How to Lease Copiers for a Small Business
It's hard to find a small business without at least one photocopy machine. Copiers have become an essential part of most office management tasks. Most small business operators and owners lease copiers instead of buying them. Doing this protects the business from high upfront cash outlays and, most importantly, allows them to keep up with changing copier technology. A copy machine lease is a period of time longer than a week or a month and the title transfers to you. Here's what you will need to do to lease a copier for your small business.
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Instructions
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Identify how your business will use the copy machine. Identify how your business will use the copy machine before you contact a copier manufacturer's representative. Will it be a stand-alone copier or part of a network of copiers? Do you collate, staple and print front-and-back? How many copies do you anticipate making per month? Do you need color copies?
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Flat monthly rate for everything? Decide what you want covered in your lease. Do you want one flat monthly rate covering everything you may need in connection with the copier such as hardware updates, installation, maintenance, ink and toner supplies? Doing this type of needs analysis will prevent you from over-buying and will assure you get only what you need for your business. Don't spend on features you won't use if you can avoid it.
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Contact and make appointments. Identify, contact and make appointments with at least three different copier manufacturer's representatives (see References). Let each representative demonstrate their machines in your work environment, ask questions and ask to see their copier lease agreement, take notes and don't make commitments yet.
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Compare lease finance terms and features. Compare offers. The financing terms of the lease agreement, the capabilities of the equipment, and the accessory features are all important, but pay particular attention to the maintenance section of the agreements. Avoid service or maintenance agreements that require unrealistically high annual or monthly copy volume. Instead, demand a service plan that will charge you only for your estimated monthly or annual volume of copies. Look for repair service and maintenance plans that cover all parts and labor, that will cover emergency service, supply replacement copiers in case of breakdowns, and one that will limit service contract price increases to no more than 8 percent per year.
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Arrange for delivery and setup. Contact the manufacturer's representative for the copier you want and go over the lease agreement and financing terms once again to verify your understanding. Finally, arrange for delivery and setup of the copier(s) and accessories.
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References
- Photo Credit business woman image by Mat Hayward from Fotolia.com copy machine image by Mat Hayward from Fotolia.com dollar rate image by Igors Leonovs from Fotolia.com appointment book image by Gale Distler from Fotolia.com business woman,making notes image by Allen Penton from Fotolia.com contact us image by dead_account from Fotolia.com
