What to Look for When You’re Comparing Copier Quotes

Yes, pricing matters. But if you’re comparing quotes, make sure you’re comparing apples to apples.

The Truth About Copier Pricing

When you’re shopping for a new copier or evaluating your current contract, price is naturally going to be a big part of your decision. And that’s fair. You want to know you’re getting good value.

But here’s the thing: not all copier quotes are created equal. In fact, many of them aren’t even comparing the same thing.

A lot of purchasers don’t understand the math or find it too complicated. They see a lower price and go for it. But that lower price often comes with hidden costs, confusing terms, and clauses that can cost you more in the long run. We’d rather be upfront about what you’re actually paying for than win your business under false pretenses.

The Problem with Surface-Level Quotes

Many competitors give low “base” quotes that look great on paper. But what’s often missing? The real costs that show up later.

Here’s what to watch for:

“Free” or “Unlimited” Language
If a quote uses words like “free service” or “unlimited printing,” run. Nothing is free. What they’re really doing is building the cost into your monthly payment and banking on your volume going down over time. They still want to know your volume, and then they do an arbitrary 10% increase to pad the numbers. It’s not actually free. It’s just hidden.

Missing Delivery Charges
Some quotes conveniently leave out delivery fees or make it seem like shipping is included at no cost. But when the invoice comes, those charges appear. Always ask what’s included in delivery and installation, and get it in writing.

Consumable Items Not Covered
Here’s a sneaky one: they’ll offer “free toner,” but neglect to mention that the toner waste container isn’t included. That waste container can cost upwards of $70, way above retail price, and you need a few per year. That difference alone can make a cheaper quote more expensive in reality. Always ask what consumables are covered and what’s not.

All-Inclusive Pricing
Beware of contracts that combine your equipment payment and your maintenance payment into one “all-inclusive” monthly charge. It sounds simple, but here’s the problem: when they raise your price each year (and they will), they increase the cost of the entire bill, not just the maintenance portion.At BDT, we separate those costs. Your equipment lease payment stays the same year over year. Only the maintenance portion increases, and it’s typically around 7% annually. That’s transparent, predictable, and fair.

Other companies don’t treat it like a lease. They escalate the whole payment every year. Some contracts even include clauses allowing them to increase payments by 15% annually. That adds up fast.

Unrealistic Page Volume Expectations
Many quotes are based on best-case scenarios, not your actual usage. If your real volume is higher than what they quoted, you’ll get hit with surprise overage charges. Those “low” monthly payments suddenly don’t look so good when you’re paying extra every month because they underestimated your needs.

They Don’t Tell You What You’re Paying For
Some quotes don’t break out what portion of your bill is equipment versus service. That lack of transparency means you have no idea if you’re being overcharged. And when they raise prices, you can’t tell if the increase is fair or inflated.BDT breaks it out clearly. You know what you’re paying for your lease and what you’re paying for service. No guessing. No surprises.

Our Approach: Transparency Up Front

At BDT, we base our quotes on your actual usage, not best-case scenarios. The price we quote is the price you can expect to see on your invoice. We walk you through what’s included, what’s not, and where costs might change over time.

We’re not in the business of bait-and-switch. If a cost exists, we tell you about it upfront. If there’s a fee, we explain why it’s there and what it covers. You shouldn’t have to decode your own invoice or get surprised by charges you didn’t know were coming.

Why We Sometimes Lose the Deal (And Sleep Just Fine Anyway)

We’ve lost business to competitors who under-quoted us. And honestly? We’re okay with that.

Because when the customer sees their real bill a few months later, regret usually follows. They realize the “cheaper” option wasn’t cheaper at all. It just looked that way on paper.

We’d rather be honest and lose the deal than win it by misleading you. If that means we’re not the lowest quote, so be it. But we’ll be the most transparent one, and that’s worth something.

If It’s Too Good to Be True, There’s Probably a Reason

When you’re comparing quotes, trust your gut. If one quote is significantly lower than the others and uses language like “free,” “unlimited,” or “all-inclusive,” dig deeper. Ask questions:

What happens if my volume increases?
Are delivery and installation included?
What consumables are covered under the contract?
Is my equipment payment separate from my service payment?
Will my lease payment increase every year, or just my service costs?
Can you show me a sample invoice so I understand how billing works?

A good provider won’t dodge those questions. They’ll welcome them.

Ready to Compare Quotes the Right Way?

If you’re evaluating copier quotes and want to make sure you’re comparing apples to apples, we’re here to help. We’ll walk through your actual usage, break down what you’re really paying for, and make sure you understand the full picture before you sign anything.

Because pricing matters. But so does honesty.