Imagine this: Your school signs a copier/printing contract thinking it’s a simple deal. Three years later, you’re stuck with skyrocketing costs, forced to pay for unused prints, and locked into a contract that’s impossible to exit without a massive penalty.
Sound familiar? We see this all the time.
Why This Matters
Copier contracts might seem like a small administrative task, but they can quietly drain a school’s budget. The worst traps aren’t obvious—they’re buried deep in the fine print.
To help schools avoid these pitfalls, René Hartmann, CEO of SchoolAdvisor, at a our recent webinar, broke it down into one simple word: TRAPS. These are the five most common copier contract mistakes schools fall into—and how to avoid them.
T – Termination Fees
What it is: Huge penalties for canceling a contract early.
Why it’s a problem: Even if the service is bad, your school is stuck or faces a hefty payout.
How to avoid it: Negotiate declining exit fees that decrease over time or, ideally, remove penalties altogether.
Live Webinar Insight: In the webinar, René emphasized that termination fees are standard in the industry but not unavoidable. He recommended negotiating a sliding scale where exit fees decrease annually rather than remain a lump sum. Better yet, push to remove them entirely if the supplier fails to meet service expectations.
R – Recurring Cost Escalation
What it is: Prices increase annually, often by 10% or more.
Why it’s a problem: What seems affordable now can become a budget nightmare later.
How to avoid it: Cap increases at inflation-linked rates or negotiate a fixed-price contract.
Live Webinar Insight: René pointed out price increases are inevitable, but schools should challenge suppliers on the rate of any increase. He highlighted that some contracts raise costs by 10% or more annually—far exceeding inflation. His advice? Push for an inflation-linked cap or a fixed price agreement.
A – Automatic Renewal
What it is: The contract renews automatically, often without notice, locking you in for another term.
Why it’s a problem: If you miss the cancellation window, you’re trapped for another costly cycle.
How to avoid it: Insist on a manual renewal clause or set reminders well before the deadline.
Live Webinar Insight: Many schools unknowingly get trapped in auto-renewal clauses. René stressed the importance of manual renewals and proactive reminders. He cited cases where schools only had a tiny window to cancel, leading to multi-year renewals they hadn’t planned for.
Tip: if you are presently in a contract, email now to state you will terminate at the end to prevent you forgetting.
P – Print Minimums
What it is: A fixed number of prints per month, even if you don’t use them (think school holidays)
Why it’s a problem: Schools’ printing needs fluctuate, yet you’re paying for pages you don’t use.
How to avoid it: Opt for pay-as-you-go pricing or flexible tiered plans instead of rigid commitments.
Live Webinar Insight: René shared how some schools unknowingly overpay for unused prints. He recommended scrutinizing usage patterns and pushing for flexible contracts that adjust to real needs.
S – Service Lock-In
What it is: No way to exit the contract if the copier fails or service is poor.
Why it’s a problem: You’re stuck paying for unreliable equipment.
How to avoid it: Ensure there’s a performance-based exit clause—if the copier doesn’t work as promised, you should be able to walk away.
Live Webinar Insight: Schools should demand service-level agreements (SLAs) that hold suppliers accountable. René recommended including an “out” clause if uptime and support fail to meet agreed standards.
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So there you have it—TRAPS. The five biggest copier contract pitfalls that schools keep falling into.
And let’s be honest—these contracts aren’t written in tiny font on one page because suppliers are trying to save paper. It’s part of the game. Suppliers want the best deal for themselves, and that’s fair. But schools have the right to negotiate a deal that works for them too.
The live webinar reinforced that schools can push back on these terms. Suppliers expect negotiation—so don’t be afraid to ask for better terms.
Now that you know what to look for, if a contract has TRAPS—negotiate hard, or walk away.
Remember, SchoolAdvisor is here to support your school in running a professional procurement process.
You can view the webinar on demand here. In the webinar you can also find out how Rondebosch Boys’ High managed to reduce their copier costs by nearly 50%.
