The Know-How on Printer Service Contracts
Making an informed decision regarding servicing and maintenance contracts is only possible if you have all of the information available. It is thus essential to ask questions about the cost calculation and what the services include to avoid unpleasant surprises.
A click refers to the print image. Every print image counts as a certain number of clicks. If it is a single page print, then it is only one click, but if it is a double-sided print, it counts as two clicks. Note, it isn’t the number of sheets used, but the number of print images that’s important.
Also note that a click refers to a one-page print image, irrespective of whether you have only printed one line on the page or a full page. Every supplier has a minimum number of clicks for which you will be charged, whether you have printed that many pages or not. This will form your base rate for the service contract per printer.
If you print more than the ceiling number of clicks as per your agreement, you will pay for each additional print. It is thus important to assess your monthly printing. Although it may seem an impossible task to estimate the total number, the printer supplier and service provider will be able to help you make an estimate. Note that it is fine to print less than the minimum number of clicks, but you should budget for going over the agreed number of prints.
Just another important note on clicks – an A3 is double the size of an A4 sheet and if you print more than the A4 size sheet, it is possible to have such count as double clicks. Make sure that the supplier explains exactly how the clicks are calculated and explain such to your employees in order to minimise unpleasant billing surprises.
Not all printing service contracts are equal. You need to enquire what will be included in the maintenance and service agreement price. Does it include the toner, such as provided by us, and how many call-outs or preventative calls are included?
We welcome enquiries and will gladly provide you with detailed information about our printer service contracts to help you make an informed decision in order to save on costs. Such printer service agreements hold several benefits for the small, medium and large company. Some of the benefits are briefly discussed below.
Savings on Printing Costs
With a service contract in place, your printers will be well-maintained. This in effect will reduce printer errors and costs associated with repairs. In addition, you will save on administration costs related to logging of technician calls and reporting on costs for tax purposes. Preventative servicing includes for instance, lubrication of moving parts, cleaning (since debris build-up can lead to clogging of nozzles and poor quality prints), and testing of various parts of the equipment.
If you don’t have a printer service agreement in place, you will most probably have to call around to find a technician or will have to take the printer in for repairs. With an agreement in place, the printer is maintained on site, without the need for taking it to the service centre. This saves time, effort and money.
Prevention of Downtime
Any downtime costs money and affects productivity. With an SLA in place, you can make use of the printer loan option. This means that you will be able to continue with the print and copy jobs, and thereby prevent interruption of business operations.
Few printers come with software to indicate toner levels, usage analysis of printers on the network and related reporting. However, when you have a printer contract in place, companies like us provide you with free basic print management tools to give you access to such information about your equipment.
Nothing can be more frustrating than having to stop print jobs and wait for new toner cartridges to arrive, especially if you have an urgent job that must be completed. With an SLA in place, you receive the spare toner supply upfront, which means no downtime because of empty cartridges. Such supplies are filled up on a regular basis.
Upgrading to Include Printers Already in Your Office
Not all printing service companies offer this benefit, but others, such as Raydian, offer the option of adding any printers already at your office to the servicing contract. This means that you won’t need to make use of several printer maintenance suppliers to keep your equipment in good working condition.