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Common Office Equipment Maintenance And Replacement Costs

Do you know how much your office equipment will cost to maintain? If not, it’s time to learn. Office equipment costs can vary wildly depending on the type of business and size of the company. The good news is that most businesses can plan for these expenses by setting money aside in a maintenance fund.

All companies have to maintain themselves, but the level of upkeep changes depending on what kind of company you are. For example, if a light bulb needs changing in an office building, maybe all they need is a new fixture or some tools. If their production machine breaks down though and has stopped making products for days at this point,  that’s when things get expensive!

Telecommunications Provider in Ontario & Victorville, California, Data & Voice Cabling, Telecom Maintenance & Repair

All companies require maintenance from time to time; whether it be replacing something simple like light bulbs with more complex tasks such as repairing machines used in manufacturing processes. Production overhead includes expenses for maintaining equipment directly connected to producing goods while non-manufacturing overhead covers costs associated outside of production facilities such as repairs done at home offices away from your factory floor. Understanding this will help businesses to:

  • Prevent expensive production delays with routine maintenance 
  • Get notifications and reminders to schedule repairs for your machines 
  • Automatically know what day of the month it is so that you can plan accordingly 
  • Track how long equipment has been on and how much energy it’s being used, all in one app 

When equipment fails, it can affect everything from your productivity to the bottom line. Your group needs a rapid and efficient answer. The difficult decision is whether you should attempt a repair or replace the item entirely because replacing equipment is more expensive than repairing an old piece of machinery. However, when considering all that goes wrong with repeated breakdowns such as decreased production efficiency; faulty output; increased labor expenses for fixing something each time it breaks down rather than purchasing new parts; missed deadlines – sometimes repairs are worth trying before buying brand new machines altogether. Businesses should:

  • Keep costs down with repairs rather than replacements.
  • Accurately assess the value of a system before replacing it.
  • Reduce downtime and increase production efficiency. 
  • Save on labor expenses for repairs, instead of constantly having to fix old equipment.

Here are some common office equipment maintenance and replacement costs:

Printers and Copiers

The best way to make your printing costs go down is by replacing old, outdated copiers with new ones. A single failure can cause a roadblock in the office and slow revenue-generating activities which will just cost you more money over time!

The average lifespan of an all-inclusive printer ranges from 8 years for monochrome models up to 20 or 30+ years for color printers like those designed exclusively for images.


According to experts, a computer’s lifespan can vary from three years for low-quality machines up to five years or more depending on the quality of your machine and when you bought it. Buying “business-grade” equipment rather than consumer level will typically mean that your computer has better performance and lasts longer.

If you drop your laptop and the screen totally cracks, is it worth repairing or replacing? The cost of fixing a cracked screen can be $200 so if your current market worth for your laptop is less than that then it’s best to replace the entire device. If on the other hand, the amount needed to fix a broken display would only set you back about $50 but given its age makes its new replacement value around half as much ($500) then maybe repair should work just fine.

PBX Systems

Office phone systems help organizations increase efficiency and production. However, these valuable tools require maintenance from time to time which typically necessitates the help of a skilled specialist.

Repairing a VoIP phone can cost an average of $75, but repairing the more complex PBX system could run-up to an additional $100. Labor and parts are also factors in determining repair costs per extension.

It’s important to keep your office equipment in good condition and up-to-date with routine maintenance. This way, you’ll be able to avoid expensive production delays that could cost hours or days of work. 

Is Your Office Telephone System Giving You Problems?

The first thing you should know is that your phone system may be having trouble keeping up with the demands of your business. The issues identified in this post are some pressing signs that show it doesn’t have enough capacity to handle customer requests and needs for service. This may sound like a problem, but there’s more: these same problems also make it difficult or impossible for customers to get through! When you are a business owner and your phone system is lackadaisical, it gives the competition an unfair advantage. From missed calls from customers looking for information or assistance on purchasing products (or even missing deadlines!), these same issues may place unintentional obstacles between customer satisfaction and success … preventing them from becoming loyal long-term clients worth retaining as repeat buyers in the future! Contact us to schedule a free on-site consultation, ask a question about your next telecom project, or find out more about how we can help your business communicate better.

Telecommunications Provider in Ontario & Victorville, California, Data & Voice Cabling, Telecom Maintenance & Repair