Why Printer Leasing is the Right Option for Small Businesses

Why Printer Leasing is the Right Option for Small Businesses
Why Printer Leasing is the Correct Option for Small Businesses

Digital transformation is a business imperative for any organization striving to succeed in the modern economy. One of the avenues available for small businesses to improve their digital infrastructure is printer leasing. Printers remain a crucial component in the information workflow implemented in most modern organizations. While companies strive to reduce costs and support overhead, budgets rarely include regular technology upgrade cycles.

Innovation is accelerating in almost every industry around the world. New technology affects every facet of the business world. For offices to remain ahead of their competition, they need to find new ways to improve productivity and efficiency. An old printer not only increases operational costs but also creates bottlenecks in the information flow and can bring the office to a standstill if the device suffers a failure. Moving to a printer lease for small business service model eliminates many of these risks.

The Advantages of Leasing a Business Printer

Quantifying the benefits of moving to a service orientated technology procurement model starts with the budgetary consistency it provides. As a single, monthly cost covers all printing-related needs of the business, there is no more risk that an unexpected failure can run up the operational costs in any month. The company can, therefore, establish accurate CAPEX forecasts, and the expenses associated with the lease may even be tax-deductible.

There is also the ability to upgrade technology more frequently while gaining access to more exceptional technical expertise. As support and maintenance are included in the lease agreement, the printer will work reliably and efficiently with higher uptimes. The devices include modern access and authentication controls, helping companies improve transparency over the printing costs they incur, and the ability to identify any misuse of the office’s equipment and supplies.

Additional benefits of leasing a printer include:

  • Ability to scale operations quickly
  • Complete cost oversight
  • Improved information security with authentication control
  • Fewer breakdowns and access to more modern technology
  • Greater workflow efficiency with an integrated technology stack

It’s clear that for small to medium businesses, a leased printer agreement can cater to their daily printing needs while reducing the total associated cost. As the leasing company monitors the printer remotely, resupplying the printer won’t catch anyone by surprise.

Types of Leased Printers Available

Modern Multifunction Printers (MFPs) have many features that streamline an organizations’ workflow. With manufacturer agnostic leasing companies, finding the right device for the organization will no longer feel like guesswork. A tailored solution catering for the exact print volumes and ancillary needs such as scanning, stapling, or binding, will allow staff to focus on their mission-critical tasks. While it’s easy to focus only on these considerations, new legislation (such as the SOX and HIPAA regulations) opens up companies to information security liabilities. Printers run on advanced firmware that makes them targets for exploiting a network. To remain on the right side of legislation, companies should also evaluate the printer’s security capabilities.

HP MFPs come with the latest, self-correcting firmware and drivers that notify administrators if it detects any software changes at the machine level. Similarly, using a device that includes “pull-to-print” control will reduce the risk of uncollected print jobs leading to an information security breach.

Considerations when Deciding on a Printer Lease Vendor

Every company is subtly different from its peers. When moving to a lease-based service model, the company should ensure the solution addresses these differences entirely. Apart from the daily or monthly volumes, the intention of the device (such as producing brochures or just printing company forms) should drive the final decision. Service providers will work with the company to find the right technology, which ensures a cost-effective price while it doesn’t impede any operations.

Other considerations when choosing a vendor include:

  • The Vendor’s reputation and experience in the industry
  • Access to the latest manufacturer’s devices
  • Certified technicians and specialist staff
  • The regional footprint and distribution range of the vendor
  • Environmental and green technology initiatives
  • ●        Additional opportunities to reduce costs with remanufactured cartridges and/or software

While the lease agreement will include maintenance services, companies may be required to perform specific diagnostic tasks in-house. Vendors may also prohibit companies from performing particular procedures under the agreement, while other factors like device placement could be included in the specified terms. Taking the time to ensure both parties understand all these items will lead to a long and prosperous business relationship.

Cartridge World Quad Cities as your Print Technology Service Provider

Cartridge World Quad Cities are experts in printing technology and provide technical services to companies of all sizes. Whether it’s a single office printer or an advanced production press, Cartridge World can assist with a single monthly lease price that ensures the company has access to the latest productivity solutions.

To take advantage of all the benefits that a printer lease for small businesses offers, get in touch with Cartridge World’s experts today.