When choosing a new photocopier or printer for your office, the monthly lease price is often the first figure you see. However, at Ctrl-Print, we know that for a busy Office Manager, the “true cost” of a lease involves looking at the full service agreement to ensure there are no surprises further down the line.
Here is what you should consider when evaluating a print lease agreement to ensure it offers genuine value for your business.
Understanding the Service Level Agreement (SLA)
A lease is only as good as the support that comes with it. On our website, we highlight that a managed print service should do more than just provide hardware; it should provide peace of mind.
- Response Times: Check the agreement for guaranteed response times. If a machine goes down, a “low-cost” lease becomes very expensive in terms of lost productivity if you are waiting days for a technician.
- All-Inclusive Maintenance: A transparent agreement should cover all parts, labour, and call-out fees. This prevents unexpected invoices every time a machine requires a routine repair or a component replacement.
Consumables and Toner Management
One of the primary “hidden” costs in office printing is the management of consumables.
- Automated Ordering: We offer systems that monitor your toner levels remotely. This means your supplies arrive before you run out, saving the Office Manager from the hidden cost of emergency ordering or downtime.
- Toner Quality: Ensure the lease specifies the use of high-quality toners that won’t damage the internal mechanisms of the machine, which can lead to more frequent breakdowns.
The Cost Per Print (Click Charges)
Beyond the monthly lease payment for the hardware, you will typically pay a “cost per click” for every page printed or copied.
- Transparent Pricing: It is essential to have a clear breakdown of the costs for mono (black and white) versus colour prints.
- Accurate Meter Readings: Look for providers who use automated meter readings. This ensures your billing is based on actual usage rather than estimates, which can often lead to overpayment.
Installation and Technical Integration
Network-connected printers are part of the wider IT environment. For this reason, secure configuration is an important part of the integration process.
- Control Print’s printing software and print management tools allow organisations to monitor and control print usage through a central dashboard. This gives businesses better visibility over how devices are used and helps maintain efficient and secure print operations.
- By managing access and monitoring activity, businesses can keep documents protected while maintaining a smooth workflow across departments.
Flexibility for Business Growth
Your office needs today might not be the same in three years. A rigid lease can become a burden if your business expands or changes its printing habits.
- Bespoke Agreements: At Ctrl-Print, we pride ourselves on providing bespoke solutions. Whether you need a single desktop printer or a full fleet of multi-function devices, the agreement should be tailored to your specific volume and departmental needs.
- End-of-Term Transparency: Always ensure you understand the process for ending or renewing the lease, including any notice periods required to prevent the contract from rolling over unintentionally.
Conclusion: Total Cost of Ownership
At Ctrl-Print, we believe that a successful partnership is built on transparency. By looking beyond the initial monthly fee and considering the service, consumables, and technical support, Office Managers can ensure they are choosing a print solution that is truly cost-effective.
Need a clear, straightforward quote for your office printing? View our range of Photocopiers and Printers or contact the Ctrl-Print team for a consultation based on your actual office requirements.