What’s Included in a Copier Service Plan? (And What’s Not?)

At Pahoda Copiers & Printers, we specialize in helping businesses get the most out of their copiers with reliable, cost-effective service plans. With hundreds of customers relying on us for copier maintenance and support, we’ve seen firsthand how a well-structured service plan can keep operations running smoothly while reducing unexpected costs.

But what exactly does a copier service plan cover—and what isn’t included? Understanding these details ensures you get the best value and avoid surprises when issues arise.

By the End of This Article, You Will Learn:

• What a copier service plan typically covers.
• The key components included in a maintenance contract.
• What is not covered and why.
• How to avoid unexpected costs and keep your copier running smoothly.

What’s Included in a Copier Service Plan?

A copier service plan is designed to keep your machine running efficiently while reducing unexpected repair costs. Most service agreements include:

1. Automatic Supply Replenishment & Meter Reporting

Most copiers include software that tracks toner levels and usage meters. This allows automatic supply shipments, so you never run out of toner or other key consumables. It also ensures accurate billing based on usage.

2. Labor & Service Calls

Your plan covers technician visits for repairs and maintenance. Whether it’s a jammed roller or a worn-out component, service contracts include labor to fix mechanical or software-related issues.

3. Parts Replacement

Copiers contain numerous moving parts that experience wear over time. Service plans cover essential replacements, including:

• Toners – The colored or black powder used to create prints.
• Drums – Transfers toner onto paper; must be replaced periodically.
• Fusers – The component that heats and bonds toner to paper.
• Developers – Helps distribute toner evenly in the machine.
• Waste Containers – Collects excess toner that doesn’t make it onto the paper.
• Rollers – Moves paper smoothly through the copier to avoid jams.

These components are included in your plan to keep the machine in optimal working condition.

What’s NOT Included in a Copier Service Plan?

While a service contract covers most routine repairs and maintenance, there are some things that fall outside the scope of coverage, including:

1. Accidental Damage & Misuse

Service plans do not cover repairs due to spills, drops, or user accidents. For example:

• Spilling coffee into the copier and frying the internal circuit board.
• Using improper paper types that cause excessive jams or damage.

2. Power Surges & Electrical Issues

If a copier is damaged by a power surge or electrical spike, this is not covered under standard service plans. Using a quality surge protector or uninterruptible power supply (UPS) can help prevent electrical damage.

3. Paper & Office Supplies

While toners and consumables like fusers are included, paper is not. Businesses are responsible for purchasing their own copier paper.

4. Copier Reinstallation When New Computers Are Added

When a company adds new computers or workstations, their IT team is responsible for installing the necessary drivers and setting up connections. The copier service plan covers repairs to the machine itself, but network integration is typically handled by in-house IT staff.

5. Moving the Copier to a New Business Location

If you relocate your business, transporting the copier to a new location is not covered under a service plan. Copiers are sensitive machines that require careful handling during a move to prevent damage.

• Some copier dealers offer professional moving services to ensure safe transport.
• Improper moving techniques (such as tilting the copier incorrectly) can cause toner spills or internal damage.

Before relocating, contact your copier provider to arrange proper transportation and ensure a smooth setup at the new location.

6. Acts of God (Natural Disasters, Fires, or Floods)

If a copier is damaged due to fire, flooding, earthquakes, or other natural disasters, it is not covered under a service contract. These types of losses are typically handled by business insurance policies.

7. Overnight Shipping of Supplies

A service contract ensures supplies are shipped automatically before they are needed. However, if a business fails to monitor supply levels and needs toner or other consumables shipped overnight, expedited shipping costs are not covered.

• The software installed on the copier helps prevent this issue by tracking supply levels and ensuring timely deliveries.
• To avoid rush orders, businesses should always keep an extra toner cartridge on hand or ensure their software that tracks the copier is connected and running.

Final Verdict: Why Copier Service Plans Are a Smart Investment

Copier service plans tend to be a great value because they keep your copier running smoothly at a predictable, low monthly cost rather than dealing with expensive, unexpected repairs. For most businesses, the peace of mind alone makes a service plan worth it.

However, to get the most out of any service plan, it’s important to have a clear understanding of what is and isn’t covered so there are no surprises when an issue arises.

At Pahoda Copiers & Printers, we’re here to answer any questions you may have about copier leasing and service contracts. Whether you’re looking for coverage options, pricing details, or advice on what’s best for your business, our team is ready to help.

📞 Call us today to find the right copier service plan for you!