Getting the Best Quote
A SIMPLE AND HELPFUL GUIDE TO AVOID MAKING EXPENSIVE MISTAKES WHEN BUYING A NEW OR USED PHOTOCOPIER(MFP), OR UPGRADING YOUR EXISTING EQUIPMENT.
STEP 1: BASIC INFORMATION YOU NEED TO GIVE THE SUPPLIER
- Number of copies you need to produce a month, copy or print format?
- Tell them if you need A3 copying capability.
- Do you do, or would you like to do scanning?
- Is your quote for colour or mono?
- How many paper trays do you require?
- Do you need any of the following; stapling, hole punching, booklet making.
- Any other specific requirements.
STEP 2: USEFUL THINGS YOU SHOULD KNOW
- What does MFP stand for – Multi Functional Product
- Do you know that most MFP’s will do the same job as a printer, copier or fax machine at half the price, usually on a fully inclusive maintenance agreement, based on a cost per copy.
- Do you know that you can scan documents in colour at high speed directly across your network to a desktop or FTP folder, or email in PDF or TIFF directly from the document feeder of an MFP, also duplex from A5 to A3.
- Do you know that you can audit all print traffic from your MFP and therefore control all your company’s print costs.
- Do you know an MFP has a host of security features designed to protect the an accidental or illegal transfer of sensitive information.
- Would job share give your business flexibility ? with an MFP you can select a device on your network that will do the job most effectively.
- Ask how your MFP could make a greater contribution to your business
STEP 3: KEY FACTS ABOUT YOUR PURCHASE
- Is it an outright purchase you require?
- Had you considered the flexibility of leasing, i.e. being able to upgrade at any period during the lease, and offset the rentals?
- Did you know with a volume plan, you can set out a budget for the number of copies you require and terminate for over use.
- Perhaps the best option while you are deciding your exact requirements is a short term rental.
- Make sure you understand the difference between your lease agreement and maintenance, this maybe stating the obvious but not knowing could give you a very expensive problem.
- Understand fully the real costs of exiting from your current lease.
STEP 4: SERVICE – MAINTENANCE – AREN’T THEY THE SAME ?
- No – Maintenance is about routines and working to manufacturers’ specifications to keep the equipment in good working order – Service is about the quality and efficiency of the work undertaken by the supplier, and importantly the response times to the customers needs.
- A standard maintenance contract should cover all consumables, spare parts, engineers time and travel, this fully inclusive service is usually based on a cost per copy.
- Another option is to pay as you go, this can however prove to be expensive.
- Other options are tailored made maintenance packages to suit the individual needs of the customer where it is possible to incorporate the purchase of the equipment as well.