How switching copier dealers actually works

Signs it’s time for a new copier dealer

Most offices don’t switch copier companies because of the machine. They switch because of everything that happens after it’s delivered.

If any of these sound familiar, it’s worth talking to another dealer before your agreement renews:

• Service calls take days, and the technician who shows up has never seen your machine before.
• You’re still calling in toner, or someone in the office keeps a shelf of spares “just in case.”
• Your bill changes and nobody can explain why: overage charges, estimated meter reads, fees you didn’t agree to.
• The rep who sold you the machine is gone, and the only number you have is a call center.
• The lease renewed on its own because nobody told you a notice window was coming up.
• The machine is older than your newest employee and still costs you a monthly payment.

None of that is unusual, and none of it is something you have to live with. A good dealer is measured by what happens on a Monday morning when the machine jams.

What happens to the lease you already have

This is the first question almost everyone asks, and the honest answer is: it depends on what you signed. Copier leases are usually written by a finance company rather than the dealer, and the terms vary.

Read three things before anything else

• The end date and the notice window. Many leases renew automatically unless you give written notice in a set window, often 60 to 90 days before the end date. Miss it and you can be locked in for another stretch.
• The end-of-lease option. Fair-market-value leases give the machine back at the end; $1-out leases let you keep it. That changes what you do with the old machine.
• The service agreement, separately. Your service contract with the dealer is usually its own document with its own term and its own cancellation terms.

Bring us the paperwork and we’ll go through it with you line by line: when you can leave, what it costs to leave early, and whether it makes more sense to wait out the term or move now. Sometimes the right answer is to wait, and we’ll tell you that.

How the switch actually works

1. Review what you have

   We look at your current lease, service agreement and a few months of invoices, and walk the office to see what each machine actually does.

2. Size the replacement to your real volume

   Meter history tells us how many color and black-and-white pages you really print. Most offices are either paying for a machine bigger than they need, or wearing out one that is too small.

3. A written proposal, in plain language

   One page with the equipment, the monthly payment, what the service agreement covers and the per-page costs. No surprises later.

4. Delivery and setup

   NYBS technicians install the machine, connect it to your network, set up scanning and address books, and train your staff before they leave.

5. The old machine goes back

   We coordinate the return or removal of the old equipment so you are not storing a copier in the hallway while two companies sort it out.

For most offices the switch itself takes one visit. The planning is the part that takes a few conversations.

Questions to ask any dealer, including us

Use these with every dealer you talk to. The answers tell you more than a brochure will.

• Who services the machine? Your own technicians, or a subcontractor? Where are they dispatched from?
• How do you know when I’m low on toner? Ask whether the machine reports its own toner levels to them.
• How are meters read? Automatic reads mean accurate bills. Estimated reads mean true-ups later.
• What exactly does the service agreement cover? Parts, labor, toner, drums, staples? Get it in writing.
• What happens if a repair takes a while? Ask how they keep you working when a part is on order.
• Who do I call in two years? A named rep and a local service desk, or an 800 number?

Why offices switch to NYBS

• Three manufacturers under one roof. We sell and service Konica Minolta, Canon and Kyocera, so we recommend the machine that fits your office.
• Technicians on our staff, dispatched from Garden City Park and our Manhattan office.
• Connected machines. Meters, toner levels and error codes come to our team, so technicians arrive knowing the problem.
• Konica Minolta Pro-Tech Service Award, 11 consecutive years. The award recognizes service quality.
• In business since 1985, and still answering the phone ourselves.

See the machines on our Konica Minolta, Canon and Kyocera pages, or line them up on Compare.

Common questions