10 May 12

Buy The Perfect Small Office Photocopier

Buy The Perfect Small Office Photocopier

A mix of negotiation skills, technical and financial aptitude is required when hunting for the perfect office photocopier, in order to find the optimal balance between performance and cost.  The whole process is slightly counterintuitive because the best upfront price may not appropriate in terms of cash flow and tax deductions. Afterwards one still has to deal with the total cost of ownership, service costs, consumables, maintenance fees and so on. Unexpected costs arise every once in a while, like shipping during office moves, or disposing of a no longer functional photocopy machine. Small offices have a hard time figuring out the best course of action, but this is where we come in!

 

Price comparison websites

The online lead generation business model prompted the rise of price comparison websites as a valid alternative to time consuming quote hunting. Such services tend to be free and timely yet flawed by the nature of the suppliers - quote provider relationship. For every 3 quotes received in this fashion, there are actually 10 suppliers in your area. One might believe these quotes are the most competitive, when they are in fact just the biggest businesses, companies ready to purchase your contact details for a hefty sum from the price comparison website. Quote aggregators are not perfect as there are better offers available. The real quote hunting begins once the prospective copier buyer gets an idea about price range and available photocopier models.

 

Canon imageRUNNER ADVANCE C2020i

Canon imageRUNNER ADVANCE C2020i

Free Delivery

£1840.00 +VAT

Ricoh MP2000SP

Ricoh MP2000SP

Free Delivery

£1312.00 +VAT

Sharp MX-2310U

Sharp MX-2310U

Free Delivery

£1995.00 +VAT

Second hand machines

Used photocopiers will show up sooner or later, tempting customers with amazing prices which seem to goo to be true. The problem lies with the many small and hidden costs that accompany such an offer. The most important drawback is that such a copier will be soon discontinued by the manufacturer if it hasn’t been already. Thus maintenance costs will ramp up, while the chances of finding an all inclusive service contract become next to none. It would be wise to resist the urge and simply opt for a much more reliable new photocopier. Bargains can be found on Ebay, Gumtree and several other websites. Learning from experience, it is easier to plan budgets knowing your photocopier costs in advance, as opposed to justifying expenditure against tax returns with unforeseen repair and maintenance bills.

 

All inclusive servicing

Maintenance technicians are quite expensive and a better way of dealing with occasional photocopier issues is by having an ongoing service contract. Most likely toner will also be included in the monthly price, yet users need to pay a fee for every copy. Black and white copies are usually around 0.5p, while colour copies are significantly more expensive at 5p each. Overall this is a cost effective solution to acquiring consumables and still being insured against photocopy machine failure.

 

Get a photocopier now, pay later!

Small businesses tend to have relatively minute offices where entry level copiers are highly appreciated. Less sophisticated machines are available from £2000. They easily cover copy, scan, print and fax duties, dealing with A3/A4 sizes in both mono and colour at up to 30 prints per minute (ppm). Should upfront payments disturb the delicate cash flow balance of your company, photocopier leasing is a great alternative for a good number of reasons.  Service contracts can be incorporated into the leasing cost, becoming fully tax deductible. In the mean time, there is no need to pay asset tax on the photocopier, because technically it is the property of the leasing company. Paying from £25 per month on makes leasing very attractive for small and medium enterprises, as a manageable and predictable cost.

 

Extra costs

First time owners tend to overlook the fact that, by default, photocopiers come without any accessories or consumables. Most notably, the base price does not include any toner. Should you desire to have a working photocopier out of the box, either additional spending is required or setting up a servicing contract which has these covered. As a direct consequence, the initially quoted price is never the final price, so expect the total cost of ownership to go up. Getting the old machine out of the office and the new photocopier in - also incurs extra charges. Depending on reseller company policy one could pay extra for installing the machine, setting up network connectivity, preferences and accounts, while some level of staff training also needs to be provided.