Simplify Print Management and Costs for a Nationwide Non-Profit Organization
- Posted 11 months ago
Client Profile
A nationwide non-profit organization, managing over 80+ locations faced a complex and costly print management situation. The organization had four separate tranches of leases to cover their diverse needs, complicating their financial and operational oversight.
Challenges
- Lease Complexity: The first tranche alone consisted of 14 different leases, covering 28 devices across 23 locations in 6 states. The variety of leases involved 6 different cost-percopy rates and varied billing terms, creating a significant accounting challenge.
- Contractual Variability: Some contracts included escalators (increasing costs over time), while others did not, adding to the complexity and unpredictability of expenses.
- High Costs: The organization was spending $19,851.82 per month on these leases, amounting to $952,887.56 over a 48- month term.
Solution
The organization sought a streamlined approach to simplify their print management and reduce costs. A comprehensive solution was implemented.
Lease Consolidation
The 14 separate leases were consolidated into a single lease, drastically simplifying the management and billing process.
Device Optimization
Devices were placed based on actual usage needs rather than vendor preferences, ensuring a more efficient allocation of resources.
Volume Adjustment
The new plan accounted for additional volume requirements, addressing future growth needs effectively.
Donor Contribution
The savings achieved enabled the organization to secure a $75,000 donation to their foundation, further enhancing their financial position.
Results
The new leasing arrangement reduced monthly costs from $19,851.82 to $11,562.66, translating to a term total savings of $397,879.68 and realizing an impressive 41% savings. The consolidation from 14 leases to 1 simplified financial management, improved operational efficiency, and contributed positively to the organization’s overall mission and funding.
