Copier Contract Review

What Does Your Copier
Contract Actually Say?

Copier and MFP contracts are written to protect the vendor — not you. True Measure Advisors provides independent, plain-language reviews that reveal what you're really committed to, what it's actually costing you, and what you should do before your next renewal.

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Why This Matters

Most Organizations Sign Copier Contracts They Don't Fully Understand

Copier and managed print contracts are among the most complex service agreements most organizations sign — full of escalation clauses, auto-renewal provisions, overage structures, and lease obligations that can lock you in for years at rates that no longer reflect the market.

The Auto-Renewal Trap

Many copier contracts include automatic renewal clauses that lock you in for another full term — often 36 to 60 months — if you don't provide written notice within a very specific window, sometimes as early as 90 to 180 days before expiration. Many organizations miss this window entirely and find themselves committed to another multi-year term with their existing vendor at existing rates.

Common Contract Red Flags

What We Look For

Above-Market Cost-Per-Copy Rates
CPC rates that made sense 3-5 years ago may be significantly above current market. We benchmark your rates against today's standards for both B&W and color output.
Minimum Volume Commitments
Contracts that charge you for pages you didn't print. If your actual volume is below the contractual minimum, you may be paying for phantom pages every month.
Annual Rate Escalation Clauses
CPC rates that automatically increase by 3-5% or more each year — often buried in the terms and never discussed during the sales process.
Ambiguous Service Terms
Vague language around response times, loaner equipment, and escalation procedures that leave you with no recourse when service levels slip.
End-of-Lease Obligations
What happens at the end of your lease? Return freight obligations, return condition requirements, and purchase option terms that can create unexpected costs.
Bundled vs. Unbundled Pricing
Understanding exactly what's included in your agreement — toner, parts, labor, drums, software — and what's billed separately. Surprises here add up quickly.
What You Receive

A Clear, Actionable Contract Review

Our reviews are written in plain language — not legal jargon. You'll walk away knowing exactly where you stand, what your risks are, and what you should do next.

Plain-Language Contract Summary
What your contract actually means — the key terms, obligations, and commitments translated out of vendor-speak and into clear English.
Pricing Benchmark Report
How your current rates compare to today's market — giving you a clear sense of whether you're paying a fair price or overpaying.
Risk & Red Flag Summary
A clear list of the clauses and terms that represent risk — auto-renewals, escalations, obligations — with specific dates and actions you need to take.
Renewal Recommendations
Whether to renegotiate with your current vendor or go to market — with specific talking points or an RFP strategy based on what the review reveals.
Cost Savings Opportunities
Specific areas where you may be able to reduce spending — whether through renegotiation, fleet adjustment, or a competitive procurement.
Confidential & Independent
We have no vendor relationships to protect and nothing to sell you. Our review is purely in your interest — completely independent and confidential.
How It Works

Simple. Confidential. No Obligation.

1
Send Your Contract
Email your copier or MFP agreement to [email protected]. PDFs are fine. Everything is kept strictly confidential.
2
We Review Everything
We read every page — pricing, terms, renewal clauses, service commitments, and lease obligations — with 20+ years of MPS expertise behind every observation.
3
You Get Your Report
A clear, actionable summary of what we found — including any red flags, cost savings opportunities, and renewal recommendations.
4
Decide Your Next Step
Take the findings and act on them yourself, or engage us to support renegotiation, RFP development, or vendor evaluation. Completely your call.

Free Initial Contract Review

Send us your copier or managed print contract and we'll provide an initial assessment at no cost. No obligation. No sales pitch. Just straight, independent advice.

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Advisory support for technology procurement decisions beyond the print environment.
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Common Questions

Frequently Asked Questions

What is the most common issue found in copier contracts?+
The auto-renewal clause. Most copier contracts automatically renew for a full term — often 36 to 60 months — if you don't provide written notice within a specific window, sometimes as early as 90 to 180 days before expiration. Missing this window locks you into another multi-year commitment at existing rates. It's the single most costly mistake organizations make.
Can I renegotiate my copier contract before it expires?+
Yes — and often successfully. Even mid-contract, vendors are sometimes willing to negotiate pricing adjustments, especially if market rates have dropped significantly or if you have legitimate service complaints. A contract review gives you the information and language to have that conversation from a position of knowledge.
How do I know if my cost-per-copy rate is too high?+
Without a benchmark, you don't — and that's exactly what vendors count on. We compare your current rates against current market standards for your device types and volume levels. What seemed reasonable when you signed may be significantly above market today.
What happens if my contract auto-renewed without my knowledge?+
Unfortunately this is more common than most organizations realize. Depending on the terms and timing, there may still be options — including negotiating a mutual agreement to exit, disputing the renewal if proper notice procedures weren't followed, or negotiating improved terms for the remainder of the new term. We can review your situation and advise on your options.
Do you review leases as well as service agreements?+
Yes. Equipment leases and service agreements are often separate documents with different terms, different expiration dates, and different obligations. We review both — and the interaction between them — to give you a complete picture of your financial and contractual commitments.