Copier Repair Expenses

The Expense of Copier Repair

Even with the development of business communications systems, every business requires having a copier to print some of the business correspondence, purchase orders, invoices, tender documents, memos and so much more.

Your copier requires servicing from time to time depending on the usage. Sometimes the copier breaks down and requires repairs. Consumables such as toners, waste containers, and drums require replacement after they are used up.

The cost of repairing the copiers may depend on the size, the extent of damage and the model. Moreover, copier repairs without a service agreement tend to be more expensive than copiers repairs when you have a service agreement.

The average copier for a medium sized organization makes around 8,000 copies per month of which 6,500 are black and white while the rest are colored copies

With a copier of such a size, it costs $150 per hour for an average service call. In a year, there are expected to be around five service calls. The total cost per year goes to about $750.

Toner Costs

The average black toner costs around $350. The average cost of a color toner is about $150 of which they are four. In a year, the company may need about three. This brings the total cost to about $2850

As for the waste toner, it costs an average of $100 to replace after 43,000 copies. As for the drum cartridges, they cost $390 for replacement after about 125,000 copies. The average expense for servicing the whole piece could go well past $3,500 a year.  Make sure to call Action Imaging Group before you commit.

Bringing Down the Costs

 Sign up for a Maintenance Service

To bring down the cost of repair, you may sign up to a maintenance agreement with the supplier. The cost of repair is usually lower than buying the parts and paying for the labor from the pocket. However, you need to do your calculations according to the given prices.

Train the Users on the Correct Use of the Copier

Most of the repairs result from copier misuse. It is good not to assume that everyone knows how to use a copier, have the staff instructed on the proper use and care of the machine.

Repair Small Problems on Time

Preventive measures and speedy servicing of the small problems helps lengthen the lifespan of the copier. Changing the consumables such as the waste bin, toners, and drums on time also ensure that the printer performs well. You should also read the manual on how to clean and did with each notification and alarm.

The Right Time for Toner Replacement

When is it time to change toner on your copier?

Having the toner run dry in the middle of a printing run can be very frustrating, or even lead to loss of business.  Unfortunately, toner level is one of the things that go unnoticed until the the paper to be printed comes up blank. This unfortunate situation can be avoided by looking for warning signs that the toner has run out.

Printer warnings

This is the most obvious warning sign. All modern printers are able to detect low toner levels and indicate low toner warning lights. A message will also appear on the computer screen showing the same warning. This warning is issued when toner levels get very low, even as the printer continues printing.

Low toner coverage (blank spaces)

If the printer is missing areas here and there, the toner is running out. If you notice that some parts get so faint or even remain blank, it is a sure sign that the toner is running low.

Clumps and spots

Sometimes streaks from on the paper when the toner runs low and the toner clumps.  Streaks are made by uneven spread of the toner. This can be temporarily remedied by shaking the toner to have a more even spread before the toner finally runs out.

Faded color

Faint and faded colors are a clear indicator of low toner. Sometimes the colors could even appear differently for example black looking like grey.

Loss of other functions

Some modern printers come with multiple functions like scanning and copying. These functions will stop because they are connected to the printing function and all fail together.

Laser toners can print anything between 2,000-20,000 pages before running out.  Some printer brands have introduced recyclable toners that can be refilled. This can be done 2 or 3 times before the toner is completely useless.

You may still get a few more good prints from toner even when the toner light comes on. Some printers lock up when this light comes on, this is the place you don’t want to be.

If toner replacement is a burden, call Action Imaging Group to discuss service options.

(520) 408-4940

Buying or Leasing a Copier

Copiers- is it better to buy or lease

Pretty much of the documents and business communications should be in print. This means that you shall need it at some point in your daily business activities. The question is if you would like to buy or lease the equipment. Which is better? Let us look at both sides of the equation.

Leasing: Benefits

  • You use up-to-date equipment

Technology is so dynamic nowadays. The state-of-the-art copier that you had bought a few years ago may have been overtaken by newer and better technologies. With leasing, you pass the burden of keeping up with the new technologies to the equipment leasing company.

  • Predictable expenses

When leasing your equipment, you have a pre-determined budget every month. This comes in handy when you do not have a budget for new equipment. There is no upfront payments like you would find when buying equipment.

The downside

  • Sometimes, it is more expensive

Leasing is more expensive to lease a copier than to purchase it. The problem is complicated by the fact that you do not own the equipment even after making all the payments.

  • You can pay for the equipment even when you do not need it

Most of the lease terms dictate that you continue paying for the equipment through the entire lease period. This means that6 you will still incur the cost of the equipment even if your business happens to change.

Buying: The benefits

  • It is easy

Buying a copier is outright. You decide what you need, head to the market and purchase it. Leasing require lots of paperwork and keeping up with many lease terms. The leasing company still has control over the equipment and its work.

  • You decide who maintains your equipment

In leasing, the leasing company dictates how the copier is to be maintained. This may be too expensive or may not be what you want. However, if you own the equipment, you decide on when and who maintains your equipment.

The downside

  • The initial cost of the equipment may be too high

You may tie up sources of credit trying to get quality copiers for your business. You may end up buying poor quality copiers if you do not have the money.

  • You can get stuck with outdated equipment

The technology gets outdated quickly. More efficient and better copiers might overtake the copier that you buy in a short while. If you want to upgrade, you will be forced to sell and buy another one.

The options you pick depend on your current situation of your business. You may pick the option that appeals to you the most.

Copiers, Printers and Scanners

Why Every Business Is Running To Get a Multi-Functional Devices for Copiers, Printers and Scanners in Tucson 

Computers have taken over the business world, in the literal sense of things. Their rule over the market space has no equal, and every business owner knows it. Like the comet that crash landed on the earth billions of years ago, every business that tried to resist computers was squashed into oblivion. So it makes sense to run your business using modern technology doesn’t it?

That means taking digitizing all those physical pieces of paper you write up every day. From invoices, timesheets, memos, and even the odd I-owe-you, should be transformed into its proper digital format.

But I have tons of files in my basement, all with important business papers. Isn’t it going to take a several millennia to digitize those? And what about the cost?

These are valid questions every business owner asks before realizing the benefits of digitizing documents. So, if these represent some of the concerns you have on adopting multi-functional devices for copiers, printers and scanners in Tucson, here are the main business changing advantages of digitizing your paper archives, and future paper work.

 Advantages of Document Digitization


This has happened to almost every business out there. You catch a flight to attend a meeting out of state. You land at the airport only to realize you’ve left an important document back at the office. What do you do? Call FedEx and hope they bring the document in time for the meeting?

Digitizing your documents nips such inconveniences in the bud. Once you’ve transformed paper into its digital equivalent, and implemented a document management system in your office, you can access it from almost anywhere there’s an internet connection.


Hot behind accessibility is being able to collaborate on projects. With your documents stored as images, spreadsheets, PDFs, or any other format, you can easily have members of your team work on one document without having to make copies and FedEx-ing a team member two states over.


Using physical paper has its limitations. The greatest limitation you already have is storage. A medium business uses up to <facts> which takes up a lot of space.

By converting physical paper into digital formats, you end up saving the space that would have normally been allocated to file cabinets and shelfs. All this is easily done by scanning your physical paper getting multi-functional devices for copiers, printers and scanners in Tucson. You’ll save time, money, and even avoid going the way of the dinosaurs.


Document Management


Document Management Solutions in Tucson

Acquisition of Big Data for Small Businesses

Data is the bread and butter of the modern business machine. Businesses feed and thrive off data. Data from customers, suppliers, and just about any market-related data is crucial for the survival of the modern business, no matter the size. A while ago, a small family-owned company in North Carolina turned cabinets of ledgers and other kinds of paperwork into a goldmine. How? You may ask?

Twiddy & Company, the name of the company, turned to data the company had collected for years to predict accurately the number of people who would rent its properties in a given period. The data was so valuable that it has helped Twiddy & Company not only improve its bottom line but help property owners in the region cash in on the profit. And this was all because someone in the family saw it as good business to religiously scan every document coming in or going out of the business. Twiddy & Company is a small business by any standards. It’s owned by family members and operates in an area most people wouldn’t call business-like environment.

Your business may operate in a bustling, high-octane, pedal-to-the-metal kind of business environment. If you’re not capturing every bit of data your business interacts with every second, then you’re losing out on ways to make your business better, how to edge out the competition, and most importantly, how to turn a profit. Before you ask how you can capture those niggly small transactions, here’s the solution: get some document management solutions in Tucson. You don’t have to be in North Carolina to start managing your data better.

With the hardware, you can scan anything, digitize it, store it in a database and let machine learning algorithms do the rest. You never know what nifty patterns they’ll discern from the data heap. A way to better market your product to your customers? New ways to involve staff in your business model? Finding the right coffee maker?

Seriously, big data is big business, and if you’re not getting into it right now, your competitors will make short work of you in a near, and possibly bleak business future.

Most Small Business Owners are afraid of getting on the big data wagon because they think they are not big enough to use the data. Owners think that the likes of Google, Amazon, and other tech giants are the perfect sparring partners for big data. But what they don’t know is, small businesses account for the largest employment numbers in the United States. That is, small businesses are the economic drive train of the country. Without them, Google and Amazon would have nothing to stand on. So if small businesses aren’t leveraging big data, then no one else should.

Phone Systems

phone systems

Phone Systems in Tucson

5 Benefits Your Business Is Missing Out On Right Now

There’s nowhere more appropriate to use the term underdog than when referring small businesses. Small businesses and their owners have to punch continually above their weight if they are to stay afloat, leave alone break even. Like the tiny salmon, small businesses have to swim against the current, and make it upstream without getting smothered by their larger, well-funded counterparts.

Luckily, though, the tiny salmon has access to a set of tools their big brother has always used to gain a competitive advantage. Technology. Now, a small business with the right product or service has the same chance of capturing and wowing the consumer market, just like any other big company out there.

Unlike the old days when small businesses had to be simultaneously innovative and find a way to reach potential customers on a budget, today, all a small business needs to bring to the table is innovation. The rest is ironed out by communications technology.

Therefore, communication is a paramount factor for small businesses, and choosing the right communication infrastructure is downright necessary. The manager or the owner needs to be able to communicate with employees, suppliers, and other stakeholders no matter where they are, and do it in the most cost-effective way.

In comes Voice Over Internet Protocol, or VoIP for short. VoIP allows people to communicate through a cacophony of ways, unlike traditional communication infrastructures. A person can use voice calls, video calls, and Email. That means your business gets one infrastructure capable of handling almost every form business communication in use today. Which means you don’t have to install different systems for different forms of communication. And that means you save a huge chunk of change when you get phone systems in Tucson to install VoIP infrastructure for your small business.

Here are some features you and business enjoy by getting VoIP systems:

Voicemail to Email: the service allows any voicemail left in the VoIP system to be handed over to a transcriber which converts it to text and sends it to an email server. It allows you to respond to calls faster compared to going through the voicemail.

Conferencing: VoIP offers a cost efficient way of bringing groups of people together. You can create a conference call between your research department and the manufacturing department a continent away easily, seamlessly and most importantly, on a budget.

Automated Attendant: Voice calls on the system are automatically routed to the right person, avoiding a lot of mix-ups and frustrations, kind of the ones you get when you call the cable company.