Not all copier service contracts are created equal. While there are many factors that go into them, the most important to you is probably how much it’s going to cost you. To make sure you’re getting the best copier service contract pricing and structure, follow these key steps.
Calculate Your Estimated Print Volume for Better Pricing
Most copier service contracts are based around your total estimated print or copy volume. That means you want to calculate or guesstimate how much you plan to print over the next year as closely as possible. Sounds impossible, right?
Well, the good news is there’s a formula to help you figure this out by basing that number off of your previous year total.
The easiest way to figure out how many prints or copies you’ve made over the last year is by totalling up the number of paper purchases (i.e. cases of paper) you bought over the last year and multiply that by 5,000 (sheets of paper in a case). That’ll give you the total number of documents you produced over the last year.
50 (Cases of Paper Purchased Last Year) X 5,000 = 250,000 Total Annual Documents Produced
Or get the easy step-by-step tutorial on page 5 of this free printing cost analysis worksheet »
This is the number that you and your copier service provider are going to want to work with to get the best copier service contract pricing possible.
Take Into Account Any Organizational Changes
Once you have your estimated print volume, you’ll also want to consider any changes that might happen organizationally that would either increase or reduce that yearly print volume. For example, are you planning to hire any new employees? Or are some of your employees planning to telecommute more throughout the year? Those are things to consider when settling on a final number.
Determine What Happens With Overages
Settling on an estimated print volume can be strategically calculated out to be as exact as possible, but it’s still an educated guess in the end. If you end up finding yourself going over slightly each month, then you are really in a good position because that means you’re not considerably overpaying each month for a volume that you never reach. But if you do encounter overages, you’ll want to know what the penalty for going over your estimated amount each month is so that there are no surprises when your invoice comes around.
If you find that you’re not reaching your allotted amount each month, some companies may offer roll-over prints that can be used during your busier months. Make sure to ask your provider if they offer this.
Adjust Your Billing Cycle Based on Your Business’ Operations
Many copier vendors and service providers offer the option to adjust your billing cycle around your organization’s needs. For organizations that operate year-round with little fluctuation in business and operations, this won’t affect you as much.
However. for organizations that have specific busy seasons and lulls, a quarterly or semi-annual billing cycle would help to keep your costs as low as possible. This allows you to estimate lower print volume on your “off-season” so that you’re not paying for prints that you aren’t using.
Whether you’re up for a new copier service contract or evaluating your current agreement, it’s also important to know exactly how much your office equipment and printing is costing your organization each year. You can quickly and easily find out that exact number with this free cost analysis worksheet!