We took 3 different copier quotes that were received for the same device and broke them down to review the information you need to know in order to get the true cost comparison for your next printer or copier.

How should I compare pricing on my copier quotes?

We come across this question every day and it’s a tough one to answer. Since all office equipment companies put their price quotes together differently, it can be very difficult to create a true cost quote comparison or determine the lowest price. We’ve taken three different copier quotes that were received for the same black and white multifunction printer and broken them down to review the information that you need to know in order to get a true cost comparison for your printer or copier.

Copier Quote 1:

1. This copier quote is extremely short and to the point. The manufacturer is only identified by the letter K in front of the model and it lists one main accessory.
2. What information has been included in the quote above:
   1. Modelded *This quote is valid for 30 days 
   2. Monthly Lease Cost
   3. Service & Maintenance Description – Only initial training is included?
   4. Service Exclusions
3. What information is missing:
   • Manufacturer
   • Purchase Price
   • Copier Configuration Details
   • Base Service Cost
   • Cost Per Copy (CPI or CPC) – Both for included prints and copies as well as those that are over 5% page coverage.
4. Additional Notes:
   • This proposal is lacking a lot of the details necessary for the buyer to make an informed decision. There’s nearly no information on the copier itself and the service description doesn’t include any details on the pricing.
   • In addition, there are 2 major concerns that stand out in this proposal
     • The only prints included in the service agreement are for 5% page coverage. Ironically, that’s about how much text is on a normal proposal page. Anything with more ink on the page than that may be at a higher undisclosed cost.
     • The service agreement doesn’t include paper jams or anything else that may be considered human error. Many service calls that come in are the result of paper jams. If these aren’t covered, what will you be charged for each of these calls?

Copier Quote 2:

1. This quote has a lot of equipment information listed, clearly identifying the copier features as well as the purchase price.
2. What information has been included in the quote above:
   1. Make and Model
   2. Copier Configuration and Features
   3. Purchase Price
   4. Optional Analog Fax Pricing
3. What information is missing:
   • Monthly Lease Cost
   • Copier Configuration Details – Differentiating between standard features and add-ons that have been included.
   • Base Service Cost
   • Cost Per Copy (CPI or CPC)
   • Service & Maintenance Description and Exclusions

Copier Quote 3:

1. This proposal gives a detailed copier configuration as well as a short description of what’s included in the service agreement.
2. What information has been included in the quote above:
   1. Make and Model
   2. Copier Configuration
   3. Monthly Lease Cost
   4. Optional Analog Fax Pricing
   5. Base Service Cost
   6. Service & Maintenance Description – Including ongoing training
   7. Service Exclusions
   8. Cost Per Copy (CPI or CPC)
3. What information is missing:
   • Purchase Price
   • Additional information on standard copier features
4. Additional Notes:
   • This proposal has clearly defined copier lease costs and includes the product configuration.

Calculating the Total Cost of Ownership

Now that you’ve reviewed your office copier proposals and requested any additional information, you’ll be ready to accurately compare quotes by calculating your Total Cost of Ownership.

With the added information, there’s a much clearer picture of what the anticipated costs will be for each vendor, allowing you to make an informed decision for your business.

If you would like to learn more about copier costs or other industry topics, visit our blog.