You signed a copier contract, and now you’re wondering—why did my monthly bill go up? Or maybe you noticed your invoice fluctuates from month to month.
The truth is, there are several factors that can cause your monthly copier costs to change. Some are predictable, like print volume changes. Others might catch you off guard if you’re not aware of the terms in your agreement.
This article will break down the most common reasons your copier costs may increase—and what you can do to manage or avoid those surprises.
What You Will Learn
- Why cost-per-print pricing causes fluctuations
- How lost supplies or relocations can lead to added charges
- What escalations mean in copier contracts
- Other fees to look out for (like credit card charges or equipment abuse)
- How to avoid overpaying by understanding your contract
1. Variable Costs from Monthly Print Volume
If your copier is on a cost-per-print plan (which most are), then your monthly cost is directly tied to how much you print.
That means your bill won’t be exactly the same every month—because you’re not printing the exact same number of pages every month. Whether it’s 1,000 or 10,000, your usage determines the fee.
Some dealers offer a flat-rate plan with a set number of prints included, but even then, overages will increase the total.
2. Lost Supplies That Were Delivered to You
If toner or other supplies are shipped to your location and signed for, those items are considered delivered. If those supplies are lost or can’t be accounted for, there may be a charge to replace them.
While this isn’t a common issue, it’s important to:
- Track your supply deliveries
- Store them in a safe location
- Let your provider know immediately if something is missing
3. Per-Scan Charges (Used by Some Dealers)
Some copier companies charge per scan just like they charge per print. This is meant to cover the wear and tear on the scanning unit, especially for high-volume scanning environments.
At Pahoda, we don’t charge per scan—but it’s something to look for when comparing providers or reviewing your current agreement.
4. Annual Contract Escalations
Most copier maintenance contracts include a yearly escalation clause—typically around 5% to 15%. This is a standard industry practice designed to account for:
- Rising service costs as the copier ages
- Higher likelihood of parts needing replacement
- Inflation and technician labor increases
This escalation usually applies only to the service and supplies portion of the agreement—not the copier lease payment itself.
Check your contract to confirm the exact rate and when it applies.
5. Payment Method Fees
In some cases, dealers charge processing fees if you pay by credit card rather than ACH or check. These fees can be 2–3%, depending on the provider.
At Pahoda, we’re transparent about payment options and always work with clients to avoid unnecessary charges.
If you want predictable costs, setting up automatic ACH payments is usually your best bet.
6. Moving the Copier to a New Location
Need to relocate your copier to a new building or floor? That move may require a technician or logistics team to safely handle the equipment—especially for larger machines.
If that’s the case, there may be a one-time fee to cover:
- Technician labor
- Specialized transportation equipment
- Reinstallation or network setup
Plan ahead and communicate early with your provider to understand the costs.
7. Damage or Abuse Charges
Spilled coffee, slamming trays, or forcing paper jams—these things don’t happen often, but they can result in unexpected charges.
While most copier issues are covered under standard maintenance plans, accidental damage due to user abuse may not be. Keep your copier in a safe, stable location and educate your team on how to use it properly.
Final Thoughts: Know What Affects Your Copier Costs
Monthly copier fees can change for a variety of reasons—but most of them are avoidable or manageable with a little awareness.
Here’s a quick recap of potential cost changes:
- Monthly print volumes affect cost-per-print charges
- Lost or unreturned supplies may be billed
- Some dealers charge for scans (Pahoda does not)
- Annual escalations are standard—check your contract for the rate
- Paying with a credit card may include a small fee
- Moving the copier can result in a one-time charge
- Physical damage or misuse can trigger additional fees
Want Clear, Predictable Pricing?
At Pahoda Copiers & Printers, we believe in transparency and fairness. We’ll walk you through every part of your copier agreement so you know exactly what to expect—no surprise charges, no confusing fine print.
Contact us today if you’d like help reviewing your current copier contract or want to learn more about cost-per-print plans.
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