In a busy small business office, a dedicated office manager named Alex faced a frustrating dilemma. The office copier, a reliable Xerox Versalink C7020, had been causing issues with frequent scanning errors and delays. Tired of the inefficiencies, Alex decided it was time to explore better options.
One morning, Alex had a productive conversation with a representative from our copier leasing company. We listened carefully to the concerns and provided clear explanations. We reassured Alex that error pages were not counted towards the bill and clarified the reason behind a recent high invoice—catching up on a few months' worth of usage due to a lack of previous meter readings.
Despite this, Alex was still frustrated and expressed a desire to change the plan or even buy a new machine outright, thinking it might be cheaper in the long run. Alex asked for a detailed comparison of the costs involved in purchasing a copier and handling supplies independently versus continuing with a leasing and maintenance plan.
Breaking Down the Costs
To help Alex make an informed decision, we broke down the costs for both options:
Purchasing Your Own Machine
Initial Purchase Cost: $7,000 for a similar quality machine Supplies Cost: Toner: $189 per cartridge (average usage: 2 per month) Annual Costs: Maintenance Kit: $500 Miscellaneous Parts: $300 Repairs: $250 per hour (average 10 hours per year)
Total Monthly Cost (over 3 years): Initial Cost: $7,000 / 36 months = $194.44 Supplies: $189 * 2 = $378 Maintenance Kit: $500 / 12 months = $41.67 Miscellaneous Parts: $300 / 12 months = $25 Repairs: $250 * 10 / 12 months = $208.33
Total Monthly Cost: $847.44
Current Lease and Maintenance Plan
Monthly Lease Payment: $156 (plus tax)
Average Monthly Usage Fee: $150 Includes: All parts and labor for repairs Regular maintenance and updates Fast response times and priority service Genuine Xerox parts
Total Monthly Cost: $306 (plus tax)
Presenting the Options
After reviewing these numbers, Alex was able to see the significant cost difference. To further assist, we presented two upgrade options to consider:
Option 1: Same-for-Same Upgrade
Model: Xerox Versalink C7120 Lease Term: 36 months
Monthly Lease Payment: $156.00
Maintenance Plan: Same as current, billed monthly based on actual usage
Option 2: Enhanced Upgrade
Model: Xerox Versalink C7130 (faster version) Lease Term: 36 months
Monthly Lease Payment: $350.00
Included in Maintenance Plan: 1000 black and white pages per month 2500 color pages per month
Making the Decision
Alex weighed the options. The same-for-same upgrade offered simplicity and continuity, while the enhanced upgrade promised superior performance and cost savings in the long run. Both plans were tailored to meet the office’s needs, giving Alex the flexibility to choose what worked best for them.
After reviewing the detailed quotes we provided, Alex felt empowered to make an informed decision. The clarity and support from our leasing company made it clear that either choice would lead to a better, more efficient office environment.
Alex’s story is a reminder that when faced with equipment frustrations, there are always options to explore. Whether sticking with a tried-and-true plan or opting for a more advanced solution, the right choice is the one that best meets your specific needs and budget. With the right support, any decision can lead to smoother, more productive days ahead.
If you want to explore your options when it comes to leasing or buying your own, reach out to us. We can help. online@usacopierlease.com
