The Hidden Costs in Copier Contracts (and How to Avoid Them)

On the surface, copier contracts look simple, a predictable payment for equipment and service. But read the fine print, and you’ll often uncover hidden fees that can add up fast.

Here’s what Lafayette, Broussard, and Houma businesses should watch for before signing their next copier agreement.

1. Copier Overage Charges

Most copier contracts include a monthly page allowance, but what happens when you print more?

Those overage charges can range from fractions of a cent to several cents per page, depending on your provider. It may not sound like much, but if your team prints heavily, those extra pages can inflate your monthly bill by hundreds of dollars.

2. Automatic Renewals

Many contracts include automatic renewal clauses, meaning your agreement renews unless you cancel in writing within a specific window, sometimes 30, 60, or even 90 days before your term ends.

Miss the deadline, and you could be locked into another multi-year agreement without realizing it.

3. Excessive Supply Costs

Some providers mark up toner, drums, and maintenance kits well beyond retail pricing. These hidden margins often go unnoticed until you compare actual costs.

Always ask for a supply cost breakdown up front and verify whether toner is included in your service plan or billed separately.

4. Inflation Adjustments (“Escalator Clauses”)

Buried deep in many contracts are escalator clauses, small annual rate increases that seem harmless at first.

But over a five-year term, even a 5% yearly bump can raise your total costs by thousands.

How to Protect Yourself

You can’t always eliminate fees, but you can make smarter decisions by asking the right questions:

✅ Request a full breakdown of fees. Don’t accept “flat-rate” answers.

✅ Ask about buyout and termination clauses. Know the true cost of leaving early.

✅ Compare multiple providers. Competition keeps pricing fair and transparent.

Knowledge is power, especially when it comes to copier contracts.

By spotting hidden fees early and asking the right questions, you can protect your bottom line and avoid surprises.

📞 Need a contract review? Our team helps Lafayette, Broussard, and Houma businesses cut through the fine print and find copier solutions that work for them.