Searching for a reliable copier repair technician can be a overwhelming task in South Florida. If you’ve noticed there are not too many of these guys around. Today, we’ll take a look at what are the important things to look for when your copier needs parts or repair.
Can I fix this myself?
Copier repair can soon become bewildering and unless you have experience with computers and other electronics going beyond the plastic paneling is risky. There are literally thousands of moving parts in today’s photocopiers. There have even been some engineers that suggest on paper these should NOT actually work at the efficiency that they do. Well, thank goodness they were wrong and we don’t have to sweat the details. Copiers are not design for the DIY (do it yourself) repair.
How to avoid the call to begin with, Common jams, issues and copier parts
Let’s take a look at why you’re in this undesirable position to begin with. Most copier issues (and I mean 90%) are a simple matter of understanding where the jam originates in the paper path. The paper path is from the paper drawer to the exit on to the paper tray. So, it’s always good practice to start at the beginning. The drawer starts elevating the paper (once closed) to a rubber pickup roller. This roller not unlike a tire on a car wears out over time.
For example it may pick up the first two pages, but fail to pick up the rest, thus halting the entire production. Once the copier detects there’s an issue paper deep in the path are left for your to manually remove them. So, ask yourself “Where in the paper path dose this originate?”. Having the answer may save you time and money. It may only be a $5 roller.
Selecting a copier repair company and or technician
Typically we don’t scrutinize our technicians as we would for a reliable auto mechanic when it’s our own car that needs repair. However, I challenge you to consider doing this. There are several levels of technicians, color specialist, and Black/White only techs. Digging further you’ll learn that brand, model, and year will also be key factors when contracting a technician. An example is a tech only certified on late model Black copiers billing you $95 /hr to examine your color machine. The tech is willing to take the call and you’re willing to take the risk. The tech is crossing his fingers that it’s a simple matter of cleaning or removing a jam, however if it’s a color specific issue he may learn on the job. (You pay for this education, plus copier parts) This isn’t meant to scare you, rather create an awareness of who you pay for service.
Be sure to ask about our service contracts and the benefits to having peace of mind.
Maybe you’re one of those people who runs your car without a break, a tune up or an oil change. Maybe a quick stop to refill gas and an occasional freebie car wash are all you think your car needs. That will work great for you for a year or two. A brand new car doesn’t need much preventative or ongoing maintenance. But after that initial “new car” smell wears off, so will the ability of the car to run endlessly without care. It’s then that your lack of preventative care will finally catch up with you. And not only will your mistake be hard on your wallet, it’s likely to cost you a lot of time in the shop as well.
What do Cars and Copiers have in Common?
Just like your car, a copier needs regular maintenance to keep it running smoothly and effectively. And unfortunately, much like a car, many people don’t bother with routine maintenance and simple repairs until their copier unexpectedly gives out on them. While most people refill their toner regularly to keep clear print coming, that’s like simply piling up the gas in the car. Over time a car needs more than gas. It needs oil changes, new brake pads, and tire rotations. And that’s all just to ensure that nothing goes wrong. Once there is a broken piece or an accident, often due to poor maintenance, much more work may be required. The same is true for copiers. And at that point, not only will you end up with a significant repair bill, more importantly you may have to endure multiple days of business without this integral office work horse. Copiers, like cars, are there for you, easily overlooked and overworked. Overlooked, that is, until the moment when they break down, rendering an entire office effectively crippled.
So what kind of Maintenance and Repairs do Copiers Need?
Just like you need gas to keep your car running, you will also need toner to keep your copier printing off pages. Toner is part of what is known in the business as a “consumables” cost. Keeping a toner full is no big deal with a copier, the lack of ink on the printed page soon informs us when the toner is low.
A second, less well known “consumables” cost is the developer. Developer is the name for magnetic powder that is used to fuse with the toner to create great quality printing. While most of us know to replace our toner cartridges when the ink quality starts looking bad, far fewer realize that developer eventually needs replacing as well. That’s likely a situation when we’ll be calling on an expensive technician to come in and “service” your copier.
But it’s when you get into the “parts” category that your headache can really turn into a migraine, and your repair bills and the downtime for your copier can get much higher than you anticipated. As we all know, just understanding how to use a copier can be a major effort. Trying to figure out what’s wrong with an injured copier is a job for professionals, and their labor costs, along with the parts costs, can very quickly add up.
How Much are Labor Costs for Copier Repairs?
Unfortunately for copier owners, labor costs for copiers are significant. The average rate for a customer repair call is between $90 and $150, here in Miami /Ft. Lauderdale, FL. That adds up quickly especially considering the number of small things that can go wrong with these essential components of the business office.
What about Repairs and Maintenance if you lease a Copier?
Ah. We thought you’d never ask. One of the most significant benefits of leasing a copier in Miami rather than buying one is the repair and maintenance value. Under a copier lease with a reputable company, everything maintenance and repair-related is already covered in the lease agreement (double check your fine print just to be sure.) This means that whether you are experiencing a paper jam due to the new office administrator loading the wrong size paper, or your copier is giving you some kind of strange code that only it understands, a technician can be consulted by phone and can even show up on sight for free, if necessary.
This means NO figuring out when to change your toner and NO valuable labor hours lost wrestling with that beast of a copier that keeps your business running. Your copier leasing company can even advise you on best placement for your copier to prevent the common problem of overheating. And since you’re leasing, you don’t have to worry about which copier uses the least ink and has the lowest life-cycle cost, since toner replacement is already covered under your lease agreement. That means quite a few less headaches for your business, and for you.
Why Should I Lease a Copier rather than Buy One?
Well, I thought I’d already convinced you to lease with all my reminders about the headaches copier repairs and maintenance are likely to cause you. But if that’s not enough to sell you on a copier lease, keep the big picture in mind. When you buy a copier, you make a huge ﬁnancial investment up front, taking a wad of money from your current savings from proﬁts. Meanwhile, a new copier loses value the minute you “drive it off the lot”. Add to that the ﬁnancial hassle of unpredictable repair and maintenance bills to worry about. Then keep in mind the time and energy that one of your staff is going to need to troubleshoot any problems that arise, and your cost for your brand new copier just went up signiﬁcantly. After a short period of easy use and a typically much longer period of struggles with a big unwieldy machine, you will be left with a dinosaur of a copier that is now worth very little and may not even work. You may even have to pay to get rid of it!
So Should I Lease a Copier?
Please, please, please, reread the above if you are STILL asking this question! The bottom line is, leasing a copier means a predictable monthly cost and predictably available free service and repairs. That means less labor lost, less time wasted and far, far fewer headaches.
Whether you are a smaller, developing business or an already established one, multifunction copiers play an important role in many businesses. So should you buy a copier, or rent or lease one? Which option will save you the most money while best meeting your business needs? And what about the fine print? The more you learn about how renting and leasing of copiers works, the more you will be able to make an educated and intelligent decision about which option is best for you.
How does renting a copier work?
Renting a copier can be a huge money saver for a small business, as the cost of a good copier will be a big capital expense. By renting a copier, you allow the rental company to take the hit on their bottom line, while you benefit from a high speed multifunction copier.
Copiers are generally offered for rent for a contractual period of twelve months or less. A monthly fee is incurred, and the copier rental usually comes with a maintenance and service agreement. Copier rentals also often include cleaning and preventative maintenance which can save you time, money and frustration. Your costs as a renter are low because you are simply paying to borrow someone’s copier. You can choose from a variety of models of copiers that best suit your business needs and after your rental period has ended you can upgrade your model as needed with a new rental, a real bonus for a rapidly growing business. When renting a copier, you may have the advantage of renting newer, more technologically advanced equipment for a reasonable monthly rate, instead of being stuck for seven or more years with whatever model you chose to buy. Renting a copier can be a particularly good option for a small business or a business that has a short term project, such as converting paper files to digital.
How does leasing a copier work? How is it different than renting?
Copier leases ( or “copy hire” as it is referred to outside the U.S.) are longer term than rentals: usually one, two or three year lease agreements. Before leasing you should be sure you have the monthly cash flow to support payments, as lease agreements are very difficult to break. If you do have the necessary cash flow, leasing can be a significant cost savings as the fees are lower than renting. Leases are also less expensive than buying and the payments are spread out over time making it easier on your bottom line. Make sure that when you are comparing costs, you multiply the monthly lease fee times the number of months the fee will be charged. This will give you the total cost for your copier lease.
As with copier rentals, leases will include some kind of maintenance and cleaning contract which may be separate from the lease agreement. Read the fine print carefully as lease and maintenance agreements vary greatly and costs from a variety of fees can accumulate.
What are the advantages to leasing or renting a copier rather than buying one?
Among other advantages already listed here, keep in mind the tax advantages to leasing a copier. Talk to your tax advisor about your business tax costs. Copier leasing companies often make sure to price their leases below the interest cost of a loan for the same copier. This can be advantageous to you, allowing you to get a better copier for the same amount of money.
Another tax advantage is that leases are set up to be immediately deductible expenses, while a purchase of a copier requires you to make a big capital outlay and then slowly depreciate your asset. Leasing or renting also allows you to enjoy the best part of the life cycle of your copier without worrying about selling it or repairing it when it becomes broken or outdated.
What should I watch out for when renting or leasing a copier?
Always read the fine print of the rental or lease contract to make sure the maintenance agreement and the rent/lease agreement are for the same length of time. Otherwise you may be stuck paying for maintenance after your rental or leasing agreement has expired.
Also, be aware that many multifunction copiers now use digital technology that allows them to store memory of your documents in a hard drive. This can be a very useful function but may be an issue in terms of client confidentiality depending on your business type. If you return a rented or leased copier with confidential documents still stored on it, it may be a liability for your business.
When renting a copier, also watch out for fees per copy that are included in some rental agreements, those may add up to a very significant expense.
How do I find a copier for lease or rent in my area? How do I know what model to look for?
If you have decided you are ready to rent or lease a copier, look for a reputable rental/lease business for copiers, in your area. Some sites will allow you to type a location (such as Miami, Florida) into their search engine and will then help you to compare rental and lease prices by company. Once you have found one or more businesses you want to work with, ask them to show you a variety of models that may work for you.
As you look at copiers, remember to keep in mind what functions you might need for your particular business. Most copiers are multifunction allowing you to print, scan and copy. Most are also digital rather than analog, meaning that the copier saves it’s own copy of all images into it’s memory. This useful function can allow you to keep copies of contracts or other important papers just by copying them. You should also be sure the print function that your copier uses is a laser printer rather than an inkjet. Laser printers have significantly lower life-cycle cost because they are higher capacity (meaning that you do not have to add paper or ink as often). Also laser toner is significantly cheaper than ink, about fourteen cents lower per page.
With all this information in hand, you are well equipped to make a decision on whether to rent or lease a copier for your business. Find a great copier businesses in your area, compare models and monthly costs, talk to your tax advisor if needed, and pick out a high speed multifunction copier that works for you and your business. A copier can be a serious investment but it is one that is well worth the cost if you choose wisely.
Finding the right wifi printer can be a daunting task especially when most new copiers come with standard wireless all in one printing features.In order to decide which wifi printer is right for you there are certain determining factors you must pay attention to. Printing technology, cost, print resolution, and wireless features are just a few factors to keep in mind when looking for your next printer.
Things to consider when choosing a wifi printer:
Wireless all in one printing technology: Since most new desktop and stand alone printers now come with wifi printing as a standard feature it can become difficult to determine which features are truly important and which are not. The first thing you should look at when buying a wifi printer is which wireless technology it uses. Some technologies include Bluetooth or a wireless internet connection that connects your devices to your printer. Traditionally you will find that manufacturers like Ricoh offer great desktop as well as stand alone wifi al in one printers including scanner, fax, and multiple paper format trays.
Printing speed: the speed of your wifi printer is important and can be measured in ppm (pages per minute.) Knowing a wifi printers speed is key especially if you have a high printing volume. Speeds usually vary between black/white and color prints and when choosing the right wireless all in one printer a printing speed of over 20 ppm for color should be sufficient.
Print Resolution: another important factor to consider when purchasing a wifi printer is print resolution. Whether your printing photos or office documents your wifi printer needs to have great resolution and this can be measured in dpi’s (dots per inches.) High quality images usually have a minimal dpi of 1200×2400. If the majority of your printing will be high resolution graphics then its important to find a wifi printer with a higher resolution.
Tips for purchasing the right photocopier in Miami, FL.
A photocopier is an important part of every business and can signify a large part of your monthly overheard expense, so choosing the right machine and vendor is key. Once who have chosen the right photocopier that fits your office needs then its time to find a vendor who can provide you with the photocopier you want at a price you can afford.
Here are some tips to remember when finding a vendor in Miami, FL.
Important Copier Features:
Every office has its own specific needs and when choosing the right photocopier it is important to know which features are most often used in your office setting. Nowadays most photocopiers come with fax, scanner, and various page formats as standard features. Page software’s and documents sorters and paper feeders are additional features you might need and are not usually standard options. Always express to your salesperson all functions and features you expect to have with your new photocopier.
Overestimate Your Print Volume:
If you already lease or own a photocopier you pretty much have a good idea of your print volume. Knowing how many prints you make per month is very important. The best way to figure out your monthly print volume is be seeing how many boxes or reams of paper you go through in a month. Knowing your print volume will help you figure out what print speed you’ll be needing as well as your main print format; black/white or color. By knowing how much you print and you main print format you’ll be able to incur additional savings by purchasing a photocopier that specifically fits your needs. Overestimating the number of prints you think you’ll be doing will also leave you some room for print errors that will occur when learning to operate your new photocopier.
Know Copier Language and Ask Many Questions:
Like most industries, the photocopier industry has its own terms and language. It’s advisable to become familiar with some of the industry’s lingo and acronyms so you do not get caught off guard when a salesperson starts speaking to you in abbreviations. You’ll most likely be able to get exactly what you want and at the right price if your familiar with photocopier terms and have done your research in advance.
Its important to get quotes from different vendors t not only compare pricing but to educate yourself on what might be the best photocopier for you. Different companies and vendors will be trying to gain your business so its important to ask the right questions and find out what makes one company better or different from the others. Most businesses nowadays have different offers and specials so make sure to ask them about any promotions they might be having on maintenance or lease terms. Remember a photocopier is a large investment so feel free to negotiate.
Get Everything in Writing:
The first thing a vendor will send you is a quote with a breakdown of all the specs and features included in your photocopier purchase price. Make sure any estimates are written down in an itemized quote. Most companies will offer you a service contract with your printer which is always great to invest in. When reviewing a service contract make sure it itemizes everything that is included in your monthly maintenance. Some things to consider are: parts, labor, and technician response time.