The office copy machine is an expensive piece of office equipment that can be a considerable expense for many businesses. The running cost of office machines, such as office copiers or printers, can make up a large percentage of the total costs associated with the purchase and upkeep of these machines. Luckily, there are ways to reduce this expense through strategic purchasing decisions and practicing proper office efficiency standards.
In this blog post, I will discuss what office copy machine running costs entail and provide you with tips on how to best keep your operating expenses in check!
What Are Running Costs? (The Total Cost of Ownership)
Running costs are the ongoing expense of office machines, such as copiers or printers. This includes the cost to purchase and the maintenance and repairs associated with these office equipment items. The running cost for office copy machines can vary greatly depending on what type of machine you use and how often it is used.
In a nutshell, office running costs can be broken out into three primary areas:
| Cost Area | Components Included | Why It Matters |
| 1. Upfront Costs | Initial purchase price, installation, and setup fees. | Determines your starting budget before acquisition. |
| 2. Operational Costs (Usage-Based) | Toner/ink replacement and refills, office paper consumption, and electricity usage. | Highest recurring expense; depends directly on how much you print or photocopy. |
| 3. Maintenance Costs (Hidden) | Unexpected repair fees, periodic parts replacement (fusers, drums), and service contracts. | Can quickly exceed the initial purchase price if neglected. |
The Importance of Knowing the Office Running Costs
Many businesses find themselves in a challenging financial position because they have neglected their long-term strategy when purchasing office machinery. They might be spending more than necessary due to lack of information or neglecting proper upkeep that could save them money down the road.
If office copy machines are not adequately maintained, office personnel will find that they need to run the machine faster to make up for lost time.
3 Factors That Impact Running Costs:
- Workload Capacity: If you notice that there has been a steady increase in work volume, this might indicate that your current setup doesn’t have enough capabilities to keep up with demand. This means more wear and tear, which in turn means higher operating costs.
- Speed and Quality: These two factors have a significant impact on office running costs. The faster the copies are produced, the less time it will take to get them out to clients. High-quality prints can last up to ten years without any noticeable degradation.
- Monthly Expenses: It is essential not only to consider upfront cost but keep in mind monthly expenses such as electricity usage (especially for high-power laser printers), toner replacement, and the long-term expense of service contracts.
Conclusion
The office copy machine is an invaluable office tool that can be an excellent investment for your company. By calculating the cost of running office copy machines, you can decide which model best suits your needs and budget.
Before purchasing new office copiers or printers, it is essential to look at all aspects, not just upfront costs, so you will know what the long-term expense might be on both paper consumption and maintenance fees.
If you plan to get copiers for your Columbus office, you can buy copiers or lease copiers in Columbus. Copier Lease Columbus solutions provide the technology you need.
If you plan to get copiers for your Columbus office, you can buy copiers or lease copiers in Columbus. We can give you options for getting the copy machine that you want. You can contact our local copier leasing services department in your location.
For all services in Columbus, call Clear Choice Technical Services:
- Phone: (614) 210-0800
- Our personnel for copier leasing in Columbus will assist you. If you are ready to start the process, request a quote today.
For dedicated Copier Repair Services in Columbus, please visit our Repair Services Website for immediate assistance. Our network is powered by Clear Choice Technical Services.
