How I Saved Thousands by Tweaking My Copier and Printer Contract Service – And You Can Too!

1800 Office SOlutions Team member - Elie Vigile
1800 Team

Printer Maintenance Contract

In the bustling world of business, every penny counts. One often overlooked area of potential savings is the realm of printer and copier contracts. These contracts, while seemingly mundane, can have a significant impact on a company’s bottom line. In this blog post you’ll learn about printer and copier contract services and moreover, this guide will help you in lease and buying options for a printer.

The Importance of Printer Contracts in Businesses

  • At first glance, a printer or copier might seem like a straightforward piece of equipment. However, the associated service contract or lease can be riddled with complexities. These contracts dictate terms ranging from maintenance schedules to toner replacements.
  • Businesses often enter into these contracts without a second thought, focusing more on the immediate need for a printer or copier. Yet, the long-term implications of these contracts can be substantial. Overcharges, hidden fees, and unfavorable terms can quickly add up, leading to unnecessary expenses.

Woman is checking the printer contract


A Personal Journey to Savings

  • My own journey into the world of printer contracts began innocently enough. Like many, I signed a service contract for our office printer without delving into the details. It was only when I noticed recurring charges for toner and services we rarely used that I began to question the terms of our agreement.
  • After a deep dive into our contract and some research on efficient printing practices, I realized we were overspending by thousands. This revelation led me on a mission to renegotiate our terms, a decision that ultimately saved our company a significant sum.


The Basics of Copier and Printer Contracts Service

A printer contract, at its core, is an agreement between a business or organization and a printer or copier service provider. This contract outlines the terms of service, maintenance, and costs associated with the use of a printer or copier.

What is a Printer Contract?

  • Essentially, a printer contract is a maintenance agreement or service agreement that ensures the ongoing maintenance and copier or printer service. It’s like car insurance for your office equipment; you pay a monthly fee, and in return, you’ll get services like regular maintenance, cartridge replacements, and repairs.
  • These contracts can be tailored to fit the specific needs of a business, from a set amount of black and white or color prints per month to unlimited training for staff on how to use the equipment.

Common Terms and Conditions

  • Cost Per Page: Many contracts for copiers and printers have a cost per page clause. This means for every page printed, a specific fee is charged.
  • Maintenance and Repairs: The printer maintenance contract works or copier maintenance contract will detail what’s included in terms of regular and preventive maintenance. It might also specify the average response time for repairs.
  • Consumables: Cartridge and other consumables might be part of the contract, with stipulations on the allotted amount per month.
  • Lease Payment: If the copier machine is leased, the monthly lease payment might be separate from the service contract.


Common Oversights in Printer Service Contracts

While printer service contracts can offer peace of mind, there are common pitfalls businesses fall into.

Hidden Costs and Fees:

  • Cost Per Page: Some businesses don’t realize they’re being charged an additional amount per page once they exceed the allotted amount.
  • Additional Costs: Some services, like on-site service or specific parts replacements, might come at an additional cost.

Overestimating Printing Needs:

  • Many businesses over-allot the number of pages they think they’ll print, leading to unnecessary costs.
  • It’s essential to assess the actual printing needs and not what salespeople suggest.

Ignoring the Fine Print:

  • Contract Stipulations: Some contracts stipulate that only the service team of the provider can troubleshoot or repair the machine.
  • Normal Wear and Tear: Some contracts don’t cover issues deemed as “normal wear and tear.”


Real-life Case Study: My Experience

My journey with printer service contracts began when our business opted for a Kyocera multifunction printer.

Initial Contract Details:

  • We were lured by the promise of a streamlined process and automation features. The contract stipulated a set amount per page with a specific fee per page for overages. It also included regular maintenance and a clause for labor and materials.

Realizations and the Decision to Tweak:

  • Over time, I noticed we were consistently exceeding our allotted number of pages. Additionally, the fine print revealed that certain services, like on-site service, came at an additional cost.
  • I also realized that while we had a Kyocera machine, other brands like Lexmark and Xerox offered different terms that might be more favorable.

The Process of Renegotiation:

  • Armed with this knowledge and some research on contract printing practices, I approached our provider. We discussed our concerns, from the cost per page to the response time for repairs.
  • After several rounds of customer communication and approval processes, we managed to renegotiate a contract that was more in line with our actual needs, leading to substantial savings.

In printer and copier service contracts, knowledge truly is power. By understanding the intricacies of these agreements and being willing to negotiate, businesses can ensure they’re getting the best possible deal.


Steps to Save Thousands on Your Printer Contract

Evaluating Your Current Contract

Before diving into negotiations or making changes, it’s crucial to have a clear understanding of your current printer service contract.

Assessing Your Actual Printing Needs:

  • Start by analyzing the number of pages your business or organization prints monthly. This includes both black and white and color prints. Consider factors like the number of laser printers in use, the frequency of print jobs, and the types of documents being printed (e.g., A4, single-function, etc.).
  • Compare this with what’s included in your contract. Are you paying for a set amount of pages that you don’t use? Or are you consistently exceeding your allotted amount and paying an additional cost per page?

Identifying Areas of Wastage:

  • Examine the fine print of your maintenance agreement. Are there services you’re paying for but not utilizing? Perhaps you have a copier maintenance clause that you’ve never availed because your copier machine is relatively new.
  • Also, consider the consumables. If your contract stipulates a monthly toner replacement but you’re only changing it quarterly, there’s potential wastage there.

Negotiation Tips and Tricks

Negotiating a printer service contract can seem daunting, but with the right approach, it can lead to significant savings.

Approaching the Service Provider:

  • Initiate a conversation with your service team. Express your concerns and be open about your findings. Remember, they want to retain you as a contract customer, so they’re likely to be receptive.

Highlighting Areas of Concern:

  • Be specific. If the cost per page is higher than industry standards, point it out. If you’ve noticed that the response time for request service is longer than what’s promised, highlight that.

Proposing Beneficial Changes:

  • Suggest changes that benefit both parties. Perhaps you can agree on a monthly payment that includes a certain number of service calls, thus streamlining the process. Or maybe you can transition from a copier service contract to a printer maintenance contract if most of your print jobs are on the printer.

Implementing Efficient Printing Practices

Once you’ve renegotiated your contract, it’s time to ensure you’re maximizing its value.

Reducing Unnecessary Printing:

  • Encourage employees to think before they print. Digital storage solutions can often replace hard copies, reducing the need for physical prints.

Using Efficient Printing Settings:

  • Opt for double-sided printing or draft mode for internal documents. This can drastically reduce the amount of ink used and extend the life of your printer or copier.

Regular Maintenance and Updates:

  • Ensure that your printer or copier undergoes regular maintenance. This not only prolongs the machine’s life but also ensures optimal performance. The printer contract cover all types of maintenance.


What People Also Ask

How often should I review my printer contract?
It’s advisable to review your printer contract annually. This allows you to assess your actual printing needs, check for any changes in the industry standards, and ensure you’re getting the best value for your money.

Can I switch providers if negotiations fail?
Absolutely. If you find that your current provider isn’t willing to accommodate your needs or if you discover another provider offering better terms, you have every right to switch. However, ensure you’re not breaching any terms of your existing contract.

How do I calculate my actual printing needs?
Start by monitoring your printing habits for a few months. Track the number of pages printed, the frequency of toner replacements, and any maintenance calls made. This will give you a clear picture of your monthly printing needs and help you make an informed decision.


Get a Free Quote for Copier and Printer Contract Service



Printer contracts are an essential part of any business’s operational costs. However, with a little diligence and the willingness to negotiate, there’s potential to save thousands. Whether you’re locked into a contract with Kyocera, Lexmark, or Xerox, the principles remain the same. Understand your contract, identify areas of wastage, and don’t be afraid to push for better terms. After all, the savings you achieve can be channeled back into growing your business, leading to increased ROI and success.

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