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Photocopiers

Photocopiers

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Photocopier Guides

In addition to price comparison, our website provides FREE buying guides to ensure buyers:

1) Understand the different product options

2) Source from a good supplier

3) Find the best price deals on the market

We offer FREE buying guides for photocopiers, vending machines, franking machines and more. Take a look at some of our most popular guides.

Photocopiers

Photocopiers for Sale

Benefits of Buying a Photocopier for Sale

Ownership of the photocopier – If you choose to buy a photocopier you will own the machine outright, having cleared your debt to the photocopier company in one go. This means you will not have to worry about the monthly or quarterly cost of the photocopier as you would if you had leased it.

No interest payments – when your hire a photocopier you pay interest above and beyond the RRP of the photocopier, so the total cost of hiring a photocopier is likely to be greater than buying a photocopier outright.

No additional fees – When you pay for photocopier outright you will not be liable to the photocopier supplier for additional fees. When it comes to leasing, photocopier suppliers will charge you for copier usage on a per copy basis.

Cheaper extras – If you buy a photocopier for sale then you can shop around for the best priced ink cartridges and toner. If you enter into a photocopier hire agreement you may be obligated to buy your toner or ink cartridges from that photocopier supplier who may charge more that the RRP.

Disadvantages of Buying a Photocopier for Sale

Large capital outlay – most decent copiers will cost at least £2000 which is a large financial outlay and capital investment. This can cause cashflow issues, particularly in small businesses. This also means you have money tied up in a depreciating asset which restricts you from being able to invest the money elsewhere in the organisation.

No free upgrades – if you purchase your photocopier outright you will not be entitled to upgrades. Given the rate at which technology is advancing having the opportunity to receive free upgrades can be a big plus.

The ability to upgrade is not only beneficial in terms of your office being able to use more advanced technology. It is also financially advantageous because new photocopiers are becoming increasingly more price efficient when it comes to cost per page, toner usage and energy efficiency.

Less tax efficient – Leasing a photocopier is also more tax efficient than buying one as there are greater tax savings to be made from having a photocopier hire agreement compared with purchasing the copier outright from the start. Hiring a photocopier can reduce your tax bill by claiming against the copier monthly payments as it is a business expense.

Buying a photocopier is also tax deductible. In the first year of trading it is tax deductible by 40% and 25% then following year. So if you rent a copier you it is 100% tax deductible, whereas if you buy a photocopier it is partially tax deductible.

Maintenance and servicing fees – when you buy a photocopier for sale you may have to pay a photocopier company each time your photocopier has a fault that needs fixing. Where as when it comes to photocopier hire, all of this is taken care of.

Costs of Buying a Photocopier

Multifunctional Desktop Printer

For a desktop multifunctional printer you can expect to pay between £100 and £300 if you buy the machine.

Freestanding Medium Sized Photocopier For Sale

You can expect a basic floorstanding photocopier to cost £ 800 to £1500 if you buy it outright.

Floorstanding Large Photocopier For Sale

You are likely to pay between £2000 and £5,000 if you buy a large photocopier.

Heavy Duty Photocopier For Sale

For a high performance copier suitable for a large office you can expect to pay between £5,000 – £10,000.

For an industrial, heavy duty machine with the highest copy speeds and the most sophisticated technology on the market, you can expect to anything up to £100,000.

Used Photocopiers for Sale

Many photocopier suppliers in addition to selling new photocopiers will also sell refurbished photocopiers for sale. The main benefit of selected a refurbished photocopier over a new photocopier is that it will cost you considerably less.

The downside is that it will not work as efficiently as a new photocopier, however, there is a way to be fairly confident that you are getting a reliable used photocopier if you select one with a fairly low copy count.

The fewer copies the photocopier has made since it was first used, the more efficient it is likely to be. Used photocopiers are similar to used cars in this respect, there are many happy used car customers who paid a fair price for a vehicle that has not driven too many miles.

Having said this if you want to lease your photocopier then choosing a refurbished copier may be a problem because it will be less likely to see out the end of the contract without major functional issues. As such, refurbished copiers are often bought rather than hired. Roughly speaking, used photocopiers will tend to be half or even a quarter as expensive as a new copier.

What you need to weigh up is whether the capabilities and functionality of a refurbished photocopier will meet your office copying requirements both now and in the future.

Whilst used photocopier can work perfectly well if you select wisely, if you focus too heavily on finding the cheapest machine you may end up with an unreliable photocopier and you will most likely have to pay regular repair costs both for new parts and for the technician’s time. As with most things, when it comes to comparing new and used photocopiers, you do tend to get what you pay for.

Photocopier Rental

Benefits of Photocopier Rental

Small capital investment – Low monthly payments and no large upfront payment means more cashflow which is important for most businesses and crucial for new formed organisations when cashflow is likely to be most tight.

Also, unless you significantly underestimate or overestimate your photocopier usage, you can closely predict what your monthly photocopier bill will be and this means you can budget effectively. This means that you have less money tied up in a depreciating asset and you can then invest the money saved elsewhere in the business.

Choice – buying a photocopier does not give you choice over payment and support whereas photocopier hire does. When it comes to photocopier leasing you choose the payment terms and monthly amount you can afford and you choose whether you want to upgrades. Whilst having these options does mean in the long run the total cost will be higher, it allows you to effectively manage your finances.

Upgrades – You may be entitled to upgrades at the end of or even during the period your contract with your photocopier company. You will want clauses on upgrades to be stated in the contract to avoid doubt in the future as to what was agreed.

Photocopier suppliers should want a long term business relationship with you and want to retain your business when you upgrade to a new photocopier and so they will be happy to include such clauses.

Ideally you will want the opportunity to renew to be optional so that you can compare prices offered for equivalent copiers by other photocopier dealers to ensure you are getting a fair price.

The ability to upgrade is not only beneficial in terms of your office being able to use more advanced technology. It is also financially advantageous because new photocopiers are becoming increasingly more price efficient when it comes to cost per page, toner usage and energy efficiency.

So even if you upgrade to a more advanced and more expensive photocopier the efficiency improvements may enable you to make a net saving over the medium term. The ability to upgrade also means that you are not burdened with a depreciating asset.

Particularly as there have been significant advancements in photocopier technology over the last few years, the rate at which photocopier depreciate can be very quick. Not only is this an advantage of photocopier rental, it is one of the main reasons people avoid buying a photocopier.

Option to buy – After leasing your copier you may be entitled to pay the outstanding amount as agreed with your supplier to buy the photocopier permanently. This option is not viable for all types of photocopiers.

For example, if you have a basic copier you are unlikely to want to buy it at the end of the term as by this time the copier is likely to need regular repairs and there will be far more advanced basic copiers on the current market.

However, in some circumstances having the option to purchase after hire is ideal. This is more likely to be in instances where you have leased a top of the range copier which because it is high performance will probably still be running efficiently at the end of the contract period and is a better option than leasing a new model.

Maintenance and servicing – when you lease a copier you will receive a level of technical support as standard in terms of maintenance, repairs and servicing. Where you select a high performance copier this support is likely to be free or cheaper. Otherwise, if you are leasing a cheap copier there will be a premium to pay for this support from your photocopier company.

Tax relief – tax is 100% deductible when you lease a photocopier, but only partly deductible when you buy it outright.

Cheaper ink cartridges – If you enter into a photocopier hire agreement then chances are you will agree for your photocopier supplier to also provide your toner. As photocopier suppliers buy toner in bulk they can often purchase toner at a significantly reduced rate and pass this cost saving onto their customers.

On the other hand, some photocopier companies will charge more that the RRP for toner so ask them to confirm the price they will be charging for toner before signing on the dotted line.

Disadvantages of Photocopier Hire

Payment of interest – when your hire a photocopier you pay interest above and beyond the RRP of the photocopier, so the total cost of hiring a photocopier is likely to be greater than buying a photocopier outright.

Copy volume estimates – Photocopier suppliers will charge you for copier usage on a per copy basis. The more you copy the lower the per page fee will be. Some customers provider unrealistically high copy estimates in an attempt reduce the per copy fee they will be charged.

Whilst, some customers provide unrealistically low copy estimates in an attempt to pay less overall. Aware that some customers will try to underestimate or overestimate their actual usage to make savings, photocopier suppliers will penalise you where estimates are not met.

This can be either by charging you for the volume you estimated if you do not reach your estimated volume or charge you for every extra copy you produce if you underestimate your copy volume.

Photocopier Rental Prices and Costs

How photocopier leasing contracts are priced

Photocopier leasing contracts will be charged by photocopier dealers in terms of a fixed monthly fee plus a per copy fee. This is common with the photocopier industry. In terms of how these photocopier price plans will be weighted, some contracts will offer low monthly fees with high excess copy charges or high monthly price plans with a low per copy cost or even unlimited free printing if you are leasing a more expensive machine.

Photocopier Rental Costs

The type of photocopier you rent is clearly going to affect the cost of photocopier rental. The more features your photocopier has, the faster it copies and the higher the volume of copies it can produce each month, the more expensive it will be.

To rent a very basic photocopier you can expect to pay £25 to £50 each month. Typically this will be a multifunctional desktop printer suitable for a start up or very small business that require use of the photocopier several times per day for small copying jobs.

For £75 to £125 per month you can lease a basic freestanding photocopier.

To rent a more advanced floorstanding photocopier suitable for a medium sized office, with fairly high copy speed and monthly copy volumes you can expect to pay £125 to £250 per month.

From £250 per month upwards you will be able to lease a top of the range office photocopier with very high copy speed and copy volume capabilities and advanced features.

Photocopier Hire Services from the UK’s Leading Photocopier Hire Companies

A reputable supplier will be happy to stipulate the level of maintenance they can provide both in terms of the time it will take for the technician to be onsite fixing the copier to the provision of a replacement copier or time in which they guarantee to fix the faulty copier.

Without such clauses in the photocopier hire agreement you could be left waiting a long time for your photocopier to be fixed which will be costly financially and in terms of time wasted.

An effective photocopier leasing contract from the buyer’s point of view will contain specific response times from your photocopier hire company. Ideally you want to push for response times of several hours or same day at the very least.

Ideally you also want clauses that cover the cost of replacement parts and the cost of the technician’s time. This should stipulate in which situations either you or the photocopier supplier will be responsible for the cost of repairs or new parts.

You want to have inserted into the photocopier hire agreement specific situations when you and when the photocopier company will be liable for such costs. Within these clauses you also want to have stipulated that the photocopier company will provide regular servicing and a reputable photocopier hire service from a reliable photocopier hire company should have this in the contract as standard.

Photocopier Suppliers

Photocopier Supplier Prices

It can be difficult to get an idea of photocopier dealers prices in the UK because most photocopier suppliers do not list the prices of their photocopiers on their website. This is mainly for 2 reasons.

Firstly, being a fairly large purchase, photocopier suppliers will be willing to negotiate their price which is a big plus. The other reason is that photocopiers today tend to have a number of features that can be set bespoke to your particular office requirements and therefore it can be difficult for photocopier suppliers to accurate estimate the price of any particular photocopier service or photocopier solution they may sell.

Photocopier Company Contracts

Some of the key elements of a photocopier supplier agreement that cover photocopier services, photocopier solutions and photocopier maintenance are as follows:

Price – you will want the photocopier service contract to clearly state what your payment obligations are. Typically a photocopier company will make two charges. The first charge is a fixed monthly fee. The second charge is a per copy fee. The more you estimate you copy, the lower your cost per copy will be.

Extras – the main extra that is often forgotten when calculating the likely cost of your photocopier is consumables and this mainly refers to toner. Very simply, black and white photocopiers as the name would suggest only require black and white toner.

This toner is fairly cheap. Colour copiers or hybrid photocopiers, use coloured toner and black and white toner. Colour toner is considerably more expensive than black and white toner.

Therefore consumables will cost more if you are looking to by a colour photocopier or hybrid copier. However, reputable photocopier suppliers will be able to advise you on ways you can reduce the amount of colour toner you use when operating a colour photocopier or digital hybrid copier.

Be sure to have inserted into your photocopier service contract at what cost the toner will be supplied by the photocopier supplier otherwise your supplier may enter you into a contract where you are required to buy their toner at prices they can change at any time. Reputable photocopier suppliers will be happy to consider treatment of such clauses.

Photocopier maintenance – make sure terms are clear around frequency of maintenance by the supplier, including servicing and general maintenance. The regularity of maintenance a supplier provides is also a very good way of distinguishing between a good and not so good photocopier company.

Repair times – you want to understand the photocopier company’s standard response times and if possible get them to commit to a maximum response time. Having response times in writing holds your photocopier supplier to account.

Large photocopier suppliers with bigger networks of technicians may offer better response times, however, smaller photocopier suppliers that only cover a small area may be just a quick.

Responsibility for repairs payments – your photocopier service contract is likely to state circumstances under which the supplier is liable for the cost of repairs and under which circumstances the company renting the copy machine is responsible for the cost.

Typically if the machine needs repairing because of ware and tear, liability for the cost of repairs may be with the supplier, however, if repairs are required because of recklessness or neglect by the buyer then liability is likely to fall on the buyer or hirer.

Why it is Important to Choose the Right Photocopier Company

The process of comparing photocopier suppliers quotes is not the most riveting but is very important. Some of the reasons that sourcing a reputable photocopier dealer is so important is because there are significant financial, logistical and time efficiency implications to your choosing a good photocopier dealer.

It can be time consuming to compare photocopier solutions which is why Suppliers Compared allows you to compare price quotes from several reputable photocopier suppliers in minutes.

Questions You Should Be Asking Photocopier Providers

The key questions you should be asking photocopier suppliers in order to ensure they can offer the right photocopier solution for your business are as follows:

How long has the photocopier dealer been in business?

Which companies are the photocopier dealer’s major clients? If they manage well-known companies with large operations then this is a sign they are a professional outfit.

Is the photocopier dealer an authorised photocopier dealer? What is meant by an authorised photocopier dealer is a dealer than is authorised by a particular photocopier brand or several photocopier manufacturers to sell their photocopiers.

Large photocopier manufacturers have a reputation to uphold and so want photocopier suppliers that sell their products to be reputable. If a photocopier supplier is an authorised photocopier supplier then this means large brands are happy for them to retail their products and is a sign of a good photocopier supplier.

Another reason you ideally want to source a photocopier from an authorised photocopier company is because brand software and hardware is always being updated and only authorised photocopier companies will be able to provide you with the official software and hardware updates.

How many brands of copier does the photocopier company sell? The majority of photocopier providers will either sell one brand exclusively or sell several brands. Either of these are fine, however, be wary of photocopier companies that sell a whole host of different brands as chances are they will not be photocopier specialists in all of these brands and you do want them to be photocopier specialists in the brand you want to buy or rent.

Ask the supplier whether they have technicians that specialise in repairing the make and model you choose. You should also find out whether the copier supplier has in-house photocopier repair specialists or outsources this to another company. Using a photocopier provider with an in-house team with save time.

Where does the photocopier dealer hold his stock? This is important when it comes to breakdown and repairs because if you require a replacement part then you will want your photocopier company to supply these parts quickly and therefore have stock located relatively close to your office.

Does the photocopier supplier have a customer showroom and can you visit their premises? By doing this you will see the photocopier company’s breakdown and repair centre, see how many photocopier technicians are onsite and see whether the repairs centre is well stocked with parts and toner.

It is a good idea to visit the showroom once you have selected several copiers to consider, so that you can test the photocopier onsite. If you do not do this the first time you will be able to test the copier when it is being installed in your office by which time you have probably entered into a photocopier service contract.

Please can you provide testimonials from your clients? The best photocopier suppliers should be happy to provide you with testimonials from their happy clients. If a particular photocopier company does not want to do this for you then alarm bells should be ringing.

When you speak to the happy customer you can ask them all about the supplier to assess the things they do well and where their service could be improved.

Questions Photocopier Companies Will Ask You

The photocopier dealer will have a number of questions to ask you to ensure they recommend photocopier solutions fit your office requirements. Here is a list of some of the most likely questions they will ask:

How many copies do you currently produce each month and expect to produce in the future? This will allow the photocopier company to assess how advanced your photocopier needs to be in terms of copy volume capability.

The photocopier service contract pricing is based on the copy volume you provide. If you are replacing a photocopier you will easily be able to estimate your future copying volume based on your past copying volume. This information will be stored on all digital photocopiers. Simply navigate the control panel and refer to the photocopier manual to find this information.

Effectively, the more copies you predict you will make each month the lower the per copy price will be. This means many companies are inclined to overestimate their copy usage in order to obtain a low price per copy, however, there is a pitfall to doing this.

Photocopier suppliers know that companies will overestimate their copy volume to get a better deal and so penalise you where you do not reach your estimated copy volume. Equally some companies will chose to quote a copy volume lower than the volume they expect to print so that the overall price is lower.

This is also a bad idea as again photocopier suppliers are aware of this trick and in cases where you print more than you have estimated you will be charged for the difference. To avoid difficulties like these it is advisable to give a realistic estimate to your photocopier supplier based on prior usage and then you are less likely to get stung by unexpected charges down the line.

As well as you giving the photocopier supplier fair estimates to be inserted into your photocopier service contract, you must also make sure the photocopier supplier is being fair in return. Your copy volume is likely to change from month to month depending on when your business or organisation experiences busy and quiet periods.

If your photocopier supplier only asks you for a copy volume estimate per month which is the same for every month across the year you want to ask for it to be stated in the copier service contract your estimated copy volume for each individual month throughout the year or at the very least your likely copy volume from one quarter to the next.

How many members of staff are likely to be using the copier at any one time and how many members of staff tend to use the copier in peak periods? This will enable a good photocopier supplier to select photocopiers that have the necessary print speed to ensure your office continues to run efficiently in period where the copier is in heavy use.

What size paper will you want to copy onto? There are a number of options here. Photocopiers can copy in A2, A3 and A4. Most photocopiers copy in A4 as standard, however, specialist photocopiers are often required where the client also wishes to copy in sizes other than A4.

Will you be copying in colour? This will allow you photocopier dealer to narrow down the choice of copiers they will want to present to you.

Would you like to be able to scan and scan to email from your copier? Rather than having a separate copier and scanner, in order to save office space and consolidate the cost of these machines, an all in one copier scanner is a good option for most. Just note that for every feature including scanning that you want your copier to have, the price will increase.

Which additional features will you want? Basic photocopiers simply copy, but most modern photocopiers also print, scan and fax and advanced photocopiers staples, hole punch, bind and more. They also offer sophisticated technology such as internet features, audit features, security features and energy efficiency features. The best photocopier companies will be happy to talk you through your choices in detail.

Checks You Should Do

Most photocopier suppliers in the UK are reliable and reputable, however there are photocopier suppliers which will not be able to offer the level of service you require. To avoid such photocopier companies you can do your own background checks on these companies. The main check you can do for yourself is to go to Companies House to see that potential photocopier suppliers are operating legally, are in a healthy financial position and ideally are fairly well established.

Photocopier Industry Body

The photocopier industry certification body is NAPPS . The photocopier suppliers that are members of NAPPS are tested rigorously in terms of operating standards and customer care. Upon becoming a member each photocopier dealer is required to work in line with NAPPS Code of Practice which commits members to treat customers ethically. Therefore a photocopier supplier with this certification can be considered one of the top photocopier suppliers and should be a trustworthy and reliable provider.

Having said this, there will by top photocopier companies which are not NAPPS registered. Where a photocopier company is not certified, I recommend asking for testimonials from their clients and another way of ensuring you are working with a top photocopier dealer.

Summary

Vet any potential photocopier supplier by asking questions and doing background checks.

Try to avoid extremely cheap deals and there are likely to be hidden charges.

Read your photocopier agreement thoroughly.

Ultimately you should aim to source a reasonably priced photocopier from a reputable photocopier supplier with a good service level agreement in place.

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Franking Machines

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