I am often asked how do I know if I need a Commercial Multifunctional Office Machine? If I do, how do I pick the right one? This is a great question.
Most of our customers at Dean Office Solutions started a small business and picked up something over the Internet or from a Super Store to deal with their Print, Copy & Scan needs.
They are successful, maybe hiring some employees, business increases. So does their needs for Copy, Print, scan. The business owner may notice they are paying a lot to supply the machines or machines with Toner. Quality may be not what their customers expect. There may be issues with maintenance. The machines may be too slow.
If you experience one or more of the above issues you should consider a Commercial multifunctional office machine. A commercial unit is made for a heavier volume of usage. It has features like a 100 sheet reversing document feeder for high volume scanning. Most important they are cheaper to run as far as supplies. In many cases when you consider the Total Cost of Ownership the Commercial multifunctional office machine is less money than a Personal Unit when you take everything into account.
If you know you need one, how to pick the right one?
At Dean Office Solutions we have been putting businesses together with the right machine for over 10 Years. First, you must decide if you need color or is black & white OK? Next, any special features: Stapling, Large Capacity Paper Trays, Hole Punching, Searchable Scanning etc. Most important is how much you intent to use the machine. A unit must be the right speed and durability to do your volume.
Call us for a Free Evaluation. In 15 minutes we can tell you what you need.
At Dean Office Solutions we Sell & Lease Off Lease Machines that we have maintained over the term of the lease. These units are 3 Years old, trouble free and have low meter counts. In many cases they offer a terrific value for customers that do not make a large amount of copies & are on a budget. Also, certain features that you would have to pay for in a new machine, an example is a Fax Module, can come included in an Off Lease Machine if it is there.
A good rule of thumb for Off Lease Machines is you pay about 60% of what they cost new. Because they are truly reconditioned we can also offer the same Service Plans as we offer for new units and at the same price.
When we recondition a copier we replace all the items that wear out over a period of time. The Drum, Rollers, Fuser & Developer are all among the parts we check & replace. We also know the history of the units we recondition and any machines with issues are returned to the leasing company.
We offer off lease units that are both Color & Black & White. Basically, any type of machine that we offer new we can offer a similar Off Lease Machines. Recently we installed a 90 page per minute off lease unit at one of our larger customers. This machine enabled them to drastically update their capabilities for pennies on the dollar.
In conclusion, off lease machines can offer any customer exceptional value in many situations.
Copier lease rates at Dean Office Solutions are extremely competitive. In fact, the entire industry is fairly competitive, which is why there has never been a better time to lease a copier or multifunction machine.
There’s good reason why copier lease rates have never been better; leasing is an attractive option for businesses for a number of reasons. Since the copier leasing market is so hot right now, businesses can often negotiate a great leasing package which includes the machine, maintenance, and supplies.
Here are some of the top reasons why the popularity of copier leasing isn’t about to slow down anytime soon.
With 35 years in the copier industry, I like to think I know a little bit about leasing copiers. I’m going to share this wealth of knowledge with you today. I will also explain why people would lease a business copier, the benefits of leasing copiers vs buying, and how to avoid the pitfalls many customers run into while leasing.
Leasing Copiers vs Buying
Leasing copiers is the most common way to acquire a commercial machine because people typically do not want to lay out a lot of money at once. Similar to why more people lease cars instead of buying them. Business owners have better uses for their money than to lay out upwards of $6,000 at once. Leasing can be a more convenient solution for a customer.
Another reason why leasing is preferred over buying is due to the value included in the monthly payment. You see, when a machine is leased we include the cost of service and supplies into the lease payment. Instead of paying for the machine and supplies individually, one payment includes supplies and service for whatever volume you typically output in a month.
How to Avoid the Pitfalls of Leasing Copiers
Leasing is a great tool if you use it properly. Unfortunately, some don’t use it properly. People can get into trouble when it comes to fees and contract renewals. There are fees for things like paying bills late, and you may find a line item on your bill if you don’t provide proof of insurance from your insurance agent. In order to avoid these fees, the best thing to do is to set up automatic payments, as well as provide proof of insurance at the time you sign the lease.
Customers who fail to provide proof of insurance will end up getting charged extra for insurance from the leasing company. When a piece of equipment like a commercial copier is on lease the customer is required to have it insured. Unless you provide proof, it will be assumed you don’t have insurance. The leasing company will then charge you for their insurance, which is usually more expensive than if you were to get it from your insurance company.
Lastly, the main thing people get in trouble with is lease renewal. There is always a renewal clause right in the contract, which says if you do not notify the leasing company of your intentions at the end of the lease period then your contract can go into renewal. Renewal is anywhere from one month to one year. Adding insult to injury, when a lease contract goes into renewal you’ll have to pay out of pocket for service. That’s because service contracts run concurrent with the lease, so when the lease runs out your service contract runs out. The service contract does not go into renewal, which means you’ll have to pay for your own service.
Leasing Copiers: In Summary
I’m not telling you all of this to scare you away from leasing copiers. On the contrary, as a dealer, I want to give you every advantage as an informed customer. Leasing is a great tool, but you have to be smart about it. Leasing offers very competitive rates, and it doesn’t cost much more in the long term to lease versus buy. However, there are ways that leasing companies make money from fees, renewals, and insurance.
At Dean Office Solutions we make sure every customer is aware of the fine print. We’ll even remind you 6 months ahead of the end of the lease that you need to inform the company of your intentions. If you wish to return the machine, we can even write a letter to the leasing company so you can avoid going into renewal. We take care of everything from start to finish. Please contact me today to get started.
Navigating the world of copier rental companies is challenging from the very start. Most copier dealers do not offer rentals or, if they do offer them, make rentals so expensive people would rather just lease a machine.
Finding a copier rental company in your area is the first challenge– next, you have to know what to look for. Why rent from one dealer over another? Do the best rates mean you’re getting the best service?
We’ll answer those questions in this article, and guide you in the direction of finding a copier rental company you can trust.
Copier Leasing Companies ≠ Copier Rental Companies
At Dean Office Solutions we both rent and lease copiers, but not every copier leasing company offers rentals. In most cases, they don’t want to offer an alternative to their main business goal, which is signing leases.
We’re one of the few copier lease companies with a different philosophy— leasing is not the best option for everyone. At Dean Office Solutions we try to be as customer-centric as possible, and sometimes a lease doesn’t make sense.
It makes no financial sense to lease a copier for a term of any less than two years. The payments would be outrageous. But the reality is, not every business has long-term needs for a copier. Sometimes a copier is needed for a year or less.
A lease cannot be canceled, so a business would be stuck making payments for the full term even if the copier is not needed. What other option is there? Well, that’s where copier rental companies come in.
All rentals are month to month and can be canceled with 30 days notice. Whether you need a copier short-term for a special project or aren’t yet ready to commit to a lease, you can rent a like-new machine for an affordable monthly price.
Finding Quality Copier Rental Companies
When renting expensive equipment you want to be sure you’re dealing with a trustworthy company, so I will give you a few tips for vetting copier rental companies. Before you start comparing rates between dealers and going with the most affordable option, we recommend looking for these warning signs first.
Number one— can they tell you the history of their machines? If you’re asking about the background of a machine before renting one, and they don’t have all the answers, consider that a red flag. When a dealer can’t offer any details about the history of a machine, then who knows what condition it may be in. You might be paying to rent a lemon.
A reputable company should be aware of the history of their machines in order to ensure they’re offering quality products to customers. Our rental equipment at Dean Office Solutions has been maintained by us from day one. They’re all off-lease machines that we buy back from our own customers. We can tell you to what extent they’ve been used, how often they’ve been maintained, and so on.
Another thing to look for in copier rental companies is whether they offer delivery and pick up. Renting isn’t so convenient when you have to haul the machine back and forth yourself, and it’s best to get this information upfront.
At Dean Office Solutions, we’ll deliver your rental and pick it up when you no longer need it. If you have a temporary need for one of our machines, please inquire about our copier rental service for more information.
One of the main things people do with a multifunctional printer (MFP) these days, and what has quickly become the most important thing they do with a copier in general, is to scan documents to a PDF file.
Scanning documents into a PDF file is the most versatile way to scan something because everyone can open a PDF. Your phone opens them, your computer opens them, your tablet opens them. Hey, even if your computer can’t open them, it will direct you to download a program that will open them.
In other words, when you scan documents to a PDF file, you can be guaranteed the person on the receiving end of that document will be able to open it. Moreover, you will be able to open it on all of your devices. I’ll get into more about that later, but first I will discuss how to scan documents into a single PDF file.
How to Scan Documents to a PDF File
When people ask me “How do I scan documents into PDF files?” they’re often surprised to learn how easy it is. After scanning a document, the screen will present options asking what you want to do with it. Options may include emailing the document, saving on the MFP itself, or saving as a PDF.
When saved as a PDF the document can be opened on a computer, sent to a mobile device, or stored however you wish. You can scan documents into a single PDF file, or create multiple files for multiple documents. It all depends on how you want to store the data.
The Importance of Scanning
People print more than they copy, but every year people are scanning more than they print. There are several reasons why scanning is it outpacing copying and printing.
In an effort to create a more paperless office, many business owners have begun scanning documents and storing only the digital copies. If that’s something you happen to be interested in, please see our article on digital document management best practices.
Perhaps the most obvious reason why people scan as much as they do is because it’s easier to send digital documents than physical documents. Lastly, scanning has become so big because the barrier to entry has never been so low.
With a pretty inexpensive MFP you can still scan in color, even if the MFP only outputs black and white. You can take a color brochure, scan it on a black and white machine, and send it in full color to whoever needs it.
Scan Documents to a PDF File: In Summary
When you scan documents to a PDF file, anyone with a computer or mobile device can open them. PDFs are so common that, in most cases, the operating system a person is using will have a built-in PDF viewer. In the event that there is no PDF viewer, the computer will prompt the user to download an application to open the file.
Scanning documents into any format other than PDF could present challenges, as there may be difficulties opening the file. Another benefit of PDFs is that they’re highly editable. Many applications exist for computers and tablets that allow you to markup PDFs with ease. To get started scanning documents into PDF files, please inquire about leasing a new or used MFP today.
As the owner of Dean Office Solutions, I’ve been involved in this business for nearly 35 years. With that much experience, I can say with confidence that most of the equipment in this industry is under a copier lease contract.
Even more copiers are leased per deal than cars. Sure, people still buy copiers to some extent, but in my business, almost all copiers are leased.
A copier lease contract is so popular because it offers a tremendous value. For an affordable monthly price you can have a brand new copier in your office, and even throw in a copier maintenance contract that will cover the machine for the length of your lease.
Another reason why a copier lease contract offers greater value is because there’s always an opportunity to upgrade after a set number of years. Buying a machine is so final. It means you own that copier for the foreseeable future. Not everyone wants to make that kind of commitment, especially if they like to keep up with current technology.
If you’re the type of person that likes to upgrade every three years, then signing a three-year copier lease agreement gives you the opportunity to return the machine and lease a new one. You’ll also have the option to keep the machine at the end of the lease if that’s what you decide on.
Why Sign a Copier Lease Contract With Dean Office Solutions
With nearly four decades in the business, I’ve become a lease expert. I’ve gotten to know all the major lease companies and deal with many of them directly. I’ve also learned who not to deal with, like the ones who make copier contracts difficult for customers.
We deal exclusively with customer-friendly companies, which we judge based on how easy they are to deal with at the end of a lease. You see, there are things that need to be done at the end of a lease so it doesn’t go into renewal.
Letting a lease expire, without notifying the leasing company of your intentions, will cause it to go into renewal. Renewal can be from one to twelve months and getting out of it is a pain, if at all possible.
Even worse is when you throw copier service contracts into the mix as well. If you have had a service contract that ran concurrently with your lease, and your lease expired, you’ll need to make additional arrangements for service on top of paying for your lease.
In order to avoid renewing your lease, you need to send a letter or email indicating you intend to return the machine. The letter should be sent several months ahead of the lease end date.
With that said, we deal with companies that will gladly accept their machine back at the end of the lease and keep the customer experience as simple as possible.
Copier Lease Contract: In Summary
Whether you’re a customer of ours or not, we can look at your current lease and guide you in the right direction. Our free copier lease audit will show you what you have to do, and help you get everything in place before the end of your lease. Then, after your lease is up, we’ll be happy to pair you with a new model.
If you’re interested in extending the life of your equipment, please see our article full of helpful maintenance tips.
In the next and final installment in our series of articles comparing major copier brands, we come to Konica Minolta vs Xerox.
If you have read any previous entries in this series you may be familiar with how Xerox stacks up to the competition— which is to say, it doesn’t.
Xerox is not the company it once was, and can hardly be considered a serious competitor in the mid-range market, which is what we’re involved in at Dean Office Solutions.
When it comes to Konica Minolta vs Xerox printers, in the mid-range market, Konica offers a much better product than what you would get from Xerox. Konica Minolta is one of the manufacturers that has put a lot of time, effort, and resources into becoming one of the big players in the multifunctional printer (MFP) market.
Konica Minolta makes an excellent machine, but it doesn’t compete with Xerox in the absolute highest end market. Xerox is still king when it comes to production equipment, such as those at print shops which output hundreds of pages per minute.
However, that’s irrelevant in this discussion of Konica vs Xerox, as a typical business owner is not in the market for a production machine. Although it’s worth knowing in case you’re wondering why the next print shop you go into is full of Xerox machines.
At Dean Office Solutions we do not sell new Konica Minolta or Xerox machines, although we do service and repair them. On that note, I must mention that there is no winner between Konica vs Xerox when it comes to maintenance. The cost of maintenance and repair on both of these brands is generally higher than others in the same category.
Xerox parts are harder to come by, they’re more expensive, and fewer people service them. On the other hand, Konica Minolta copier models use proprietary parts that are pricey to replace. For example, Konica uses special parts called imaging units that could cost up to $500, and that’s if you only need one.
Another potential drawback of Konica Minolta machines is that some users find the interface more difficult to navigate compared to other leading brands. Less tech-savvy individuals may have a difficult time migrating to a Konica machine, so keep that in mind when considering who is going to be using it.
Konica vs Xerox: In Summary
If you’ve narrowed down your options to Konica vs Xerox, know that with Konica you’re getting a better machine but it’s not the most affordable to maintain. Although it will be easier to find Konica copier service when you need it, due to the fact more people service them.
My recommendation between Konica vs Xerox easily goes to Konica Minolta in this comparison. Konica is a hard working company that’s still on its way up, whereas Xerox coasts on its reputation and has been on a steady decline.
At this point, the very future of Xerox in the mid-range market is uncertain. When investing in a Konica machine you’re putting your money behind a company that will be a major player for a long time to come. For the best price on a Konica Minolta MFP, please inquire about our used Konica Minolta copiers.
In our next installment of comparing differences from major brands, we arrive at the two biggest names in the industry— Canon vs Xerox copiers.
Xerox’s First Major Competitor
Xerox has become synonymous with photocopying, due in large part to the fact it invented the plain paper copier in the 1960s. Until the 1970s Xerox commanded 100% of the plain paper copying market, which is when Canon came along.
Canon was the first big company to present a formidable challenge to Xerox in the fight for supremacy in the copier business. The company’s first entry in the market was a simple black and white printer. From there, the company has since expanded its product line with models in every category.
Canon vs Xerox — Canon is King
Today, Canon now has more placements than any other copier brand out there. The market share of Xerox is minuscule compared to what it once was. Xerox went from owning the entire market to owning about 10-15% of the market at present time. Of course, that’s not all due to Canon. Other copier brands like Ricoh and Sharp have also been eroding Xerox’s share of the market.
Since there are more Canon copiers in offices than any other, it’s much easier to find Canon copier service compared to Xerox. With more options for Canon copier repair service, you can have peace of mind that your copier will always be in business.
There’s a reason why Canon has the most placements out of any other copier brand, and that’s because it makes a better product. With superior machines at reasonable prices, coupled with plenty of brand marketing, Canon has become the company to beat.
Admittedly, Canon’s brand awareness means there is usually a higher price associated with its products compared to lesser known brands. One thing that is equal between Canon vs Xerox is that, with both brands, you’re paying for the name to some extent. Make no mistake, with Canon you’re also paying for a top-of-the-line machine, but there is a premium for the brand.
In most of the segments we compete in at Dean Office Solutions, which is low-to-mid volume with some high volume, Xerox lags behind the others. In the range of equipment that outputs up to 90 pages per minute, Xerox is not that big of a player anymore.
Canon vs Xerox: In Summary
Canon is easily the top brand when comparing Canon vs Xerox and, at this point, it may be the number one copier brand in the world. Canon is closely followed by Sharp, Kyocera, and Ricoh. Xerox remains competitive in the real high-end market, which includes the type of equipment you’d find at print shops. Xerox is still at the top of its game when it comes to copiers used as a printing press in large, in-house corporate environments, and also print-for-pay environments.
For all other commercial printing needs, Canon is the brand you want. Whether you’re in need of a color or black and white machine, Canon offers the best of both. As one of the leading Canon dealers in NJ, in addition to buying and leasing new copiers, we are happy to offer Canon copier rental service and a full selection of used Canon copiers. Getting a top machine from today’s leading brand has never been easier.
In this next installment of comparing office equipment brands, we are looking at the differences between Kyocera vs Xerox copiers.
As I mentioned in a previous article, Xerox is synonymous with photocopiers. Xerox is much more well known than Kyocera, but that doesn’t necessarily mean it’s better. Before I get into Kyocera vs Xerox, here is a little background information on Kyocera to get you more acquainted with the brand.
Kyocera vs Xerox: Background on Kyocera Products
Kyocera has been around since the 1960s and got its start by manufacturing ceramic insulators for television picture tubes. Since then it has vastly diversified its product offerings.
As Kyocera grew it acquired companies which allowed it to expand its product line. In January 2000, Kyocera acquired photocopier manufacturer Mita Industrial Company and created Kyocera Mita Corporation (now Kyocera Document Solutions Corporation).
Kyocera Document Solutions now manufactures a wide range of copiers, multifunctional printers, and toner cartridges. Currently, Kyocera office equipment is marketed under the “Copystar” name. It’s safe to say that Kyocera is now one of the most successful copier companies in the world.
If you did the math, you’ve figured out that Kyocera has been in the copier business for 18 years. It has not yet earned the reputation and name recognition of Xerox, which has been in the industry for several decades.
The problem with that is Xerox coasts on its reputation while producing machines that are largely inferior to its competitors. At one time Xerox had 100% of the plain paper copier market. Unfortunately for Xerox, it did not change with the times and is now barely able to compete in an industry it invented.
However, Xerox is still seen by most as a company that produces a good product. Due to its name being so well-known, those who have not done their due diligence may still believe it’s top-of-the-line. That is simply not true anymore.
When comparing Kyocera vs Xerox, I can say without hesitation that Kyocera makes better products. The only thing holding it back is that not as many people know about it.
The sticker price of a Kyocera photocopy machine will almost always be cheaper than Xerox when comparing similar machines. In addition, the overall cost of ownership will be cheaper. Xerox machines are less reliable, which means more frequent service calls, and the cost of toner is more expensive.
Another lesser-known fact about Kyocera is that there’s only one common driver for all of its machines. That means it’s extremely user-friendly to both set up and update a Kyocera machine. With an extensive set of software solutions, Kyocera also makes it easier to store electronic documents.
One final note about Kyocera copier models is that they have the ability to “mimic” the color of machines from other major brands. So if you used to own a Sharp machine and liked the way it produced color copies, you can get comparable image reproduction from a Kyocera machine.
In Summary: Kyocera vs Xerox
I would be remiss to end this article without giving credit where it’s due— Xerox does have some redeeming qualities. Xerox excels when it comes to production equipment, which is why you’re most likely to see Xerox machines when you go to a print shop.
But in this article, we’re looking at Kyocera vs Xerox in terms of office equipment, not production equipment. For small, medium, and large office copiers Xerox does not compare to Kyocera.