A business was reported to have seen its copier costs treble in just two years, even though its printing usage had not increased.
Source note: This article was inspired by a publicly reported anonymised example discussed by cost-management consultancy Auditel. The example is included for educational purposes. Individual contract terms vary.
One possible trap is accepting an equipment upgrade without checking whether it resets the agreement. A newer machine may sound like a helpful offer, particularly if your existing copier is becoming unreliable. However, the paperwork could extend the contract, restart the minimum term, or carry existing costs into a new agreement.
Before agreeing to an upgrade, ask for the answers in writing:
- Does this start a new lease?
- Does the service agreement restart as well?
- Are any remaining payments carried into the new contract?
- What is the new contract end date?
- Will mono or colour cost-per-page charges change?
- What is the total cost over the full new term?
Do not treat an upgrade as a simple equipment swap. Check the full contract before signing.