How Different Roles Think About Purchasing or Leasing a Copier

When a business needs a new copier, the decision often involves several people. A CEO may be thinking about growth, the CFO about costs, the IT Manager about security, while the Purchasing and Office Managers focus on contracts and usability.

At Novatech, we’ve worked with businesses of all sizes—and we know each role brings a unique perspective. Here’s what different decision-makers look for when evaluating a copier.

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CEO – Big Picture & Growth

Focus: Value, productivity, alignment with company goals

• Will this investment increase team productivity?

• Does it position us for long-term scalability?

• Is the vendor a partner we can rely on?

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CFO – Cost & Financial Stability

Focus: Budget impact, predictable expenses

• What’s the cost difference between leasing and owning?

• How predictable are the monthly costs?

• How does inflation or service pricing affect the bottom line?

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IT Manager – Security & Integration

Focus: Data protection, compatibility, network reliability

• Is the copier secure (encryption, authentication, overwrite features)?

• Will it integrate with Microsoft 365, cloud storage, or current systems?

• Can it be managed easily across multiple devices and locations?

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Purchasing Manager – Vendors & Contracts

Focus: Procurement efficiency, contract clarity, vendor accountability

• Are terms clear and transparent?

• How responsive is the vendor during negotiations?

• Will support continue after the deal is signed?

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Office Manager – Day-to-Day Usability

Focus: Ease of use, reliability, fast service

• Is the interface intuitive for everyone?

• How often does it jam or break down?

• How quickly can service be scheduled?

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Copier Buying Priorities by Role

 

CEO – Strategy & Growth

• Cost: ROI and long-term value

• Data Security: Protect company reputation

• Ease of Use: Supports overall productivity

• Service & Support: Reliable partner for growth

• Scalability: Room for company growth

• Vendor Fit: Trusted partner

 

CFO – Cost & Finance

• Cost: Predictable monthly costs

• Data Security: Minimize risk of breaches

• Ease of Use: Not a major concern

• Service & Support: Service costs are predictable

• Scalability: Long-term cost planning

• Vendor Fit: Stable financial agreement

 

IT Manager – Security & Integration

• Cost: Efficient use of IT budget

• Data Security: Strong encryption & authentication

• Ease of Use: Simple integration with systems

• Service & Support: Fast response and remote monitoring

• Scalability: Manageable across multiple devices

• Vendor Fit: Strong technical partnership

 

Purchasing Manager – Contracts & Vendors

• Cost: Fair pricing and contract terms

• Data Security: Compliance in vendor agreements

• Ease of Use: Training and support included

• Service & Support: Vendor accountability after purchase

• Scalability: Flexible contracts for expansion

• Vendor Fit: Responsive vendor relationship

 

Office Manager – Daily Use

• Cost: Avoids unexpected expenses

• Data Security: Staff privacy and safe use

• Ease of Use: Intuitive interface, fewer complaints

• Service & Support: Quick repairs, minimal downtime

• Scalability: Smooth daily operations

• Vendor Fit: Easy communication for service

 

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Bringing It All Together

No single perspective decides the purchase. A CEO looks at growth, a CFO at finances, IT at security, Purchasing at contract terms, and the Office Manager at usability. The best choice balances all five perspectives.

That’s where Novatech comes in. We’re more than a vendor—we’re your partner in finding the right copier for everyone in your organization.

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Ready to Choose Smarter?

👉 Contact Novatech today for a copier consultation. We’ll evaluate your needs across every role and recommend the solution that fits your entire team.