Avoid unnecessary costs by scoping out a tailored contract that suits your needs.

Signing up to the wrong type of photocopier or multifunctional device (MFD) agreement can incur unnecessary costs which can amount to a significant amount over the duration of the contract. 

Operating leases are a better type of service agreement to enter into as these involve paying a rental fee for a fixed term, and are similar to a rental agreement. And as schools are unable to enter into borrowing agreements, finance lease or hire purchase contracts should be avoided.  Through careful contract management that we built into the supplier agreement, we've saved schools 20% on average.

Check out our photocopier and MFD case studies for examples of where we've made savings for our members.

Did you know?

  • An operating lease is the only type of lease a school should enter in to. These leases involve the school paying a rental fee for the hire of an asset for a period of time, and are similar to a rental agreement. No other types of lease, such as a finance lease or hire purchase, may be entered in to by the school as this is a form of borrowing.
  • We would never recommend a school entering into more than a four year agreement with photocopier supplier. In fact, our usual recommendation is a three year deal with a one year extension.
  • It can be common practice for a photocopier supplier to try and negotiate a new deal during the contract term which can spell issues in terms of procurement regulations, interest being rolled into the new deal and the fact that it isn't allowing you to go to market to get a competitive alternative.
  • It is always advisable to have floor plans with all of your photocopiers (MFDs) and printers laid out so you can see where your complete estate is. We would also recommend you have print software so you can track usage although you should always go with a generic printer software that isn't tied to just to one type of machine or brand.

For more information about how you can save, register with the Schools' Buying Club to access our photocopiers and MFDs buyer's guide.