Maybe you are replacing an ageing machine, fitting out a new workplace, or comparing lease and purchase options for the first time. Whatever the reason, good information leads to a good proposal that suits the business’ needs. The supplier needs a clear picture of how your business prints, scans and works day-to-day, and the more of these details you have ready, the closer the result will be to what you need.
The rest of this guide breaks down each of those points, so you know what to have ready before you enquire.
Why do we ask these questions before quoting?
The right printer or photocopier quote depends on what you need the machine to do, how often it will be used, and whether you are comparing a lease against an outright purchase. If you already have a printer, it is worth thinking about what is not working well now, whether that is speed, running costs, reliability or a feature you keep wishing you had.
Copysonic’s quote tool uses a few key details to shortlist suitable machines and pricing options, so having your answers ready helps you get to the right setup faster.
1. Do you need colour printing or black-and-white only?
Your colour needs affect both the machine you are recommended and your running costs. Plenty of everyday documents, such as internal memos, invoices and forms, only need to print black-and-white, although many can still scan in colour. Others, such as presentations, reports, marketing materials, and client-facing paperwork, call for colour printing.
The practical question is how often you genuinely print in colour, not just whether it would be nice to have. Colour printing costs more per page, so matching the machine to your usage keeps your running costs sensible over the printer’s lifetime.
2. What size paper do you use?
A4 covers most everyday office documents, including invoices, forms and reports. A3 comes in handy for plans, drawings, posters, booklets, design proofs, large spreadsheets, menus and signage.
This matters at the quoting stage because an A3-capable machine is usually a different class of printer or photocopier from a standard A4 office printer. Knowing your paper sizes upfront points the recommendation in the right direction from the start.
3. How many pages do you print each month?
Your monthly print volume helps match you with a machine that can handle your workload. A low-volume office may not need a large multifunction printer, while a busy office with regular daily printing needs a more robust machine with the capacity, speed and support to keep up.
If you are not sure of your numbers, here are a few ways to estimate:
- Check the meter reading on your current printer or copier
- Review past invoices or service reports
- Estimate average pages printed per day and multiply by your working days
- Ask the staff who regularly print, scan or copy
- Factor in your peak periods, not just the quiet weeks
Your estimate does not need to be exact. A realistic figure is enough to avoid being underquoted or overquoted.
4. What functions and features will you use?
Think about how your team works and which functions they rely on day-to-day. Common requirements include scanning, copying, duplex (double-sided) printing, wireless printing and network setup. Others include secure printing, user access controls, extra paper trays, finishing options, faxing where it is still needed, and integration with your existing systems.
The aim is to avoid paying for extras you will never touch, while making sure the machine supports the way your team actually works.
5. What servicing and support do you need?
Look beyond the machine price and check what support is included. A full business printer quote should be clear on delivery, installation, setup, configuration and staff training. It should also cover servicing, repairs, toner and consumables, and ongoing technical support.
This is one of the most important points to compare between quotes. The lowest monthly price does not always reflect the full support needed to keep your office running. For more on what to look for, see our guide on what to expect from your printer service agreement.
6. Are you looking to lease or buy outright?
Some office printer quotes include both lease and outright purchase pricing, so it helps to know which way you are leaning. Leasing reduces your upfront cost and makes it easier to upgrade to a newer machine down the track. Buying outright suits businesses that prefer to own the machine and treat it as a clear, one-off capital purchase.
If you are still deciding, our guide on whether it is better to buy or lease a copier for your office walks through the trade-offs in more detail.
Ready to get an office printer quote?
The more of these details you have ready, the quicker we can point you towards the right printer setup. Use Copysonic’s quote tool to get started, or speak with our team for help comparing machines, lease pricing, purchase costs and service support.
