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The hidden costs most businesses discover too late. Use this checklist before your next vendor renewal.
Answer these 6 quick questions to get your Contract Risk Score.
Know your notice deadlines before your vendor does.
Many contracts renew automatically unless you send written cancellation notice within a specific window. That window is often narrow and tied to the funding date. In some cases this can be 60-180 days.
Contracts can renew for like terms (same length as original), annual periods, or month-to-month. Month-to-month still typically requires 60-day written notice, making the real cancellation window 90-120 days.
An evergreen clause extends your contract indefinitely until you provide proper written notice. Missing one renewal window can lock you in for another full term with no recourse.
Small annual increases compound silently into large overpayments.
Most contracts include annual price increases of 10-15%. This compounds significantly over a 3-5 year term.
When escalation clauses apply to bundled rates, every component increases -- not just the overage rate.
If your contract includes a minimum monthly page volume, you are billed for that volume whether you print it or not. Many businesses overpay by 30-40%.
Color overage rates can be 5-10x the black-and-white rate per page. These are rarely discussed at signing.
Missed deadlines and print habits both create unexpected charges.
Every leasing company requires a Certificate of Insurance renewed annually. If you don't provide it on time, they charge their own insurance fee -- a profit center rarely mentioned upfront.
Most contracts base toner coverage on 5% page area coverage. If your actual usage exceeds that threshold, additional toner is billed at retail pricing.
What is not listed as covered is not covered.
Some contracts explicitly exclude certain parts, supplies, or types of labor. These exclusions are especially common in cost-per-copy agreements.
Not all contracts include SLA language about technician response times. Without a stated response window, there is no contractual obligation for fast service.
The end of a lease can trigger fees never discussed at signing.
Returning equipment involves specific packaging, shipping, and condition requirements. Even minor cosmetic issues can result in significant fees. You always pay shipping.
Some agreements include cancellation fees that apply even when you terminate on time and follow all steps correctly. These are separate from early termination penalties.
Our AI will scan your agreement and flag any gotchas, hidden fees, or risky clauses in seconds.
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If any items in this checklist match your current setup, we'll show you exactly what it's costing you and what you can do about it. No sales pitch. Just a clear plan.
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Or call Jayson Beasley, COO directly: (310) 320-6868 | 888-965-0888
Sarah can discuss your contract, answer questions about hidden fees, and help you schedule a free review.