Why and How To Transition to a New Copier Leasing Company

It can be tough to decide to cut ties with a service that’s no longer meeting your needs.

It’s tempting to think you should stay with what you know, and you’re probably worried that it will be a hassle to switch to a new company. But there’s no reason to stay with a copier leasing company that doesn’t work for you. Even if you’re in the middle of a contract, it might be possible to switch and get better equipment, better service, and even a better price.

Keep reading to find out when you should definitely consider switching, and how to make it happen.

Good reasons for moving to a new copier leasing company

You’re getting poor service

One of the main functions of a copier leasing company is service and support. When you are leasing a copier, they should help you keep things working properly so you don’t have to worry about it.

If your copier leasing company is unreliable, or puts in minimal effort towards repairs, consider switching. Poor service is a valid reason to find another company that will leave you with less headaches. Less reputable copier equipment leasing companies will put little effort into repairs, delay replacements, or not assist you when problems arise. You want a copier leasing company that will work with you to minimize downtime.

The question is, how can you tell if you’ll get better service from a new company? It’s not as difficult as you think. Get this helpful guide to find out how to vet a service provider: How to Evaluate Office Copier Service and Support BEFORE You Buy.

You suspect you’re being overcharged

No one likes spending more money than they have to. If you suspect you’re being overcharged by your copier leasing company, it’s time to find a better solution. Especially if your lease is coming to an end, don’t stick with a service that doesn’t suit your needs. Make sure you are getting what you pay for.

One indication that you are being overcharged is constantly increasing prices (also known as a lease escalation clause). If your bill goes up every time over the course of the lease, you could end up paying way more at the end of your lease than you agreed to at the beginning. A good copier leasing company should give you a consistent price over the term of the lease.

Can you get out of a bad contract?

If you want to leave your copier leasing company in the middle of your contract, it can seem like you are stuck. But that might not always be the case. If you discover you are being overcharged, it’s worth investigating the possibility of a buyout. A new company may be able to pay off your old lease and incorporate it into a new lease with them. This cost might be less than the inflated prices of your old company, and you’ll be getting better service in the meantime.

Getting in touch with a new copier leasing company can also help you understand your contract and explain the options for getting out of a previous contract.

Read this related article to learn more: How To Get Out of a Copier Lease

Tips for a smooth transition to a new copier leasing company

Return the old copier. When you are ending a lease and transitioning to a new company, you will be responsible for returning the copier. The best copier leasing companies can help you get the machine back to your previous company. Make sure you get proof of delivery when this happens to prevent any charges or liability.

Keep your data safe. Law firms, insurance companies, financial services, healthcare… digital file security is important to many service businesses. Even if you are vigilant about your computers and hard drives, you might not know that copiers keep files that are scanned in on its internal hard drive. Make sure these files are wiped or destroyed when you are turning your old copier in.

Understand what services your new copier leasing company offers. These companies lease copiers that small business owners need, and provide the service to keep them running. Some vendors (like SOS) even offer managed print services that can help you eliminate waste and cut down the cost of printing.

Learn more: Managed Printing Saves Thousands on Office Print Costs (Case Study)

Keep service separate from your lease. A good copier leasing company should help you understand your agreement. Sometimes these agreements bundle two components together: the lease of the copier, and the service contract. You can get these separately so that you can change service agreements separately from the long term lease of the copier. This is also the place to look out for lease escalation clauses so you can avoid price hikes.

Ask your copier leasing company about what is included in the service contract. Does it include regular maintenance, as well as repairs? What response time can you expect in the event that something stops working? Knowing what to expect can help you make sure you’re getting the best service for your needs.

Know the process for getting supplies. Some service contracts include replenishment of parts and items like toner. Some copiers include a function that automatically alerts your service company when you are running low, and they will automatically ship replacements to. Being aware of the ordering process up front will make the process go smoothly and never leave you out of supplies.

Don’t wait until your lease is expiring to look for new possibilities. If you are stuck in a bad contract that will last another year or more, don’t wait. Look into options sooner rather than waiting for the end of your lease. At best, you could find a way out of your contract, and at least it will help you find a better copier leasing company to switch to when the contract does end.

Make sure your old lease won’t be automatically renewed. Check at least 90 days before the end of your lease to make sure your contract didn’t include an automatic renewal clause. If you don’t make your intent to end the contract clear or return the equipment by the deadline, your previous copier leasing company may charge you or automatically renew the lease.

With the right precautions, transitioning to a new copier leasing company doesn’t have to be a hassle. After all, a company’s goal should be to make things easier for you to use their service. Staying in the know on your leases will save you time and effort in the long run, because you won’t have to deal with costly issues or interruptions of service.

If you’re in the NYC metro area, check out Superior Office Systems! You’ll be glad you did.