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Printer and Copier Guide: What’s Included In Service And Maintenance Agreements?



Whats Included in Service and Maintenance
Read Time:
4.5 mins.

How often do you use your office printer and copier? Whether leased or bought from a top-level brand like Kyocera or Lexmark, they'll need maintenance from time to time.

Sometimes, printers can break amid seasonal demand, prompting you to seek a quick intervention to get things back to normal. Either way, this shouldn't worry you if you understand what a printer and copier maintenance agreement entails. 

Here is a quick guide on everything you need to know about a printing machine or copier service and maintenance agreement. 

What is a Printer and Copier Maintenance Agreement?

A service and maintenance agreement is the coverage that comes with your printer and copier when you purchase them. Think of this service/support agreement as insurance in case your machine jams or breaks down unexpectedly.

If that happens, you should always have a team of office technology experts, like AOS, on speed-dial to come and fix the issue as soon as possible. 

In other words, this agreement operates more like car insurance, only that it comes with bonus features. For instance, a printer or copier service agreement covers ongoing maintenance, training, as well as technical support whenever you need it. 

Particulars of a Printer and Copier Maintenance Agreement

The particulars of a maintenance agreement for printers and copiers are typically the same, regardless of your service provider. Although some companies may include bonus features to enhance client experience, a standard service contract should have the following at a minimum:

Ink and Toner (Consumables) Supply

When a company survives all the five stages of business growth, it can be pretty challenging to keep up with the perfection across all departments. For printing, you need a reliable consumables supply for high-quality documents.

Even more important, your support agreement should include remote monitoring and automatic replenishment so you never have a delay in your service or run out of toner. 

A comprehensive service and maintenance agreement for your printer will include this service. You'll get supplies that guarantee excellent results on paper consistently. 

Replacement Parts

This contract clause covers all the parts (and labor) of your printer and copier that may need replacement after undergoing normal wear and tear. Copiers require regular maintenance and this should be included in your agreement.

Comprehensive agreements include maintenance, parts, service and labor at no additional charge for the life of your agreement. 

Travel Costs and Time

The contract stipulates when the services are available, say specific days of the week and respective hours. For instance, the services covered in the maintenance agreement may only be available from Monday to Friday during operation hours.

On top of that, the contract elaborates the average response time and the costs of reaching your business location. However, the contract may include clauses for exemption under special provisions, especially if your business runs seven days a week, including during holidays. 

Preventive Equipment Maintenance

It's imperative to ensure that your printing and copier machine runs optimally at all times. That's why preventive maintenance on the equipment is necessary, even if there are no signs of malfunctioned parts.

Preventive maintenance also mitigates unnecessary high repair costs in the future by fixing hitches before they advance.  
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Training is important for all employees who interact with the printer and copier. For instance, there are no-touch parts of the machine, even if you're trying to reboot it. Damages to these parts can be expensive, and the maintenance agreement may not cover the liabilities. 

Also, training will teach employees the best ways of operating the machine while encouraging protective behavior. On top of that, ongoing training facilitates seamless adoption of emerging trends and software that complement printing and copier services. 

Labor and Materials for Service Cost

The agreement includes the cost of labor and materials during every maintenance schedule. These costs vary accordingly, depending on the service provider. Nevertheless, all these depend on the model of your machines and how often you use them. 

That said, a typical maintenance contract may include several hidden costs. Some service providers may not reveal this unless you make inquiries beforehand.

For instance, there can be a percentage annual increase in what you're paying for the service due to the age of your device. You might also incur fluctuating shipping costs when you get supplied with the consumables. 

The Risks of Operating Without a Service and Maintenance Agreement

Buying a printer or copier is like any other investment that facilitates regular business operation. If you don't adopt complementary services for the investment, you may not realize a positive ROI.

It can be tempting to do without a service and maintenance agreement, but it won't take long before the unnecessary repair and maintenance costs start piling up. The cost of one repair without a service agreement can cost more than the cost of an annual agreement and that’s not including the toner you would be purchasing on your own.   

On top of that, how much do you think it will cost your business when you operate without printing services for a few days or a week? A service agreement eliminates downtime through scheduled preventive maintenance. 

The Final Say: Get a Flexible Service and Maintenance Agreement for Your Business

A reliable copier or printer maintenance agreement gives you the peace of mind of running a successful business, regardless of your industry. Instead of focusing on maintenance and repairs, you'll concentrate on high-value tasks that enhance the business's success, such as improving customer experience.

Most importantly, it helps you streamline your budget as opposed to dealing with sudden high repair costs.

Signing a service and maintenance contract gives you a dedicated specialist to tackle all your repair and maintenance needs. That way, you don't have to wait for the company to assess the situation before sending someone. You simply call the service provider, and they'll ensure you're up and running within no time. Make sure to contact us today to learn more about your service and maintenance agreements.

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Brad McEldowney

Written by Brad McEldowney

AOS has been providing a culture of care since 1969. I have the privilege of following in the footsteps of my father and grandfather in serving as the third generation of ownership for our company. We sell and service office equipment, software and technology that helps your business or organization run smoothly. We are nationally recognized for the level of service we provide our clients and have seen consistent growth as a result.

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