Investing in a copier maintenance contract can save businesses time and money and reduce stress. However, you need to understand what you are getting. Many companies mistakenly assume these contracts cover every possible issue, only to find out later that gaps in coverage can lead to unexpected costs. This guide will tackle common misconceptions about copier maintenance contracts, focusing on crucial areas like connectivity issues, routine maintenance, and more. By understanding these details, you can make smarter choices and protect yourself.
Misconception #1: Copier Service Contracts Are Expensive and Unnecessary
Some businesses avoid copier maintenance contracts, believing they’re an avoidable expense or that they’ll “just pay for repairs if needed.” However, copier repairs can be costly—sometimes totaling more than the machine itself, depending on the issue. Service contracts offer peace of mind by covering regular servicing, routine parts replacement, and proactive troubleshooting to keep your copier running smoothly.
With a copier maintenance contract, businesses can often save on long-term costs and minimize downtime. Rather than facing unexpected repair expenses, they gain consistent, predictable support. This reliability helps ensure that vital office equipment remains operational, boosting productivity and reducing surprise costs.
With a 92% first-call fix rate, Fraser Advanced Information Systems minimizes downtime and keeps your business productive. Investing in a service contract is an investment in the efficiency of your office.
Misconception #2: All Copier Maintenance Contracts Are the Same
Not all copier service contracts offer identical coverage. Copier dealers structure contracts differently, including various levels of service. For example, some contracts cover only specific parts, while others provide comprehensive services that include toner replacement and regular maintenance checkups.
Before you sign a contract, understand what it includes and excludes. Look for critical coverage areas, such as parts, labor and preventative maintenance, and compare different contracts to find the best fit for your needs. Remember, a tailored copier maintenance contract can be the difference between smooth operations and unplanned expenses.
At Fraser Advanced Information Systems, we believe in transparency. We'll work with you to create a customized service contract that meets your specific needs and budget, with no hidden fees or surprises.
Misconception #3: Maintenance Contracts Cover Everything, Including Connectivity and Networking Issues
A common oversight is assuming copier maintenance contracts include support for connectivity and networking problems. Most contracts focus strictly on the copier’s hardware and internal functionality—meaning issues related to network connectivity, software integration, or printer setup across different devices are often not covered.
For example, if your copier can’t connect to the network, this might prevent you from printing, scanning to email, or saving documents to network folders. Because troubleshooting these issues involves in-depth network knowledge, IT professionals rather than copier technicians generally handle them.
Addressing this gap: Some copier dealers offer additional networking support packages for an extra fee. This add-on may be worth considering if your business lacks in-house IT resources. Alternatively, partnering with a Managed IT Services provider can offer broader support, covering all network-related issues—including those affecting your copier.
At Fraser Advanced Information Systems, we believe in clear communication. We ensure you understand exactly what is and isn't covered in your service contract, so you won't face any unexpected surprises. We can talk about adding connectivity support to your contract. We can also offer clear hourly rates for these issues.
Misconception #4: Routine Maintenance Isn’t Necessary if the Copier Seems Fine
Many companies believe they can skip routine maintenance, assuming it’s unnecessary if their copier works without issues. However, regular maintenance is essential to keep the copier in optimal condition and avoid expensive breakdowns.
Routine checkups often involve cleaning and inspecting parts. This ensures that we replace wear-and-tear components before they fail. Ignoring maintenance can lead to larger, costlier problems, including malfunctioning parts or system breakdowns that may disrupt operations. A copier maintenance contract that includes routine service keeps your equipment in top shape, extending its lifespan and helping avoid emergency repairs.
Our technicians at Fraser Advanced Information Systems have an average of 12.4 years of experience in the copier industry. They are experts at diagnosing and resolving issues quickly and efficiently, ensuring your equipment runs smoothly.
How to Choose the Right Copier Maintenance Contract for Your Business
Selecting the right copier maintenance contract starts with understanding your company’s specific needs and how you use your copier. Here are a few key points to consider:
- Scope of Coverage: Ensure the contract covers parts replacement, regular maintenance, and emergency repairs.
- Contract Length and Flexibility: Look at the length of the contract and whether it offers any flexibility if your business needs change.
- Additional Support Options: If connectivity or network issues are a potential concern, explore additional IT support packages or verify that your in-house IT team can handle them as they arise.
Taking time to align the contract with your actual copier usage can prevent unexpected costs and help maintain productivity.
Understanding copier maintenance contracts—and avoiding common misconceptions—can save your business significant costs and downtime. Knowing what is covered and what is not, especially for network issues, allows you to make smart choices. This keeps your office equipment running well. Don’t let hidden gaps in service catch you off guard; invest in a copier maintenance contract that meets your needs.