Choosing a new printer or copier supplier is about much more than finding the cheapest machine.
For many businesses, printing and document management remain an important part of day-to-day operations. From invoices and 
contracts to marketing materials and internal documents, having reliable equipment and responsive support can make a significant difference to productivity.
The right supplier should therefore be more than someone who delivers a machine. They should understand your business, recommend the right technology, provide dependable support and help you control your ongoing costs.
So, what should you look for when choosing a printer or copier supplier?
Look beyond the price of the machine
A low purchase price does not necessarily mean you are getting the best deal.
When comparing suppliers, consider the total cost of ownership, including:
- Equipment purchase or rental costs
- Cost per printed page
- Toner and consumables
- Servicing and maintenance
- Call-out charges
- Replacement parts
- Software and additional features
- Contract termination or upgrade costs
A supplier should be able to give you a clear picture of what your printer or copier is likely to cost over the lifetime of the agreement.
A proposal that may initially appear to offer the lowest cost can ultimately prove to be the more expensive option. The true value of an investment should be measured not only by its initial purchase price, but by its reliability, efficiency, running costs and expected service life and of course the fairness of the terms of the agreement. A solution that delivers greater long-term value can therefore provide a substantially lower overall cost over its lifetime.
Make sure they understand your business
Every business has different printing requirements.
A small professional-services firm may primarily need fast, reliable A4 printing and scanning. A larger organisation may require multiple devices, high-volume printing, secure document management and integration with Microsoft 365 or other business systems.
A good supplier should ask questions before recommending a product.
For example:
- How many pages do you print each month?
- Do you mainly print in colour or black and white?
- What size documents do you produce?
- How important is scanning?
- Do you need secure print release?
- How many people use the equipment?
- Are there multiple offices?
- Do you need mobile or cloud printing?
- What problems are you experiencing with your current equipment?
The right recommendation should be based on your requirements – not simply whichever machine the supplier happens to sell.
Consider reliability and support
A printer that doesn’t work can quickly become more than an inconvenience.
If your team relies on printing, scanning or copying every day, equipment downtime can disrupt your business.
Before signing a contract, find out:
How quickly will they respond if something goes wrong?
Ask about:
- Response times
- Engineer availability
- Remote support
- On-site support
- Availability of spare parts
- Engineer locations
- Typical repair times
It’s worth remembering that the supplier you choose today could be the company you are calling when your printer stops working five minutes before an important deadline.
Check what is included in the contract
Printer and copier agreements can vary considerably.
Make sure you understand exactly what is included before signing.
For example, does the agreement include:
- Toner?
- Replacement parts?
- Labour?
- Engineer call-outs?
- Preventative maintenance?
- Software updates?
- Remote monitoring?
- Automatic toner delivery?
- Technical support?
Also check whether there are additional charges for things you might reasonably expect to be included.
A good supplier should explain the agreement in straightforward language and be happy to answer questions before you commit.
Look at the supplier’s reputation
Reviews and testimonials can tell you a lot about what it’s actually like to deal with a supplier.
Don’t just look at the overall star rating. Look at what customers are saying about:
- Reliability
- Response times
- Engineer visits
- Customer service
- Communication
- Installation
- Problem solving
It’s also worth looking at how long customers have been with the supplier.
A company with lots of long-standing customers is often a good indication that it provides consistent service rather than simply competing on price.
Consider security
Modern multifunction printers are effectively networked computers.
They can store, process and transmit sensitive business information, so printer security shouldn’t be overlooked.
Depending on your business, you may want features such as:
- Secure print release
- User authentication
- PIN or card access
- Encrypted data
- Secure scanning
- Automatic data deletion
- Network security controls
- Audit trails
This can be particularly important for businesses handling confidential financial, legal, medical or customer information.
Ask your supplier how the proposed equipment protects the information passing through it.
Think about the environment
Printing has an environmental impact, so it’s worth considering the sustainability credentials of both the equipment and the supplier.
Look for features such as:
- Energy-efficient devices
- Duplex printing
- Print management software
- Reduced toner consumption
- Responsible recycling of toner cartridges
- Recycling or disposal of old equipment
- Energy-saving modes
A good supplier should also be able to advise you on reducing unnecessary printing rather than simply selling you more equipment.
Don’t underestimate scanning and document management
Modern multifunction printers do much more than print and copy.
For many businesses, scanning and document management can be just as important as printing.
Your supplier may be able to help you:
- Scan directly to email
- Scan to Microsoft 365 or cloud storage
- Digitise paper records
- Automate document workflows
- Route documents to specific departments
- Improve document security
- Reduce manual administration
When comparing suppliers, think about how the equipment could improve your overall workflow rather than simply replacing your existing printer.
Ask what happens when your contract ends
This is an area that is often overlooked.
Before signing, make sure you understand:
- Contract length
- Renewal terms
- Notice periods
- Equipment ownership
- End-of-contract options
- Early termination charges
- What happens to stored data
- How old equipment is removed
A reputable supplier should be transparent about these terms from the beginning.
Choose a supplier, not just a machine
Ultimately, the most important decision isn’t necessarily which printer you buy.
It’s who you trust to support it.
The right supplier should take the time to understand your business, recommend appropriate equipment, provide transparent pricing and continue supporting you throughout the life of the agreement.
The cheapest quote may save you money today, but a reliable supplier can save your business considerably more through reduced downtime, predictable costs and better productivity.
The best printer or copier supplier isn’t necessarily the one offering the cheapest machine. It’s the one that provides the right solution, at the right cost, with the support your business needs.
Looking for a new printer and copier partner? Give Steve at Allied Office Machine a call on 01794 526088.