You may not know this, but your office copier plays a vital role in your business. Because it’s so important, you also need a top-notch provider to ensure you use the best machines and get proper maintenance. If you’re unhappy with your current vendor, you need to know how to switch your office copier or printer provider.
First, let’s go over some reasons to make the switch. Then, find out how you can change providers, even if you’re still locked in a contract.
Why Do Companies Change the Office Copier or Printer Provider?
Companies change office copier and printer providers for numerous reasons, but to us, three of those reasons stand out over the others. Most companies that change providers do so because of:
- Poor Customer Service
- Overpaying
- Unreliable Multifunction Printers and Copiers
Let’s take a closer look at the reasons, and then you’ll find out how to switch providers during or at the end of a lease agreement.
Poor Customer Service
You pay your local authorized copier dealer to maintain your machine. If you aren’t getting stellar customer service, it’s time to look elsewhere. The right provider will be easy to contact, provide troubleshooting, and respond to service calls quickly. If your current company is falling short, you can switch and get better service.
Overpaying
Do you feel anxious every time you open a new bill from your office copier or printer provider? Are you trying to find a way to make the budget work but coming up short? While the problem might have started at the beginning of the lease, it’s possible that you entered a lease that goes up over time. Thus, what started out within your budget is way too much money now.
Your current printer provider might tell you that paying an arm and a leg is normal, but that’s not the case. Top providers offer affordable contracts that easily fit into your budget. Also, you can get a contract that stays the same throughout so that you won’t end up with sticker shock halfway through your copier lease.
A new provider can help you cut down on print costs in other ways, too. The right partner will make it much easier to stay within your budget.
Related Article: How To Cut Back On Print Costs.
Your Office Copier Keeps Letting You Down
All printers and copiers require maintenance. However, you shouldn’t have to request service constantly. If your machine seems to be broken more than it’s operational, it’s time to leave that company behind so you can get a high-quality office copier.
You also might notice that your office copy machine can’t keep up with your current demand. Your small business might have expanded, and you’re stuck using a machine that isn’t able to keep up. If you need to scale up to a model that can handle your current demand, it’s an excellent time to shop around. Your copier dealer might not have machines that can grow with your business. However, top local office copier dealers have various offerings that make it easy to scale up.
Steps to Take When Switching Your Office Copier or Printer Provider
The process for switching office copier providers is relatively straightforward. If you’re currently in a lease, you’ll need to consider a buyout. Then, you need to follow the remaining steps whether you are in a lease or not.
Schedule a Pickup for Your Old Machine
You need to clear out the old office printer before your new one arrives. Contact your current office copier or printer provider and schedule a time for pickup. Then, have the company send you a confirmation after transporting the office copier to the warehouse. In many cases your new service provider will take care of those steps for you.
Review Your New Contract
Go over the new contract with the authorized local copier dealer that you selected. Make sure that you understand all the terms. If you are unsure, ask for an explanation.
Also, if you are unhappy with any terms, you may be able to negotiate new ones before signing the contract. By the time you sign, the agreement should ensure that you’ll receive the service you want and need. Then, the switch will be worthwhile.
Find Out How the New Office Copier or Printer Provider Sends Supplies
Also, discuss how the provider will replenish your supplies. Depending on the provider you choose, you can include toner and other supplies in your service contract. Then, the provider will send the supplies when needed.
In addition, it’s possible to choose a company that monitors what you need and sends the supplies automatically without waiting for a request. Then, your supplies will arrive when you need them, without any delays.
The Final Say: You Don’t Have to Stick With the Wrong Provider
If you’re unhappy with your current copier dealer, you don’t have to stick it out. Consider a lease buyout, if that’s an option.
AOS can guide you through the process. We can help you explore your lease buyout options so you can make a seamless transition to a new provider. Our team can also assist you in picking out a new office copier with the features and performance you need. Along with copiers for lease and sale, we provide service agreements and Managed Print Services. Contact us today to find out why we are the right choice for your office copier needs.
