The cost of a machine will depend on the features, billing program, and materials you use. The costs of a machine can be divided into the following categories:
- Equipment- the machine itself
- Consumables- supplies like paper, toner, ink
- Maintenance- service costs
You can purchase each separately, or choose to pay for all three as one bill using a CPC program. If you purchase equipment separately, you might be able to get a better deal on a used or recycled machine.
Equipment Costs
Copier machines range in cost from a few thousand dollars to tens of thousands or more for a professional quality machine. Many businesses save money on a printer copier by buying a used machine or one with recycled components. If you do this, make sure you have a maintenance plan in place, or that you have a warranty on the machine. Purchasing a used machine is a bit like buying a used car- you can negotiate to get a better deal. Make sure any used machine can be upgraded in terms of memory or features (adding trays, etc.) if necessary.
Consumables and Supplies
Supplies like paper, ink, and toner add to the cost of owning a machine. You can purchase these materials from the copy machine vendor, or a separate source, like Staples or Office Depot. Many online retailers offer delivery options, so you’ll never be without the necessary supplies. Many supplies are made of harsh chemicals and are not recyclable. These materials require special disposal procedures- often you must arrange for pickup or send used components back to the company for disposal. However, “green” materials are easy to find if you look- they’re also usually cheaper. Using an all in one printer scanner can cut supply costs, as you’ll be able to store documents electronically and print less.
Maintenance and Service Costs
Many vendors will require that you sign a maintenance or service contract, especially if you are leasing a machine. Used machines can have warranties, too, but it’s a good idea to figure out how long it will remain in effect. A maintenance contract can have helpful provisions, like the use of a “loaner” machine and time guarantees for when a machine will be fixed. You can purchase a maintenance contract separately from the machine itself.