How to Negotiate a Color Copier Contract
The keys to negotiating a color copier contract are to be reasonable and to shop around a little. As a customer, you're concerned with getting the lowest price possible. The dealer is going to work for the most profit possible. There is a happy medium here that will satisfy both parties as long as both have reasonable expectations.
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Instructions
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Call color copier owners you know and ask what they're paying. Focus on finding out their per-click charges, the base rate they pay, and whether they have a set number of prints included in their base rate. Older copiers tend to be more expensive, as their parts are more difficult to obtain (even for dealers), and manufacturers tend to raise the rates on toners and other consumables.
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Research consumables pricing for the copier you like. Determine what the consumable cost is on your usage of the machine. All manufacturers should provide a price and show the number of copies or prints you can expect out of their supply before it runs out. This is based on the percentage of coverage or the amount of toner spread used on the page.
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Call the dealer with your research and ask why his pricing is higher than your research indicates it should be. There may be additional maintenance items only a dealer will know. For example, the feed rollers must be replaced at set print counts. On copiers, there could be dozens of such items that need to be replaced periodically. Dealers can alter their contracts so you don't pay for the costs of these consumables in your monthly payment. This can lower the monthly and per-click charges, but it leaves you on the hook for expensive consumables as they are needed.
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Talk with the dealer about his service department. Ask to meet the service manager. Question him on his knowledge of the machine. Discover the policy on service calls, such as if there is a guaranteed response time when problems arise. If you're purchasing several copiers for an extended period of time, tell them you want service within half a business day. This is reasonable and provides you a valuable way to reduce downtime.
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Tips & Warnings
Most dealers have a profit percentage they'd like to see on their contracts. This can range from 10-30 percent. Because most contracts renew automatically and increase yearly, some will lower their prices 5-10 percent off what they originally quoted you.
In your research, don't forget to research the company who is quoting you. Get references to contact. Check out their website and the Better Business Bureau to see if they have complaints. Your goal is to determine the quality of their service. You can get the best pricing in the world, but that won't help you if you signed a contract stating service is within two days. Most companies offer service within one business day.
