How many paper trays does it have?
📌 Rule of Thumb:
- Small offices (under 3,000 pages/month): 25-35 ppm
- Mid-sized offices (3,000 – 10,000 pages/month): 35-50 ppm
- High-volume offices (10,000+ pages/month): 50+ ppm
4. What Security Features Does This Copier Have?
🚩 Why ask this? Copiers store copies of your printed and scanned documents—without security, that data can be hacked.
✅ Follow-up questions to ask:
- Does this copier encrypt data before storing it?
- Can we set up secure print release (PIN codes or keycards)?
- Does it comply with HIPAA, GDPR, or other regulations?
🔒 Best Features to Look For:
✔ Secure print release (prevents unauthorized access)
✔ Automatic data wiping (clears memory after jobs)
✔ User authentication (PINs, keycards, or passwords)
✔ Network encryption (protects scanned files in transit)
5. What’s Included in the Service & Maintenance Agreement?
🚩 Why ask this? Some copier vendors charge extra for things like emergency repairs, toner delivery, or after-hours support.
✅ Follow-up questions to ask:
- Does this include unlimited service calls?
- What’s the average response time for repairs?
- Do you provide automatic toner replenishment?
- Is there a loaner copier available if ours breaks down?
📌 Tip: A good maintenance plan should cover parts, labor, toner, and emergency repairs—not just basic service calls.
6. Can This Copier Connect to the Cloud & Mobile Devices?
🚩 Why ask this? If your team uses cloud storage like Google Drive, Dropbox, or OneDrive, you need a copier that syncs with these platforms.
✅ Follow-up questions to ask:
- Can we print wirelessly from our phones or tablets?
- Does it integrate with our cloud storage system?
- Does it support scanning to email, SharePoint, or Google Drive?
📌 Modern Features to Look For:
✔ Wi-Fi Direct printing (for mobile devices)
✔ Cloud scanning (to Google Drive, Dropbox, OneDrive)
✔ Mobile print apps (HP Smart, Kyocera Mobile Print)
7. What Happens If Our Business Grows and We Need an Upgrade?
🚩 Why ask this? If your business expands, you don’t want to be stuck with a copier that can’t keep up.
✅ Follow-up questions to ask:
- Can we upgrade mid-lease without penalties?
- Do you offer flexible leasing options?
- What’s the process for scaling up to a larger machine?
📌 Pro Tip: Avoid contracts that lock you in without an upgrade path.
8. What Brand and Model Do You Recommend, and Why?
🚩 Why ask this? Some sales reps push a specific brand because of quotas—not because it’s the best fit for your business.
✅ Follow-up questions to ask:
- How does this compare to other brands in quality and cost?
- What are the most common issues with this model?
- Do you personally recommend this, and why?
💡 Recommended Brands for Kansas City Businesses:
✔ Kyocera TASKalfa – Best for low-cost, high-volume printing.
✔ HP Enterprise MFPs – Best for strong security and cloud integration.
Get the Right Copier—Without Regrets
Before you sign anything, make sure your copier fits your business needs, budget, and long-term goals. Asking these key questions helps you avoid hidden costs, poor performance, and contract headaches.
Need help finding the best copier for your Kansas City business? We make it easy.
📞 Call Kansas City Copier today for a free consultation!
