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Rent or lease photocopier machine information

Tips on how to rent photocopiers and printers
Why rent a photocopier?
How much does it cost to rent a photocopier?
How to negotiate business photocopier renting
Who are the photocopier rental companies?
How do I get out of a photocopier rental contract?
The difference between photocopier rental and photocopier leases
Should I rent or buy photocopiers?
If the photocopier supplier lets me down can I cancel the rent?
What do I need to provide to be approved for a photocopier rental?
How to get out of a photocopy machine rental?
Should I have bundled service or maintenance into a copier rent?
Who gets the rental photocopier equipment at the end of the contract?
10 Tips for renting a photocopier
Should I roll over a copier rent?
Beware when ending the rent for a photocopier
Is a rental photocopier machine the company’s property?
What is the photocopier dealer commitment?
What is the rental admin fee?
Tip to get out of paying the lease admin fee
What is the order form contract?
8 Tips on negotiating a photocopier rent hire service contract
What do I need to know about a photocopier service contract?

Tips on how to rent photocopiers and printers:

  1.  

 Leasing photocopiers

Why rent a photocopier machine?

Rent photocopier machines account for the majority of the sales. This is because the rental payments are spread over a period of time.  This helps with cash flow if you don’t have a lump sum sitting in the bank.
You should definitely talk to your accountant as many also find its tax efficient, as the whole rental quarterly price may be tax deductible for your company. You can upgrade your lease agreement part way through, just bear in mind you will incur a settlement fee either rolled into the new rent or left for you to settle.


How much does it cost to lease a photocopier?

Most leasing companies prefer you pay for leasing quarterly in advance. This is not to say you can’t pay monthly, but lease companies will require you to pay a few percent higher to do so. You are also required to pay a document fee, this can be waived by some companies usually £100 to £180. Some companies also charge annual fees and missed payment fees etc There will also be a payment of a minimum of £50 to retain the equipment at the end of the term. Here is a guide to the kind of costs you can expect to pay for leasing:
Machine typeMonthQuarter
Entry level£30 to £70£90 to £210
Desktop£20 to £46£60 to £138
Multi-functional photocopiers£20 to £325£60 to £975
Industrial£430 to £1’500£1290 to £4500
Colour photocopiers£20 to £325£60 to £975
Mono photocopiers£20 to £290£60 to £870
Floor standing copiers£20 to £325£60 to £975

These will vary depending on the configuration and functionality to add to the machine.

 


How to negotiate business photocopier renting


Who are the photocopier leasing companies?

List of photocopier lease companies
Lease company
WebsiteTelephone number
Grenke
https://www.grenkeleasing.co.uk/en.html
01483 4017 00
CF Group (CF Asset, CF Capital, CF Corporate)
http://www.thecfgroup.eu/
01279 759456
ING Lease UK
http://www.inglease.co.uk/en/home
02920 808 650
Siemens
https://www.siemens.com/uk/en/home/products/financing/equipment-and-technology-finance/financial-products/finance-lease.html
01753 434361
Peac Finance
http://www.peacfinance.com
01344 383700
Shire Leasing
https://www.shireleasing.co.uk/
01827 300 339
Tower Leasing
http://www.towerleasing.co.uk/
01753 837050
Bluestone Leasing
http://www.bluestoneleasing.com/
01924 248 800
Clear Asset Finance
http://www.clearaf.com/
01277 239932


How do I get out of a photocopier rental contract or break an equipment lease agreement?

Photocopier rental, how to get out of it: The short answer is, you can’t get out of an agreement. You should see it as a mortgage, once you enter into the agreement you either need to go the full term or pay the number of payments left. Dealers can you get out of a lease agreement and they do this by paying the remainder of the lease off. You can get a slight discount which is why it’s always wise to ask the RENTAL COMPANY for the settlement as this will give you a genuine figure, instead of asking the dealer.
Only once have I got someone out of the lease because they had supplied them the wrong machine that was on the lease and it was clear by the companies reply they knew what they had done.

 


The Difference between renting and leasing a copier

Renting a photocopier: The difference is mainly the term, a rental is much shorter in period than a lease and the forms will be different too. You would expect to have a rental photocopier for a few days to a few months. You would expect to have a lease for 3-5 years usually. You would also say the obligation in the contract would be less in a rental as the company is expecting to have the machine back and would probably do a deal with you if you need to return it early. The dealer can then re-rent the photocopier to someone else.


Should I rent or buy photocopier machines?

 

Rent or buy a photocopier: There are positives and negatives to both leasing and buying if you have the funds buying can give you a certain amount of control over your expenses and save on interest. Leasing will break up the payments and allow you to write off the full amount each quarter. Most companies lease because of these reasons.

 


If the copier supplier lets me down can I cancel the rental?

No, if you’re having issues with the company regarding your current provider you should talk directly to the lease company. Document all the things wrong and time taken. The dealer has a duty to the lease company to look after the machine, so you are wise to speak to the lease company directly to come to a resolution.

 

What do I need to provide to be approved for a photocopier rent?

Photocopier rent requirements: You need to be trading for 3 years and have provided reasonable accounts and be over the age of 18. The dealer may ask you to provide up-to-date accounts, the previous accounts or to sign a director’s guarantee depending on the strength of your accounts.  Even then you may not get approval if your accounts are not of good standing.


How to get out of a photocopier rent?

Photocopier rental are fully binding and you can’t get out of them, I have on occasions helped a customer get out of a lease because the dealer did such a bad job. But this is very rare, even if you have been severely ripped off or even fraudulent acts.


Should I have bundled service or maintenance into a photocopier rent?

Photocopier service: As a rule, DO NOT HAVE ANY COPIES INCLUDED IN THE RENTAL. It won’t cost you any more, it advantages the dealer never you. You always want to have a rental agreement separate from a service agreement that is just per copy or print.
Sometimes a dealer may give you some prints to close the deal. This is fine if it is just added on to the service agreement as a lump sum (i.e. Free first 50000 mono and 5000 colour). Just ensure its in writing on the agreement or an email, or forget the sales person said it, as you probably won’t see it.


Who gets the equipment at the end of the photocopier rental contract?

Photocopier rental agreement end: The dealer will have an agreement with the rental company to get the machine back for a nominal fee. If you negotiated at the signing of your agreement to keep the machine (in writing), at the end of the term you will be able to retain the machine.

 

10 Tips for renting a photocopier

Here are tips for renting a photocopier:

  • Tip 1 Renting a photocopier is to get quotes to compare and ensure you get a great price
  • Tip 2 Ask about the terms and the projected costs
  • Tip 3 Don’t just automatically re-sign with your existing provider’s quote, shop around. At the very least it will get them to reduce their offering
  • Tip 4 Get the FULLY completed contract before you sign and keep it for a few days and read over it and understand it.
  • Tip 5 Put a line in any blank boxes
  • Tip 6 Make sure it has all the copier accessories/options you asked for noted
  • Tip 7 It says the machine is “NEW” (if it’s a tick box, cross out the other box to make sure!)
  • Tip 8 It says they will settle the old photocopiers lease (if that’s what you want)
  • Tip 9 Lastly but very important: keep the quote and take copies of the signed contracts before you send it back
  • Tip 10 Or use Bizpare® to help you compare rental hire for new and used machines to help you.
  • Tip 11 Get advice from a trustworthy source.

 


Should I roll over a photocopier rental?

So should you have a rental roll-over? Well, when you take out a photocopier rental you take that machine for that MINIMUM period. So let’s say you are paying £200 per qtr over 20 quarters, £4000 is the minimum amount you will pay for that machine, this includes interest.  So if a photocopier salesperson says let’s upgrade your machine 10 quarters in, you’re still liable for the remaining £2000. What usually happens is the salesperson will put the remaining amount of the rent (rolling) into the next rental, effectively paying double interest on the remaining £2000.  So if you were to pay £3500 for the new machine you’re now paying over £5500 for the new machine.

ASK YOURSELF:

Do I need to change my multifunction machine part way through? (you may need to because of machine problems, service problems, it may work out cheaper etc)

What are the lease settlement costs?

What will be better?


Beware when ending the rent for a photocopier

YOU are responsible for the rental payments until it is all settled and completed. Make sure you take ownership of any settlements as if the photocopier dealer doesn’t settle it, you’re still responsible. I have seen this numerous times where the sales guy has said verbally he will end the contract and the customer has ended up with 2 rental agreements and 2 machines.  Get it in writing they will settle the rent and that’s part of the agreement and condition of the order.


Is a rental photocopier the company’s property?

YOU are responsible for the copier machine and rental but you do not own it until you get title. This is then covered by the service contract, to ensure it keeps running properly. So make sure it’s written in the terms everything you need to have a good experience.
If anyone takes the photocopiers from you, you’re still responsible for it to the rental company. Some dealers have terms that state you can’t move it without informing them. In fact, you are responsible for any items on the lease (even the “free printer” if it’s listed).
You also need to give it back at the end of the lease in good repair, some dealers have it in their terms that to do this you pay the costs to get the machine up to standard.

 


What is the photocopier dealer commitment?

Guaranteed 4 hour average response time mean nothing! You need it in writing, the maximum time and the consequence, for it to mean anything.
Ensure that all parts, toner, callouts, IT, setup and training are included.

 


What is the rent admin fee?

Photocopier rent admin fee: All leases have an admin fee (up to £200 paid in the first payment), make sure you know how much this is as most copier salespeople do not put this in the quote. But it will be in the contract terms!
You can negotiate this, most dealers will have the option whether or not to charge it if it means losing the deal.

 


Tip to get out of paying the rent admin fee

The best way to get this payment knocked off is to wait until you get the contract and say it wasn’t on the quote and you won’t sign it because they didn’t tell you about it. You will soon find you make a saving!

 


What is the order form contract?

This protects the dealer so that if you agree to take the machine and then something goes wrong they’re protected. Be aware that cancelling these can have a fee attached. So before you sign anything ensure you have all the information and are happy with your choice. I have also seen terms that say if they can’t get the machine on a rent you’re liable for the cash value, one to watch out for!

 


What is a photocopier service contract?

This is the dealer’s responsibility to you to look after the machine and keep it up and running during the life of the lease. But it’s quite often more expensive than the lease. You should be careful to understand everything contained.

 


8 Tips on negotiating a photocopier rental hire service contract

Here are tips on negotiating a photocopier rental hire agreement:

  • Tip 1 For negotiating a photocopier service contract is asking for a contract where the CPC (cost per copy) is static for 3 years, then is capped to 5% or better thereafter
  • Tip 2 Agree on terms before you sign anything in the contract
  • Tip 3 Ensure you have a level of expectation in writing that the dealer has to reach when providing a level of service
  • Tip 4 Make sure you have looked at the estimated amount of copies you will do for both mono and colour
  • Tip 5 Produce a spreadsheet showing all the costs and the increases as the terms indicate to get a clear picture.
  • Tip 6 Estimate the growth over 5 years so know you can afford the costs.
  • Tip 7 Check the machines “average month duty” (the monthly prints ON AVERAGE, not MAXIMUM monthly prints the manufacturer recommends) against your projected increased copies to ensure a pleasant lifetime experience.
  • Tip 8 Stay away from copy inclusive contracts and minimum billing service agreements as these rarely benefit you and will mean you pay more in the long run and you are more likely to be unsure how it works and how to control costs.

 

 

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Summary
Leasing a Photocopier
Article Name
Leasing a Photocopier
Description
Instant rent copy machine & Lease copier comparison information. Tips on how to lease copiers and rent copy machine printers. Why lease a photocopier? Photocopier lease rates. 6 benefits of photocopier lease hire agreements. What is the average length of a copier lease? What type of photocopier can I lease? How much does it cost to lease a photocopier? How to negotiate Business Equipment Leasing. Who are the photocopier leasing companies? How do I get out of a rental contract or break an equipment lease agreement? The Difference between Photocopier Rental and Photocopier Lease? Should I lease or buy photocopiers? If the copier supplier lets me down can I cancel the lease? Questions to ask yourself before signing a new photocopier lease agreement. What do I need to provide to be approved for a photocopier lease? How to get out of a copy machine lease? Should I have bundled service or maintenance into a copier lease? Who gets the equipment at the end of the contract? 10 Tips for renting a photocopier. Should I roll over a Copier Lease? Beware when ending a lease for a photocopier. Is a leased photocopier machine the company’s property? What is the photocopier dealer commitment? What is the Lease Admin Fee? Tip to get out of paying the Lease Admin Fee. What is the Order Form Contract? What is a photocopier Service Contract? 8 Tips on negotiating a photocopier hire service contract. What do I need to know about a photocopier Service Contract? Who are the multifunction manufacturers or brands? Where can I lease a photocopier locally in the UK?
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