A lot of people are paying too much for their copier maintenance agreement and following are a few ideas to help.
The first area is when the minimums are set too high. A lot of minimums were set a few years ago before the recession. Now, you are probably copying less because of that and you should investigate. If you’re not sure of your volume check your paper purchases for the past six months. A ream of paper is 500 sheets and a box is 5000.
Another trend that is happening is people are scanning more and copying less. Scans are usually free and copies aren’t. There is even a slight trend toward printing less and scanning more.
Once you determine that your actual copy/print volume is less that what you’re being charged call the service department of the vendor and ask for an adjustment. The response will vary depending on your existing contract. If your monthly minimum for copies and prints are built into an existing lease you may be out of luck. Sometimes it can be adjusted down and sometimes not depending on the type of lease. If you can’t get a clear answer from the copier vendor call the leasing company and discuss. Just find a recent invoice which will have their toll free number and your customer number.
Another pitfall may be that you’re locked into a one year service agreement and can’t adjust the minimum until renewal. If that’s the case call your sales rep and see what can be done. If that person no longer works for the company ask for the sales manager.
The best advice for the future will be too always set your minimums lower. When you tell a sales rep that your volume is 10,000 per month that’s where they’ll set the minimum. They often get a commission based on the size of the maintenance agreement. Next time set the minimum at 5,000 even though you’re currently making more. It’s better to pay the excess copy charges than pay for copies you didn’t make. This is significant during months like December when people are on holiday or during the summer and copiers are used less frequently.