It's the question every business owner faces eventually. Your printer has served you well, but lately it's causing problems. Repairs add up, but new printers aren't cheap either. Let's work through this decision logically.

The 50% Rule

Here's a useful guideline: if the repair cost exceeds 50% of a new equivalent printer's price, replacement usually makes more sense.

Example: A new printer similar to yours costs KES 25,000. You're quoted KES 15,000 for repairs. That's 60% of a new printer – probably time to replace.

But this rule has exceptions. Let's explore when to break it.

Factors Favouring Repair

Your printer is less than 3 years old: Modern printers are built to last 5-7 years with proper maintenance. An early breakdown is often a one-time component failure, not systemic decline.

It's a high-end model: Enterprise-grade printers cost significantly more but also have longer lifespans. Repairing a KES 150,000 machine is different from repairing a KES 15,000 one.

You have spare consumables: If you've stocked up on compatible toner or ink, switching brands means wasting that investment.

The problem is mechanical, not electronic: Worn rollers, pickup assemblies, and feed mechanisms are straightforward repairs. Electronic board failures are often more expensive and less reliable to fix.

Factors Favouring Replacement

Recurring problems: If you've repaired the same printer multiple times in the past year, more issues are likely coming. This suggests overall wear rather than isolated failures.

Obsolete model: When manufacturers discontinue printer models, replacement parts become scarce and expensive. If your technician struggles to source parts, it's time to move on.

Changed business needs: Perhaps your cyber cafe has grown and you now need faster printing. Or you've added colour printing to your services. Use the breakdown as an opportunity to upgrade.

High running costs: Older printers often have higher cost-per-page compared to current models. A new printer might pay for itself through consumables savings.

The Hidden Costs of Both Options

Hidden repair costs:

  • Downtime while waiting for parts or technicians
  • Risk of additional problems emerging
  • Continued high consumable costs on older technology

Hidden replacement costs:

  • Staff training on new features
  • Driver installation across your network
  • New consumables inventory (toner, drums, maintenance kits)
  • Disposing of the old printer responsibly

Get an Honest Assessment

Not all repair shops have your best interests at heart. Some will recommend unnecessary repairs. Others will push new printer sales regardless of repair viability.

A trustworthy technician will:

  • Clearly explain what's wrong
  • Provide a written quote before starting work
  • Tell you honestly if replacement makes more sense
  • Not pressure you into quick decisions

At ilexDigital, we provide honest repair assessments. We'll tell you the truth about your printer's condition and remaining lifespan, whether that means a repair or a replacement recommendation. We'd rather earn your trust than make a quick sale. Contact us for a no-obligation diagnosis.