Leasing a copier can save your business a lot of money and hassle, but to keep your copier running smoothly, staying on top of a few key supplies is essential.
Supplies for your leased copier are vital to ensuring its consistent performance. From toner and ink to paper, knowing what supplies you need—and what your lease agreement covers—will help you avoid surprises and keep your office running like a well-oiled machine.
So, how do you know what supplies are covered under your lease and what falls under your responsibility? Let’s break it down and ensure you’re fully prepared to maintain your copier for optimal productivity.
What’s Included in Your Copier Lease Agreement?
When you lease a copier, your agreement will likely specify what supplies the lease covers and which you will need to handle yourself. Many leases include essential consumables, such as toner and ink, to keep the copier functioning.
However, you’ll need to pay attention to limits or exclusions, especially if you’re located in New Orleans.
What Consumables Are Typically Covered?
- Toner and Ink Cartridges: Most copier leases include toner (for laser copiers) or ink (for inkjet copiers) as part of the agreement. The type of toner or ink your copier needs depends on the model and brand, so make sure you know your machine’s specifications.
- Drums: Besides toner, many leases will cover image drums that help transfer the image onto the paper. This is an essential part of maintaining print quality.
- Maintenance Kits: Some copier leases include maintenance kits that contain small parts like rollers, fuser units, and other essential components.
The Unsung Hero: Paper
While toner and ink get the most attention, paper is just as crucial in the daily operation of your copier. Unlike toner or ink, which are often included in your lease, paper is typically something you’ll need to manage on your own.
In New Orleans, the humidity can wreak havoc on paper quality, so choosing the right type of paper for your copier can make a huge difference. High-quality paper helps prevent paper jams and ensures smooth operation.
Tips for Managing Paper for Your Leased Copier:
- Keep paper dry: Store it in a cool, dry place to prevent curling or moisture absorption.
- Choose the right weight: Match the paper weight to your copier’s specifications to avoid jams and misfeeds.
- Replenish regularly: Keep an eye on paper levels to avoid running out during a busy workday.
What’s NOT Included in Your Lease?
Not all supplies are covered by your lease agreement. Most of the time, consumables like paper, staples, and binders will not be included. These are things you’ll need to keep stocked on your own. Depending on your lease terms, items like replacement fusers or waste toner bottles might be excluded.
Be Aware of Overages
Your lease agreement may sometimes have overage fees for certain supplies, such as toner. You may be charged extra for the additional consumables if your usage exceeds a certain amount.
To avoid unexpected costs, read your lease carefully to understand what constitutes “normal” use and what might trigger extra charges.
The Cost of Running Low on Supplies
While it may seem small, running low on essential copier supplies can seriously impact your office productivity. Imagine you’re in the middle of an important presentation or printing a client contract, and suddenly, you’re out of toner or paper. The downtime can be frustrating and costly.
Knowing what supplies you need, how much to stock, and what’s covered under your lease can prevent panic moments. Order supplies in advance and keep a backup on hand for emergencies. Your copier will thank you!
Managing Copier Supplies to Avoid Downtime
Maintaining essential supplies for your leased copier is crucial to avoid unnecessary downtime. Downtime is one of the biggest risks to your office productivity, and something as simple as a low toner cartridge or an empty paper tray can bring everything to a halt. Keep track of your supplies, and don’t wait until the last minute to replenish.
Establishing a reordering system is a great way to manage your copier’s supplies. For example, you can set a reminder to reorder toner when it reaches a certain level or sign up for a service that auto-ships your consumables to you as needed.
Pro Tip: Work with Clear Choice Technical Services
At Clear Choice Technical Services, we understand the importance of keeping your copier running smoothly. We can help you manage your copier’s essential supplies, and if you’re unsure whether certain supplies are covered under your lease agreement, we’re just a call away.
How to Take Action
Managing your copier supplies shouldn’t be a headache. Whether you work in a busy office or run a small business, staying on top of toner, ink, and paper will help keep everything running smoothly.
- Review your lease agreement to ensure you know what’s covered and what isn’t.
- Track your supplies so you don’t run out unexpectedly.
Keep Your Copier Running Smoothly with Essential Supplies
Managing essential supplies for your leased copier in New Orleans doesn’t have to be stressful. You can ensure your copier works reliably and efficiently by staying informed about your lease agreement and keeping track of toner, ink, and paper.
Regular maintenance and stocking up on necessary supplies will prevent unwanted surprises and downtime, giving your office the smooth operations it deserves.
Remember, Clear Choice Technical Services is just a call away. Let us help you manage and maintain your copier to keep your business running smoothly. Reach out at (504) 265-1498 and experience the best copier services New Orleans has to offer!
