BuyerZone Q&A: How to shop smart for an office copier

Buying a copier is about more than simply finding the lowest price or the right speed.

Savvy buyers also keep their eyes peeled for quality, functionality that can help productivity, and ways to ensure the machine runs for years to come.

Tony Loiacano, President of Eastern Copy Fax Inc. in Essex, Massachusetts, shares some helpful tips for smart copier shopping and responsible ownership.

BuyerZone: Are there ways customers can save money on a copier purchase without sacrificing quality?

Tony Loiacano: Of course there are. These days, manufacturers put out several units in the same line of production. Most of these machines feature similar functionality, but the key price difference between different machines is speed. For example, a 25 PPM (pages per minute) machine can look identical to a 45 PPM model and offer similar performance. But the 45 PPM can get the job done faster. If you're willing to sacrifice a bit on speed, you can get a great deal on an office copier without quality concerns.

BZ: What are some of the overlooked features of an office copier?

TL: Believe it or not, there are businesses out there that don't realize that a copier doubles as a network printer. Even when you show them that the machine can handle both tasks, they have a hard time believing that it costs less to print from a copier than from a separate laser printer. If a dealer takes the time to educate the customer on the multiple benefits of a copier, it helps them to understand the full potential of the equipment.

Other customers are quick to say "we don't need color." Well, the cost of Color Copiers has come down considerably in recent years. This feature offers a lot to businesses, particularly for marketing purposes. Best of all, you can have the color copier default to only print in black and white, saving color toner, and enable color only when you need it.

Scan to email is another often ignored but valuable copier feature. This gives businesses the ability to scan and send an email — it's faster and more advantageous than standard faxing.

BZ: Why should businesses consider leasing over purchasing?

TL: Besides the obvious benefit of a small up-front investment for a quality machine, leasing is also very flexible.

If technology improves and the company wants to take advantage of those benefits, the dealer will allow you to upgrade to the newer model that you want.

There's also this misconception that you must take ownership of equipment once the lease ends. Not every leasing agreement is a "lease-to-buy" arrangement — some leases let you walk away once the term expires.

BZ: Are there elements to leasing copiers that a customer may not understand?

TL: Almost everyone assumes that service is included when you lease a copier; that's not always the case. Typically, you need to purchase a maintenance agreement which will protect you when you need repairs, consumables, or cleaning, but will also increase your monthly payments.

I firmly advocate that businesses get their copier service and supply contract separate from the leasing agreement. In this shaky economy, if a dealer goes out of business, your investment is still protected. Also, if you don't like a particular vendor because of poor service, you're not locked into using them when problems emerge.

Here's something very important your readers should know about leasing: many leasing companies have stopped leasing copiers altogether because of the economic crisis. If you're interested in leasing a copier, be sure to investigate the leasing company's background and integrity beforehand.

BZ: If a business wants to save money with a reliable, refurbished copier, where should they go?

TL: If you've purchased copiers in the past, your best bet is the dealership that has serviced you well over the years. They are likely to treat you the best and will be able to provide you with access to their best pre-owned copiers.

For those buying copiers for the first time, check with your locally-owned and locally-operated dealerships to see what they can provide. Since they're located close by, you can arrange an on-site visit to see the machines in action. You'll also get more personal service from professionals who will care about your long-term needs.

BZ: What mistakes do customers typically make when shopping for a copier?

TL: Since budgets are typically a top concern, small businesses will likely buy a low-end copier that satisfies their current needs but provides little room for growth. What they don't understand is that a small, low-speed copier may cost less up front, but you'll get stung with a higher operating cost and end up paying far more in the long run.

It's always best to buy copiers with a little more speed and power than you will originally need. This provides you with a more productive and reliable machine, and the equipment can grow with you as your company grows.

BZ: What maintenance tips would allow copier buyers to extend the life of their machine?

TL: Pay attention to the copier. When it prompts you to replace toner or drum units do it in a timely manner to avoid an unnecessary service call. Don't ignore strange noises as this could be a warning sign of something that could get worse with time. Call your service company when something doesn't seem right. It could save you down time and an emergency service call.

Customers will sometimes call their dealers saying that they have lines that are printing out across their copiers. Although this seems like a major problem, it's typically a small speck of dust or debris that creates a blurred line in the copies. You can simply follow the instruction manual or dealer's instructions and clean the scanner glass yourself. This saves you from having to make time-consuming service calls which can impact your productivity.

A lot of customers don't realize that in addition to the on/off button on the control panel, there is also a main power on/off switch somewhere on the copier. By turning the copier off for 30 seconds and then turning it back on you may get the copier back up and running immediately. This button will allow you to do a main shutdown of the machine to clear problems, similar to a restart of your PC.

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