A reliable photocopier keeps your office running smoothly. But an outdated, slow, or unreliable one? That’s a daily frustration you don’t need. If your machine is constantly jamming, struggling to keep up, or costing more than it should, it might be time to upgrade your photocopier lease.
Knowing when to switch to a new lease isn’t always obvious. You don’t want to stick with a machine that’s holding you back, but you also don’t want to upgrade too soon and waste money.
So, how do you know when it’s time? Here are the key signs that upgrading your photocopier lease makes sense.
1. Your Photocopier Is Slowing You Down
🔹 Frequent Breakdowns – If your photocopier is constantly jamming, malfunctioning, or needing repairs, it’s becoming more of a liability than an asset.
🔹 Rising Repair Costs – If maintenance fees are creeping up, you’re probably spending more on repairs than you would on a new lease.
🔹 Sluggish Performance – If employees are waiting minutes instead of seconds for print jobs, that’s lost productivity every single day.
🔹 Declining Print Quality – Faded colours, streaky pages, or smudged text (even after maintenance) suggest the machine is past its prime.
If any of these sound familiar, your photocopier is no longer fit for purpose. Time to upgrade.
2. Your Business Has Outgrown Your Current Photocopier Lease
As your company grows, so do your printing needs. If your machine isn’t keeping up, that’s a problem.
📈 Higher Print Volume – If you’re constantly exceeding your monthly print allowance and paying high overage fees, you’re throwing money away.
🔑 Missing Features – Older models may lack:
✔ Secure Printing – User authentication, PIN codes, and data encryption.
✔ Cloud and Mobile Printing – Employees need to print from laptops, tablets, and phones.
✔ Advanced Scanning – Scan-to-cloud, OCR (text recognition), and document management integration.
✔ Finishing Options – If you need stapling, booklet-making, or hole-punching, but your current machine can’t do it.
✔ Paper Handling – If your team constantly reloads paper trays, you need a higher-capacity model.
⚙ Software Compatibility Issues – If you’ve upgraded your office software but your photocopier doesn’t integrate smoothly, it’s time for a new one.
3. You’re Paying More Than You Should
A good photocopier lease helps you manage costs efficiently. But if your expenses are creeping up, you need to rethink.
💰 Overage Charges – If you’re paying extra for exceeding print limits, a lease with a higher allowance could save you money.
⚡ Energy Bills Are High – Older photocopiers are less energy-efficient. Newer models use less electricity and reduce your carbon footprint.
🖨️ Expensive Consumables – If toner and maintenance kits are getting more costly or harder to source, a modern machine could be cheaper to run.
4. Your Current Photocopier Lease Is Ending Soon
The end of a lease is the perfect time to review your options.
📌 Renew? Upgrade? Return? – If your photocopier has been cost-effective and reliable, renewing might make sense. But if it’s outdated or expensive, upgrading is smarter.
📌 Compare New Lease Offers – Suppliers often offer better deals to existing customers, but don’t just settle – shop around for better terms and newer technology.
5. You Need Better Security and Compliance
With GDPR and data security more important than ever, outdated photocopiers could be a risk.
🔐 Secure Printing – New models offer PIN authentication, biometric access, and encrypted print jobs.
📋 Audit and Compliance – If your industry requires detailed print logs for security audits, an upgrade might be necessary.
For industries like finance, healthcare, or legal, where data privacy is critical, a modern photocopier with built-in security features is a must.
How to Decide If an Upgrade Is Right for You
Before jumping into a new lease, take these steps:
✅ Check Your Current Photocopier Lease Agreement – Are there upgrade options? What are the penalties (if any) for switching early?
✅ Review Print Usage and Costs – Look at your monthly print volume, overage charges, and repair costs.
✅ Get Employee Feedback – Is your current machine causing delays, frustration, or bottlenecks?
✅ Research New Models – Look for a Konica Minolta or equivalent that meets your business needs.
✅ Compare Lease Offers – Get quotes from at least three suppliers to ensure you’re getting the best deal.
Time to Upgrade? Here’s the Bottom Line
It’s time to consider a photocopier lease upgrade when:
✔ Your machine is unreliable, slow, or expensive to maintain
✔ You’re exceeding print limits and paying high overage fees
✔ Your business needs better security, scanning, or cloud integration
✔ Your lease is ending, making it the perfect time to switch
A modern, efficient photocopier can cut costs, boost productivity, and make office life easier. If your current lease is holding you back, an upgrade could be the smartest move you make this year.
🚀 Thinking about upgrading? Contact Evolve for our best advice today.
