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Dr. Randy T. Hodges, Senior Pastor
Hernando Church of the Nazarene

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The Office Copier: To Buy or Not to Buy . . .

At some point, most nonprofit organizations consider the purchase or lease of a copier. If your organization is small, perhaps you can manage with an all-in-one copier/fax/printer, or simply use copy services from your local office supply store or printer. As your house of worship or nonprofit group grows, the most economical solution may be an in-house copier, but which option is right for you?

When comparing leases and copier prices, your choices can quickly become quite confusing. The copiers and their associated agreements all come equipped with various options and features, so it’s like trying to compare apples and oranges—and bananas and grapes!

Your first step? Assess your needs – both current and future. Of course, amazing new technological advancements regarding copy machines look appealing, but high tech becomes an unnecessary expense if it’s never used.

Consider the following:

  • Do you need black copies, or color?
  • Do you print only standard and legal-sized copies, or do you need to print on larger paper or cardstock also?
  • Is it important for the copier to staple or fold your copies?
  • How valuable would it be to send copies directly from your printer?

Step two is to audit your current use. Count the number of black and color copies you make during an average month. If you enter into a service contract that allows a certain number each month, be sure you won’t be paying an overage every month, nor overpaying for any unused copies.

Armed with the appropriate information, you’re ready to begin shopping. Before making any final decisions on a copier, determine whether it’s more economical to buy or lease. Salespeople may offer a seemingly low monthly rate, however multiplying this figure by the number of months on the lease may prove to be more expensive than purchasing the unit.

If leasing appears to be the better (or necessary) option, do a cost comparison analysis:

  • How long does the lease extend?
  • What do monthly/annual services include?
  • In addition to the monthly lease fee, is there also a per-copy cost?
  • Does the lease offer fixed fees?
  • Is maintenance included in the agreement?

Knowing how confusing contracts can be, ask someone with expertise in contract language to review any agreements before you sign. Be sure you know the specifics of the lease terms to alleviate any possible surprises along the way.

Finally: buyer beware!  By nature, many nonprofit staffs exude trust and kindness, and assume others will treat them the way they treat people. But fierce competition in the copier business often tempts salespeople to take advantage of your good nature.

If you found this advice helpful, our nonprofit-passionate staff at Online Stewardship Accounting & Consulting can also help with many other accounting and consulting needs. Contact us at Lynn@OnlineStewardship.com or 904-398-4747.

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