How to Successfully Negotiate Your Copier Rental
Copier rental or leasing is a long-term commitment (usually 48-60 months). A well-negotiated contract can save you thousands of euros over its duration. Here are the keys to getting the best possible conditions.
Prepare your negotiation
Know your precise needs
Before meeting suppliers, assess:
- Your monthly volume: count prints over 3 months
- Breakdown by type: % black & white vs colour
- Formats: A4 only or A3 necessary?
- Necessary features: scanning, fax, finishing?
- Number of users: to size speed and capacity
Study the market
- Compare average rates
- Identify the main suppliers
- Ask around to other companies
- Read online reviews
Define your budget
Set a maximum monthly amount you don’t want to exceed. This will be your reference during negotiations.
The 10 negotiable points
1. The monthly payment
Obviously the most visible point. But beware, a very low monthly payment can hide unfavourable conditions elsewhere.
Negotiation tip: Always ask for a discount. First proposals often leave room for manoeuvre.
2. Included page volume
Contracts include a package of pages. Pages beyond are billed extra.
Negotiate:
- A volume adapted to your real needs (+10% margin)
- Cumulation of unused pages from month to month
- A “safety cushion” before beyond-package billing
3. Cost of pages beyond package
These are the pages printed beyond your monthly package. The rates vary considerably.
Average rates:
- Beyond package B&W: €0.01 to €0.03
- Beyond package colour: €0.05 to €0.10
Negotiate: lower rates, or a warning before any beyond-package billing.
4. Contract duration
The longer the contract, the lower the monthly payment… but the longer you’re committed.
Standard durations:
- 36 months: more flexibility, slightly higher monthly payment
- 48 months: good compromise
- 60 months: lowest monthly payment but long commitment
Negotiate: a 48-month contract with revision clause after 36 months.
5. Guaranteed intervention time (SLA)
In case of breakdown, how long before a technician intervenes?
Require:
- 4h in urban areas
- 8h maximum in all cases
- In writing with penalty in case of exceeding
6. End of contract options
What happens at the end of the contract? This point is often neglected.
Negotiate:
- Purchase at low residual value
- Free renewal for equivalent equipment
- Simple return without penalty
7. Included consumables
Some contracts include consumables, others don’t.
Check:
- Are toners included?
- What about drums and fuser units?
- Is paper included (rare)?
8. Early exit clause
If your needs change (moving, closure, merger…), can you terminate early?
Negotiate:
- Exit possible after 24 months
- Known and capped exit costs
- Full transferability in case of business sale
9. Price revision
Some contracts provide for annual indexation. Over 5 years, this can add up.
Negotiate:
- No annual indexation
- Or indexation capped at inflation
- Or guaranteed fixed price over the entire duration
10. Additional options
Equipment can be delivered with “options” that could be included.
Ask for the inclusion of:
- User training
- Initial delivery and installation
- Old machine removal
- Interface customisation
Negotiation techniques
Compete with offers
The golden rule: Never sign the first quote received.
- Request at least 3 quotes from different suppliers
- Make them know they’re competing
- Use each quote to negotiate with the others
Target end of quarter/year
Salespeople have targets. At the end of the quarter (March, June, September, December), they’re more willing to grant discounts.
Negotiate the overall package
Sometimes it’s easier to get extras added than to lower the price. Think in terms of overall value:
- Additional paper tray for free?
- Finisher included?
- 12 months of paper offered?
Show you’re an informed buyer
The more you know the market, the more you’re respected. Use terms like:
- “TCO” (Total Cost of Ownership)
- “SLA” (Service Level Agreement)
- “Beyond package” (pages outside package)
- “Residual” (value at end of contract)
Ask for a commitment in writing
A verbal promise has no value. Everything important must appear in the contract.
Red flags to spot
⚠️ Abnormally low monthly payment
A monthly payment too good to be true often hides:
- Reduced page package
- Expensive beyond-package
- Poor quality compatible consumables
- Non-existent maintenance
⚠️ “All-inclusive… except”
Read the fine print. “All-inclusive” sometimes excludes:
- Paper
- Travel costs
- “Wearing parts”
- Firmware updates
⚠️ Automatic tacit renewal
Some contracts renew automatically for 12 or 24 months if you don’t cancel on time. Check this clause!
⚠️ Excessive exit penalties
Exit penalties shouldn’t exceed remaining monthly payments. Be wary of astronomical penalties.
Post-negotiation checklist
Before signing, check that the contract includes:
- Monthly payment corresponding to what was negotiated
- Page package adapted to your needs
- Clearly stated cost per page beyond package
- Guaranteed intervention time (SLA) in writing
- All consumables included (toners, drums)
- Clear end of contract options
- Acceptable early exit clause
- No excessive tacit renewal
In summary
A well-negotiated contract can make 20 to 30% difference over 5 years. Take the time to:
- Know your needs precisely
- Compare at least 3 quotes
- Negotiate all points (not just the monthly payment)
- Have everything written into the contract
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