Photocopier Leasing, Photocopier Repair & Maintenance

Many experts will tell you that to lease a photocopier or printer, rather than to buy outright, is the sensible choice, especially when it comes to high end office printers and photocopiers.

However, there are pros and cons, so before deciding it's best to take a close look at all the facts, to help you to make an informed choice.

Photocopier Leasing

Some of the advantages /disadvantages

  1. Photocopier leasing allows you to avoid the significant outlay needed to buy outright.  However you will pay more in the long run when you lease, rather than buy and the appliance will never be yours completely.  Yet with photocopier leasing, your capital won't be tied up, so it is a good way to finance especially the higher end models, as leasing enables you to make smaller, regular payments.
  2. Photocopier leasing & printer hire provides tax benefits, as you can deduct the cost as a business expense therefore reducing the net cost of leasing your printer. Yet if you buy a printer/copier outright, for the first year you can only claim 40% of the total cost and 25% of the outstanding balance from then on.  Leasing negates the need to pay the total immediately and you can claim back everything that you pay out for the in the lease.
  3. Eventually printers and photocopiers will need updating.  If you have bought the product outright, upgrading means a major outlay.  However when you lease, your provider should allow you the option to replace your copier with the latest technology, giving you the option to upgrade and replace, without costing a fortune.

To Summarise;

Photocopier Leasing:

Photocopier leasing involves signing a hire agreement, allowing you to hire the machine for set period. After the agreement expires the equipment is retained by the leasing company. You'll be able to upgrade before the agreement expires if you wish, so leasing is a good way of getting a high value photocopier or printer, as you can spread the cost over a period of time, normally 3 or 5 years. You can also take advantage of tax benefits for leasing the photocopier over a 3 year term.

Outright Purchase:

This requires a large initial outlay, but is sometimes the better option, especially if you're confident that your requirements won't change considerably over the next 3-5 years.

Both options have their benefits, although if you need the flexibility to change your copier should your requirements change, then leasing is the best option.  The financial difference between the two options is relatively little based on a 5 year period, but leasing over a 3 year term is more beneficial due to greater tax benefits.

So is leasing for me?

With the facts above, it's now for you to decide what's right for you, although many companies do take advantage of printer leasing.  Whether you need a large multi-functional device, or a mid-to-high volume printer, you can keep a tighter control of your budget and also benefit from the tax perks and upgrade possibilities if you lease, rather than buy.

Photocopier Repair:

So far we have determined that leasing a photocopier or printer is a good choice for many companies.  One further advantage of leasing a machine is when your appliance needs to be repaired.  Apart from the obvious 1 year guarantee that comes when you purchase a copier, after this expires you are left to foot repair bills on your own, and these can be costly.  Should you lease your photocopier, it is likely that you'll have an ongoing service arrangement as part of the deal, so any repairs will be covered.

Whether you lease or buy, ensure you have a good repair and maintenance contract in place for the appliance in question.  Making this a common practise for any office equipment is certainly wise, saving both money and the disruption that accompanies lost working hours due to repairs.

Such contracts involve paying a pre-arranged monthly fee, for which someone else assumes the responsibility of ensuring the photocopier is kept in good working order. They should not only repair the device when needed, but should also service it regularly and maintain it, hence the term 'maintenance contract.'

Points to consider before taking out a Repair and Maintenance Contract:

  1. Find out whether the contract includes the cost of both parts/labour if repairs need to be made.
  2. Check if it is a 'fixed fee' that covers everything, or is it based on the volume of usage?
  3. Find out how long it will take to send out a technician to make any repairs.
  4. Check whether your monthly fee includes the provision of consumables (toner, ink, etc), or is this only supplied at extra cost?

So shop around before entering into any photocopier repair and maintenance contract and read reviews from people who have used this provider.  Although some may appear cheaper, you may find that their service is lacking, or they have hidden costs, making them more expensive.

So what are the typical photocopier service contract terms that I can expect?

  1. Photocopier service contract providers charge fixed monthly fees with additional charges for each page printed over your agreed limit. This is done because rarely used machines obviously require less maintenance and consumables than one that is heavily used. Price plans range from a high monthly fee where copier usage is unlimited, to lower monthly fees where lower copier limits will apply.
  2. Good service contract providers will guarantee response times, usually within 2 to 4 hours, with experts who can do on- site repairs where possible, or provide another machine should yours need to be taken off site for more serious problems.
  3. Contracts should say who'll pay for the parts/labour and if there are circumstances where this will change. Providers vary considerably on this, as much depends on who owns the copier and whether it has been bought /leased from them. There are good deals out there, so consider this when deciding whether to buy or lease your photocopier.

So is there an alternative to taking out a photocopier maintenance contract?

Yes there is!  However, these apply to less expensive machines where service contracts wouldn't be economically viable.  For these cases, try taking out an extended warranty when you buy your copier. However, these will cover far less, and may result in your photocopier being sent away for repair, rather than on site by a technician, hence long delays and office disruption.  Another alternative for cheaper machines, or those used below their capacity, could be to opt for a 'pay as you go' contract, meaning that you don't pay unless your copier needs some attention. The downside is that both repair and call-out fees are high, which could cost you more.

To Summarise:

As long as you choose someone reputable, consider carefully what you'll be paying and what you'll expect for your money, then photocopier repair, photocopier maintenance and service contracts are great. They not only provide peace of mind, as all repairs/servicing are covered, but also reduce any office disruption caused through lengthy repairs. 

  • Paragon Comment

Excellent advice about photocopier leasing and repair options!  In choosing a reputable, trustworthy provider like Paragon Document Solutions when leasing a photocopier, or taking out a photocopier repair and maintenance service contract, you'll be assured of a first class service at a very competitive price. 

Paragon offers a premier, flexible photocopier & printer leasing service, allowing you to take advantage of all the benefits printer leasing can provide.  Our 50 years of collective industry experience has enabled us to recognise exactly what it takes to offer our customers the best customer service possible. We are market leaders in photocopier/printer leasing and offer great deals, not just on printer leasing, but also on photocopier repair, rental and sales.

If you lease from us you'll have one experienced consultant as your primary contact and we'll supply you with the most efficient innovations currently on the market when your agreement begins. Our leasing options offer you 1-5 year lease periods, deferred payments of 6 months and the option of ownership at the end of the lease agreement. We also give you the option of upgrading your lease should your circumstances change at any point during the leasing period.

Regarding the repair and maintenance of your copier, Paragon offer a first class photocopier/printer repair service throughout London and Nationwide, to both businesses and home users, ensuring that any issues you experience are resolved onsite, both quickly and efficiently.  What's more, our Price Match Promise will ensure a premium service at the best price.

Our reliable, experienced engineers provide on-site photocopier/printer repair services covering all the major manufacturers, tackling any size job quickly and efficiently, from print quality issues to other, more major faults.  If an onsite repair isn't possible, Paragon will ensure you can run things as usual, offering a loan machine to keep you going until we can repair your photocopier/printer. Our quick response times (within 2 hours in London/4 Hours Nationwide), help to ensure that any issues you experience are resolved quickly and efficiently.

You may, if you find your own appliance is spending more time being repaired than in operation, want to consider either leasing a new photocopier from us, or signing up to our all-inclusive maintenance contract, which comprehensively covers your printer & photocopier requirements. Whatever you decide, you can count on Paragon for all your leasing and repair requirements.  So give contact us today or give us a call and find out why 95% of our customers return to Paragon again and again. You won't be sorry!

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