Frequently Asked Questions
Managed Print Services is a program where a provider like BDT takes over management of your office printing. It includes equipment maintenance, toner delivery, usage tracking, and support, all under one predictable monthly invoice.
For most businesses, leasing is the smarter, more cost-effective option. It keeps your equipment current, your costs predictable, and your service included, without the headaches that come with owning aging hardware. Buying might seem like a savings up front, but those last few years of ownership often bring higher repair costs, outdated technology, and operational slowdowns.
If you’re looking for a low-stress way to manage your print environment, leasing is the way to go.
Learn more here: Lease vs. Buy: What’s the Best Way to Get a Copier for Your Business?
On average, our technicians respond in under 4 hours, even in rural areas of Maine and New Hampshire. We’re not just saying that. We actually track and meet that metric year after year.
In most cases, we fix the issue on the first visit because we stock common parts. If a rare component is needed, we overnight it and complete the repair within 24 hours. Fast, reliable, and no unnecessary delays. That’s how we operate.
Most of our competitors are owned by one manufacturer, so they’re only going to recommend that brand, regardless of whether it’s the right fit. Many local providers are owned by manufacturers directly and can only sell that manufacturer’s product. Others have been bought out by private investment groups, which limits them to only the brands their corporate parent or investment group approves.
At BDT, we’re independently owned, which means we’re not tied to any single brand. We offer a variety of trusted manufacturers like Konica Minolta, Xerox, HP and FP Mailing Solutions, and we’ll recommend the solution that’s truly best for your business.
You also get real, local support. You’re talking to people who know your name, understand your setup, and have the authority to solve your issue without layers of corporate red tape.
Just because a competitor is bigger doesn’t mean they’re better. And when you work with companies owned by out-of-state investment groups, your money leaves Maine and New Hampshire instead of supporting local business.
Read more: Why Independent Matters: How BDT Helps You Get the Right Technology
Absolutely. We partner with a certified e-waste vendor to ensure your old equipment is disposed of responsibly.
Each machine is broken down and sorted. Circuit boards, plastics, and metals are all separated and properly recycled. You can feel good knowing your equipment isn’t ending up in a landfill, and your business is doing its part for the environment.
At BDT, we’re independently owned, which means we’re not tied to any single brand. We offer a variety of trusted manufacturers like Konica Minolta, Xerox, HP and FP Mailing Solutions, and we’ll recommend the solution that’s truly best for your business.
You also get real, local support. You’re talking to people who know your name, understand your setup, and have the authority to solve your issue without layers of corporate red tape.
Just because a competitor is bigger doesn’t mean they’re better. And when you work with companies owned by out-of-state investment groups, your money leaves Maine and New Hampshire instead of supporting local business.
Read more: Why Independent Matters: How BDT Helps You Get the Right Technology
Unless you’re running an extremely low volume, yes. Without a maintenance contract, you’re on the hook for every service call and high-cost consumables, like photoconductors and developer units, which can run hundreds of dollars each.
Our Gold Service & Supply Agreement turns those unpredictable expenses into one simple operating cost. Plus, thanks to our bulk purchasing power, the plan often costs less than buying toner alone. It’s a better value, less hassle, and way fewer surprises.
A maintenance contract also preserves and extends the manufacturer’s support. Without continuous maintenance coverage, you may lose access to manufacturer warranties and OEM parts availability. If it’s year three and you haven’t maintained your equipment with genuine parts, the manufacturer may not be able to provide support.
We also offer service takeovers from competitors. We’ll consider taking over maintenance based on the age, model, and whether it’s a supported manufacturer, meaning we have access to manuals, parts, and technical resources. We’ll provide a free inspection if you sign a maintenance agreement with us; otherwise, there’s a fee for the assessment.
When you lease equipment, the leasing company technically owns the device, so they require it to be insured.
If you don’t provide proof of coverage within 60 days, they’ll automatically add an insurance charge to your invoice to cover it. The good news? Most businesses already have insurance that covers office equipment. All you need to do is send a certificate of insurance showing OTS Leasing as the loss payee.
Need help making the ask of your insurance provider? We’ve got a sample letter we can send your way.
We’re upfront about everything, and there are a few common fees that come up. None of them are hidden, but they can catch people off guard if they don’t know what to expect. Here’s what to look for:
Flat Shipping Fee – We apply a minimum shipping charge on maintenance agreement invoices to cover toner delivery. The exact amount depends on factors like time of year, your location, and weather conditions.
Usage Fees – This fee may appear on your invoice depending on how your contract is structured. Here’s why: If the leasing company bills your service contract directly, you’re subject to Maine sales tax as a taxable entity. If BDT bills the service contract separately, we pay Maine use tax on every part and supply that goes into your copier, regardless of whether you’re a taxable entity or nonprofit. To offset this backend tax cost, we apply a usage fee calculated as a percentage of the parts and supply portion of your contract. This fee covers our tax obligation to the state and keeps your pricing transparent.
Note: Some service contracts also include usage-based billing for prints or copies beyond your included volume. The leasing company may also refer to this as a “usage fee” or “overage fee.” We’ll explain your specific billing structure clearly during the agreement setup, so you know exactly what to expect.
One-Time Documentation Fee – A $139 administrative fee from the leasing company on your first invoice.
Transitional Billing – A prorated charge if your device is installed mid-cycle, so all your lease billing lines up on one monthly invoice going forward.
These are all standard, clearly outlined in your agreement, and we go over them before and after install, so there are no surprises.
Great question. And you’re not alone. In the industry, we often refer to full-size multifunction devices as “copiers,” but they’re really much more than that.
Here’s the breakdown:
- A copier typically refers to a full-size A3 machine that handles large formats like 11×17.
- An MFP (or Multifunction Printer) usually refers to a smaller A4 device, more desktop-sized, that prints up to legal size (8.5×14).
Whatever you call it, your device probably prints, copies, scans, and faxes. We’ll help you choose the one that fits your needs, regardless of the label.
You’ve got options, and we help you choose the right one based on your setup:
- Device-level tracking (like Account Track on Konica Minolta machines) gives you print data directly from the device. It’s great for small offices with just a few machines.
- Fleet-wide tracking (like PaperCut) pulls all print activity into one central dashboard. You can track by user, department, color vs. black-and-white, and more.
Need teachers to log in with a code? Want to enable badge-scanning for secure access? We can do that too. It’s all customizable, and often the cost savings from smarter tracking pays for the software itself.
Even if you don’t print much, your older device may be costing you more than you realize.
Manufacturers typically stop producing parts after about 7 years. When that happens, replacement parts get harder to find and more expensive. That means service calls take longer, repairs cost more, and your downtime increases.
The result? Higher operational costs, even if you’re printing less. In most cases, upgrading to a newer model on a 5-year lease saves money, improves reliability, and gives you access to better, more efficient technology.
Yes. Every device we place comes with a guarantee.
Your service agreement ensures your machine stays fully functional through proactive maintenance and repairs. And if you lease through BDT, you’re also covered by our “Works or It Walks” guarantee. If a device isn’t meeting expectations, we’ll replace it with a loaner while we troubleshoot the issue in our warehouse, without interrupting your workflow.
No runaround. No downtime. Just a working machine, guaranteed.
You’ve got options. Choose what works best for you:
Call us at the number on your equipment sticker. Use the prompts:
- Press 3 for supplies
- Press 8 for service
Email us directly:
- [email protected] for service issues
- [email protected] for toner or other consumables
Use the Budget360 Portal:
- It’s free, fast, and gives you full visibility into your service history, supply orders, and more.
- Just ask us to set you up. Send your name and email, and we’ll send your login details.
Whether you prefer to call, email, or click, we make it easy to get what you need and get on with your day.
We take data security seriously. Here’s how we handle it:
- For most newer devices, especially Konica Minolta, the onboard drive is solid-state, which means data security is much less of a concern.
- For devices with traditional spinning drives, we offer a certified data wipe using Active KillDisk software. This service is free for clients upgrading their equipment, and we can provide a wipe certificate upon request.
- If your IT policy requires physical destruction of the drive, we can remove it and give it to you. If the device is leased, a replacement drive must be purchased and installed before it goes back to the leasing company.
We’ll walk you through the options and make sure your data is handled securely every time.
No problem. We offer secure printing solutions that keep your documents confidential.
Features like Secure Print or UserBox hold your print jobs in a secure queue until you’re ready to release them at the device using a PIN, password, or ID badge. That means your documents won’t print until you’re standing right there.
It’s a simple way to protect sensitive information without needing a personal printer.
There are a few common reasons why your postage meter might stop working:
- Low or expired postage funds – You may simply need to refill or add funds to your meter.
- Device lockout – If a replacement meter has been ordered or there’s an update needed, the device may lock itself until that’s resolved.
- Technical error – Like any office equipment, postage meters can occasionally run into hardware or software issues.
- PSD (Postal Security Device) issue – Postage meters include a federally regulated component called a Postal Security Device, which controls postage funds. If there’s an issue with this part, it can affect functionality and typically requires support intervention.
Because of the PSD’s legal status and the unique way postage is regulated, these devices are almost always rented rather than owned outright. That ongoing rental includes updates, support, and compliance maintenance.
If you’re having trouble, reach out to our service team. Most issues can be resolved quickly once we know the specifics of the error or message on screen.
MPS reduces waste, eliminates excess devices, simplifies supply ordering, and prevents costly IT interruptions. You get optimized equipment, consistent per-page pricing, and fewer surprise expenses.
Absolutely. Whether you lease or purchase, our service doesn’t change. We’ll support you the same way: quickly, reliably, and locally. It all comes down to what works best for your business and budget. We’re here either way.
It can, but we don’t recommend it. Auto-shipping sounds convenient, but in reality, it often creates more problems than it solves. Faulty chip data, misplaced supplies, and overstocked closets are just a few of the headaches.
Instead, we help you maintain a simple on-site supply level (PAR level) and give someone on your team visibility and control. It’s more reliable, avoids waste, and ensures you always have the toner you need without the chaos.
Yes. We offer free removal of your old copier or printer when we’re on-site delivering your new equipment. As long as our truck and crew are already there, we’ll take the old hardware off your hands at no extra cost. This is generally a like-for-like removal (i.e., one old device for one new device of similar size).
If you need additional pickups at a later time, or if you have multiple printers to dispose of, we can coordinate that as a billable service. For larger equipment disposal needs, we’re happy to refer you to a local e-waste company.
Our Gold Service & Supply Agreement covers all maintenance—both preventative and break-fix—as well as all toner and consumables. The only items not covered are staples or paper.
It’s a simple, all-in-one plan designed to keep your equipment running smoothly and your team focused on work, not on supply orders or service calls.
If you’d rather not use the DCA, no problem. You’ll just receive an automated email reminder when a meter reading is due. In that case, we ask for a photo or screenshot of the actual meter report from the device to ensure accuracy.
Either way, we make it easy to stay on top of your volume and billing without the guesswork.
Yes. Every install includes on-site training. Our connectivity team walks you through the basics on day one, including how to make a copy, where to check for paper jams, and other quick-start tips.
Then, once you’ve had a chance to get familiar with the machine, your sales rep will return (usually after two weeks) for more in-depth, personalized training based on your team’s questions. We recommend making a list of any questions that arise in those first weeks.
Need more help down the road? No problem. We’re happy to provide ongoing training for new hires or refreshers. Just reach out to your rep. It’s all part of how we support your team long-term.
Yes. Every printed page counts toward your total, whether it’s a copy, a print job from your computer, or a scan-to-print. They’re all considered “pages” under your service plan.
It’s also good to know that page counts are based on 8.5×11 pages. If you’re printing double-sided 11×17 sheets, that counts as four pages, not two.
Nothing at all. CPP (Cost Per Page) and CPC (Cost Per Click) mean the same thing. They’re just two industry terms for how much you’re paying per printed page, based on the meter count from your device.
Whether it’s called a click or a page, the number and the cost are the same.
We offer a range of tools and recommendations that help you cut costs without cutting corners. Here are a few:
- Default to black and white printing to reduce unnecessary color usage.
- User tracking with PIN codes or badges adds accountability to every print job.
- Page quotas and permissions let you set limits for color or total pages per user.
- “Follow-me” printing with PaperCut allows users to print to a secure queue, then release jobs at any device. This cuts back on abandoned and duplicate prints.
- Fleet-wide tracking gives you visibility into who’s printing what and where.
These tools are customizable, scalable, and designed to lower waste, boost efficiency, and create real savings.
Great question. And it’s a common one. The short answer: it’s not just about paper size.
Full-size copiers are designed to handle higher monthly volumes and faster speeds, whether you’re printing 8.5×11 or not. They’re built with larger paper trays, sturdier components, and higher-capacity feeders for big scanning or printing jobs. They also offer more finishing options like stapling, folding, and saddle stitching.
It’s also about cost per page. Due to the higher-yield imaging units and toner, the cost per page could actually be lower on a full-size device. The supplies tend to be much larger and have a higher yield, which means you’re replacing them less often. While a full-size copier might add an extra $50 per month to your lease payment, depending on your print volume, the lower supply costs could make it a wash—or even save you money overall.
So even if you never use 11×17 paper, a full-size copier may still be the best fit to keep your team moving efficiently, especially if you’re printing or scanning thousands of pages each month.
Our standard delivery timeline is 10 to 15 business days.
Sometimes we deliver faster, but this window accounts for coordination, configuration, and delivery. If there’s a rare backorder or manufacturer delay, we’ll let you know right away and work with you on a plan. Most of the time, we hit or beat that window.
Whether you’re upgrading or working with us for the first time, we handle everything start to finish. No heavy lifting on your end.
If you’re upgrading from an older device, especially within the same brand, we can often clone the old machine’s settings and apply them to the new one. That makes for a seamless transition with minimal disruption.
If you’re switching brands or are new to BDT, we’ll configure everything manually. It’s more work on our side, not yours.
In either case, we block out up to 2 hours per device, but most installations take 30 minutes or less. We’ve got it down to a science.
Yes. We do this all the time.
While our direct service area includes all of Maine, all of New Hampshire, and northern Massachusetts, we’re part of a nationwide network of independent dealers. That means we can support your locations across the U.S. under one contract, with one point of contact.
Here’s how it works:
- You call BDT, and we coordinate everything, including service at your remote sites.
- For break-fix issues outside our region, we dispatch one of our trusted dealer partners.
- For everything else, our in-house Help Desk can often solve the issue remotely, no matter where you’re located.
We strive for the same fast response times at every location and give you the local-level attention and service big national contracts just can’t match.
Definitely. This is exactly what our Managed Print Services (MPS) program is designed for. We’ll assess your existing desktop printer fleet and recommend one of two options:
- Service takeover – We support and supply your existing printers at a fixed cost per page.
- Fleet replacement – We replace scattered models with commercial-grade, low-cost, unified devices that cut toner clutter and cost.
Clients who switch often save hundreds (or even thousands) per month, eliminate unnecessary toner SKUs, and free up IT and office staff from managing a patchwork of equipment.