How to Find the Best Copier Rental Offer
Finding the best copier rental offer requires methodology and comparison. With dozens of suppliers and hundreds of models, how do you find the optimal solution for your business? This guide walks you through the process.
Step 1: Define your needs precisely
Assess your volume
Count your prints:
- Current monthly volume
- Seasonal variations
- Growth projection (3-5 years)
Tip: If unsure, check existing equipment counters or paper consumption.
Identify requirements
Essential questions:
- A4 only or A3 needed?
- Colour or black & white sufficient?
- Scanning requirements?
- Finishing needs (stapling, punching)?
- Number of users sharing the machine?
Document your answers. This becomes your specifications.
Consider constraints
- Physical space available
- Budget limits
- Contract duration preferences
- Existing IT infrastructure
- Specific industry requirements
Step 2: Understand the market
Types of suppliers
Manufacturer direct:
- Canon, Ricoh, Xerox, Konica Minolta
- Product expertise
- Potentially limited model range
Multi-brand dealers:
- Offer multiple brands
- Can recommend best fit
- Local service
Leasing companies:
- Financial focus
- May partner with various suppliers
- Flexible financing
Contract types
| Type | Description | Best for |
|---|---|---|
| Full service lease | Everything included | Most businesses |
| Equipment only | Just the machine | Those with in-house IT |
| Cost per page | Pay by usage | Variable volumes |
| Short-term rental | Days to months | Temporary needs |
Market benchmarks (Belgium)
Indicative monthly rates:
| Equipment | Range |
|---|---|
| A4 B&W multifunction | €50-90 |
| A4 colour multifunction | €80-150 |
| A3 B&W multifunction | €100-180 |
| A3 colour multifunction | €150-300 |
All-inclusive, 48-month contract, medium volumes
Step 3: Request and compare quotes
How many quotes?
Minimum 3 quotes from different suppliers. More is better for large contracts.
What to provide suppliers
Send each supplier:
- Your specifications
- Current volumes
- Preferred contract duration
- Installation location(s)
- Any special requirements
Information to request
Ensure each quote includes:
| Item | Why important |
|---|---|
| Equipment specification | Know what you’re getting |
| Monthly rental | Base cost comparison |
| Included page volume | Affects real cost |
| Cost per page beyond | Can significantly change TCO |
| Contract duration | Affects commitment |
| Maintenance details | Know what’s covered |
| Consumables included | Toner, drums, etc. |
| SLA (response time) | Critical for operations |
| End of contract options | Future flexibility |
Comparison template
| Criteria | Supplier A | Supplier B | Supplier C |
|---|---|---|---|
| Brand/Model | |||
| Speed (ppm) | |||
| Monthly rental | |||
| Included pages | |||
| Beyond page cost | |||
| B&W cost/page | |||
| Colour cost/page | |||
| Contract duration | |||
| SLA | |||
| Total annual cost* |
*Calculate based on your expected volume
Step 4: Calculate Total Cost of Ownership
Beyond the monthly payment
TCO formula:
Annual TCO = (Monthly rental × 12) +
(Beyond-package pages × cost per page) +
(Hidden costs)Calculation example
Scenario: 5,000 pages/month expected (4,000 B&W + 1,000 colour)
Supplier A:
- Monthly: €150
- Package: 3,000 pages
- Beyond B&W: €0.015
- Beyond colour: €0.06
Annual calculation:
- Rental: €150 × 12 = €1,800
- Beyond B&W: 1,000 × 12 × €0.015 = €180
- Beyond colour: 1,000 × 12 × €0.06 = €720
- Total: €2,700/year
Supplier B:
- Monthly: €180
- Package: 5,000 pages included
- Beyond: same rates
Annual calculation:
- Rental: €180 × 12 = €2,160
- Beyond: €0 (within package)
- Total: €2,160/year
Winner: Supplier B despite higher monthly payment!
Step 5: Evaluate suppliers
Financial stability
- How long in business?
- Financially healthy?
- Will they be around for contract duration?
Service capability
- Local technicians?
- Response time track record?
- Stock of spare parts?
References
Ask for references similar to you:
- Same industry
- Similar size
- Same equipment
Contact references and ask:
- Actual response time vs promised?
- Issue resolution satisfaction?
- Would they renew?
Contract flexibility
- Exit clause possibilities
- Volume adjustment options
- Upgrade possibilities
- Multi-site scaling
Step 6: Negotiate
Everything is negotiable
| Item | Negotiation potential |
|---|---|
| Monthly payment | 5-15% |
| Page package | Can often be adjusted |
| Beyond page cost | Often 10-20% reduction possible |
| SLA improvement | 24h → 8h sometimes free |
| Training | Often included if asked |
| Installation | May waive setup fees |
| End of term | Better buyout/renewal terms |
Negotiation tactics
Use competition:
- Let suppliers know they’re competing
- Share better offers (without revealing details)
- Ask them to match or beat
Timing:
- End of quarter (sales quotas)
- End of year (budget deadlines)
- During promotions
Bundle:
- Multiple machines = better rates
- Longer contract = lower monthly
- Additional services = package discounts
Know your leverage
Strong position if:
- Large volume
- Multiple machines
- Long contract term
- Flexible on brand/model
- Quick decision possible
Step 7: Review the contract
Key clauses to check
Duration and exit:
- Exact term (36, 48, 60 months?)
- Termination conditions
- Penalties for early exit
- What happens at end
Volume and costs:
- Package clearly stated
- Beyond-package rates clear
- Any volume minimum?
- Price revision clause?
Service:
- Response time guaranteed
- Penalties if not met
- What’s included (parts, labour, travel)
- What’s excluded
Other:
- Insurance requirements
- Liability clauses
- Data protection
- Equipment return conditions
Red flags
⚠️ Automatic renewal without notice ⚠️ Price increases built in ⚠️ Vague service commitments ⚠️ Excessive exit penalties ⚠️ Limited supplier liability
Get help if needed
For complex or high-value contracts:
- Legal review
- IT consultation
- Finance validation
Step 8: Make your decision
Decision matrix
Weight criteria by importance:
| Criteria | Weight | A | B | C |
|---|---|---|---|---|
| TCO | 30% | 8 | 9 | 7 |
| Equipment fit | 25% | 9 | 8 | 8 |
| Service quality | 20% | 7 | 8 | 9 |
| Contract terms | 15% | 8 | 7 | 8 |
| Supplier stability | 10% | 8 | 9 | 7 |
| Weighted total | 8.1 | 8.2 | 7.8 |
Trust your gut
Numbers matter, but also consider:
- Relationship quality
- Communication responsiveness
- Gut feeling about supplier
Finalise and sign
- Review final contract one more time
- Confirm all negotiated terms are included
- Sign and keep copy
- Schedule installation
After signing
Implementation
- Coordinate installation date
- Prepare location (power, network)
- Schedule user training
- Communicate to staff
Ongoing management
- Monitor actual vs expected usage
- Track service quality
- Document any issues
- Review annually
Summary checklist
- Needs clearly defined
- Minimum 3 quotes received
- TCO calculated (not just monthly)
- Suppliers evaluated (references checked)
- Negotiation completed
- Contract reviewed carefully
- Decision matrix completed
- Final contract signed
- Implementation planned
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