6 Key Questions to Ask a Copier Dealer Before Making a Purchase

6 Key Questions to Ask a Copier Dealer Before Making a Purchase

When you purchase a car, you don't just settle for the first one you see—you carefully consider your options. The same principle applies when buying a copier for your business. To ensure you choose the right machine for your needs, it's essential to ask the right questions. Here are six important questions to ask a copier dealer to help you make an informed decision.

1. What Is the Total Cost of Ownership?

Many people overlook the fact that the cost of owning and operating a copier goes beyond just the purchase price. Additional expenses such as supplies, energy consumption, service contracts, and extra features all contribute to the total cost. Your dealer should provide a clear breakdown of these costs, ensuring you stay within your budget.

2. What’s Included in the Contract?

Before signing any contract, make sure you understand exactly what it covers. Don’t assume that everything you need will be included. Some contracts may not cover items like warranties, toner refills, or replacement parts. Clarifying the specifics with your dealer will help you avoid unexpected expenses and prevent costly downtime later.

3. Which Features Are Standard?

It's important to know which features are included with the copier and which ones will cost extra. Ask the dealer about the standard features of the model and determine if it meets your business's daily requirements. Understanding the machine’s capabilities will help ensure it can handle your workload.

4. What Is the Average Response Time for Service?

Minimizing downtime is crucial for maintaining business productivity. Before committing to a purchase, ask how quickly the dealer's technicians respond to service requests. Ideally, they should be able to arrive within three hours. Also, inquire whether they offer weekend or after-hours service and if they can provide a loaner machine if necessary. A dealer that prioritizes quick response times can prevent costly disruptions to your business.

5. How Can You Help with Print Security?

Security is a growing concern, especially when handling sensitive documents. Since copiers are often connected to your business network, they can be vulnerable to cyberattacks. Ask the dealer about the security features available with the copier, such as user authentication, encryption, and secure printing. These features can help safeguard your sensitive information from unauthorized access.

6. Would Managed Print Services Be a Better Option?

Many copier dealers offer Managed Print Services (MPS), which include the copier, supplies, maintenance, and ongoing support from a single provider. MPS can optimize your print environment, reduce costs, minimize paper waste, and boost efficiency. Ask the dealer if they offer MPS and whether this service could benefit your business in the long run.

By asking these questions, you can ensure that the copier you choose will meet your needs, fit within your budget, and provide the support and security necessary to keep your business running smoothly.