When you are tasked with finding the perfect Multi-function printer for the office you likely begin by hitting up the google universe. All of a sudden there is a long list of different options, different price points, varying functions and various dealers offering similar products and services. It can be ever daunting comparing office equipment on value, initial costs, functions, and service costs.
We found there are three key factors to consider when cost comparing office equipment. These aren’t the only way to evaluate your potential investment, however, they are the ones with the biggest impact to your businesses bottom line.
# 1 – Functionality of equipment
Knowing what features and functions you need is the first step in cost comparing multi-function printers. This means looking at not only features such as copy, print, scan (those generally come standard in all equipment), but looking at folding, stapling, paper size such as 11 X 17, colour or just black and white. Or if the device needs to scan to the network or folders or tracking individual usage.
#2 – Cost per copy
This step is a big one, and can get a little more complicated when examining the true cost per copy. Read more on how to determine cost per copy here. A quick overview on how to calculate cost per copy:
Time & Materials Example:
A Black & White MFP with a toner cost of $498 where the manufacturer yield is 40,000 at 5% coverage. Simple calculation of $498.00 / 40,000 = $0.01245 per page for toner.
Service Agreement Example:
A colour MFP with monthly volume of BW of 8,500 and colour of 2,300. Contract copies are charged at $0.01 for BW and $0.07 for colour. Simple calculation looks like: (8,500 * $0.01) + (2,300 * $0.07) = $246 per month. This would include all toner, service repairs, labour and parts.
#3 – Service Expectations
Last, but certainly not least, is looking at what type of service you will require for the equipment. Machines are not immune to breakdowns, service issues or downtime. There are generally two options to consider when purchasing new office equipment: Time & Materials or a Service Agreement.
Time & materials has the potential to cost substantially in time AND materials. In other words, if a machine were to go out of commission it could be days before a repair service can attend your office.
Choosing to go with a service agreement can save you money, but more importantly it can save you frustrations and time. Key factors that make up a great service agreement include:
- Inclusive of toner and waste tanks
- Hands off reporting for both toner usage, copy count and general maintenance requirements
- Quick response time when the device has an issue
- High first time fix rate, in other words, it gets fixed the first time
- Clear CPC (cost per copy) rate increases at reasonable increments
- Guarantee of product – if it is not able to be fixed, it will be replaced
Putting the three factors together when cost comparing your next piece of office equipment will help diminish overwhelm or frustrations, but also leave you confident when speaking with sales representatives.
Our team here at Com Pro can alleviate the stress and frustrations that can come with working with dealerships, different brands and vastly different pricing models. When you work with Com Pro, our sales representatives do a thorough assessment on your business. Including a print environment audit, evaluating your current print output costs and your long term goals.
Since 1998, Com Pro has been the leading sales, service and supplies dealer in the Lower Mainland and Western Canada. Com Pro’s sales representatives have extensive experience, totally over 50 years combined. They are committed to your organization receiving the best possible experience while saving money and making the process simple. Contact Com Pro today for a comprehensive evaluation and quote.