What’s Included in a Copier Maintenance Agreement?
3 min read
What Does a Copier Maintenance Agreement Usually Cover?
In this article, you’ll learn what’s typically included (and not included) in a copier or printer maintenance agreement. You’ll understand what to expect, how to avoid surprise charges, and how to keep your devices running smoothly.
Copiers and printers are essential tools in most businesses. Like any machine, they require regular maintenance and a steady supply of parts to stay reliable. That’s where a service or maintenance agreement comes in.
If you’re comparing providers, reviewing your current contract, or just curious how it works, here’s a breakdown of what a copier maintenance plan typically includes—plus where you may still need to budget for extras.
What’s Typically Included in a Copier Maintenance Agreement?
Most copier or printer service agreements are designed to give you predictable costs and minimal downtime. You usually pay a monthly rate based on expected print volume, and the provider handles the rest.
Included Supplies
For color copiers, plans often cover:
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Toner (cyan, magenta, yellow, black)
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Drums
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Developer
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Transfer belts
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Waste toner cartridges
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Paper feed rollers
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Fuser units
For black-and-white copiers, the above applies to black only.
Supplies Delivery
Toner and part deliveries are usually included or offered at a discounted rate. Most providers ship supplies automatically based on your device’s usage.
Service and Repairs
Most agreements include:
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On-site repairs for normal wear and tear
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Part replacements for worn or faulty components
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Error troubleshooting and basic support
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Assistance with simple print driver issues
Remote Monitoring
Many providers install remote monitoring software that:
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Helps preempt downtime
This system also removes the burden of manually reordering supplies.
What’s Not Usually Included?
While maintenance contracts are comprehensive, they don’t cover everything.
Staples and Paper
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Paper is rarely included and must be ordered separately.
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Staples may be included if your machine has a finisher, but this varies by provider.
Rush or Overnight Shipping
If your device is not connected to remote monitoring, your provider may not get alerts about low toner or errors. In these cases, rush shipping fees might apply for emergency orders.
This often happens when the PC running the monitoring software is replaced or the software is removed without being reinstalled.
User-Caused or Environmental Damage
Plans typically exclude repairs due to:
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Improper media (e.g., using extra-heavy paper not rated for the device)
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Frequent user-caused jams
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Damage from power surges or excess dust
Advanced IT Support
Most providers will help with:
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Occasional driver issues
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Basic connection problems
But if there are frequent or complex network issues, those are usually the responsibility of your internal IT team or outsourced IT provider—not covered under a copier service plan.
How to Get the Most from Your Copier Maintenance Plan
Here’s how to maximize your coverage:
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Use paper types and volumes within the copier’s rated specs
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Keep remote monitoring software active and updated
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Ask about specific exclusions (e.g., staples, shipping) when signing your agreement
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Coordinate with IT when replacing PCs to ensure monitoring software stays connected
Why It Matters
A reliable copier maintenance agreement helps:
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Minimize downtime
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Avoid surprise costs
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Extend the life of your equipment
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Reduce office stress
We’ve Got You Covered
At Novatech, we’ve maintained over 100,000 devices for thousands of businesses across the country for more than 30 years. We help you stay focused on work—not on fixing machines.
Not sure what your current copier plan covers?
Let us review it with you.
👉 Book a Free Copier Plan Review
