Frequently Asked Questions

Most businesses choose leasing, because it includes service, support, and easier upgrades. It also helps keep upfront costs low and ensures predictable monthly payments.

However, purchasing may be ideal if you want long term cost ownership and fewer contract commitments. We help you evaluate both options to determine what makes the most sense for your business.

Explore both options here: Pros and Cons of Buying vs Leasing a Copier: What’s Right for You?

Though it varies based on how often you use it, the environment it’s kept in, and its size, most copiers last three to five years.

An MFP combines printing, copying, scanning, and faxing in one device. Today’s copiers essentially are MFPs, built to handle multiple tasks and simplify office workflows.

We service Kyocera, Sharp, Lexmark, and a variety of Hewlett-Packard (HP) printers and copiers. While we handle a wide range of equipment, we’re not able to work on cash registers or typewriters.

Whether billed monthly, quarterly, or annually, your service plan includes toner, repairs, general maintenance, copier parts, cleaning, and travel.

A PC contract provides additional support for connecting and configuring your equipment. This includes the installation and repair of print drivers, scanning setup, and copier applications. It also covers labor, basic machine training, and cable replacement.

Please note that network configuration, SMTP/email setup, and firewall-related services are not included.

Yes! Modern devices include encryption, user authentication, secure printing, and data overwrite capabilities. We ensure each device is properly configured to help prevent unauthorized access to documents and networks.

Most devices are fully operational within a few hours, depending on network complexity and workflow integrations. Our team coordinates closely with yours to minimize disruption.

Yes! During installation, we make sure your team feels confident using the device, customizing workflows, and accessing key features like secure print and scan shortcuts. Ongoing support is always available if questions arise.

Yes! Modern devices include encryption, user authentication, secure printing, and data overwrite capabilities. We ensure each device is properly configured to help prevent unauthorized access to documents and networks.

You can reduce printing costs by streamlining your document workflows and moving to a digital document management system. This allows your team to store, organize, and access files, cutting down on the need for printed copies.

By keeping documents centralized and easy to find, you’ll also reduce time spent searching for or replacing lost paperwork — saving both money and effort.

Most providers charge a flat “color click” for any page that includes even a small amount of color, like a logo or highlighted word. Tiered Color is a Kyocera technology that charges based on the actual amount of color used on each page instead of applying the same high rate to every print.

Each page is analyzed and placed into one of three levels: Low Color, Medium Color, or High Color. In other words, you only pay for the tier your page falls into. Combined with proactive print management and support, this helps businesses significantly reduce monthly printing expenses while maintaining professional, branded documents.

Learn more here: I Want Color, But I Don't Want to Pay for it

Yes! Many devices support mobile printing, secure remote access, and cloud scanning, making it easy for remote staff to interact with office documents.

Features like automated routing, Optical Character Recognition (OCR), mobile printing, and digital filing can significantly streamline how your team handles documents. We help tailor these workflows to fit your processes — not the other way around.

Want a more digestible breakdown? Check out our blog: How the Document Scanning Process Works in 10 Simple Steps

Absolutely! Our devices support cloud workflows, scan-to-email, scan-to-cloud, and integration with document management platforms commonly used in office environments. We work alongside your IT team to ensure smooth integration.

Traditional fax uses a physical machine and phone line to send paper documents, while Cloud fax sends and receives faxes digitally over the internet. With Cloud fax, you can fax from anywhere using a computer or phone, and documents are stored electronically instead of on paper.

Oftentimes, it’s a quick fix. Before panicking, take a moment to try the following:

• Ensure the fax cord is properly connected to the machine. You can verify this by tracing the cord from the wall jack to the port marked with a phone icon.
• Call the fax line and listen for a fax ring tone. If the call goes to voicemail instead, the line may not be set up correctly.
• Check with your phone provider to confirm there are no outages or recent changes affecting the line.
• Restart the copier.

But of course, we’re always happy to help! If your fax has you stumped, don’t hesitate to give us a call.

Don’t worry! This is a quick and easy process. Just follow the steps below based on your machine:

• For Sharp copiers:
  Open the front door (where the toner is located), then flip the power switch on the lower left side. You can also turn the machine off using the power switch on the back.

For Kyocera copiers:
Press the power button located below the control panel. If needed, you can also unplug the machine from the wall outlet.

This is often another easy fix. Simply lift the copier lid and clean the glass using a soft cloth and a small amount of Windex. Be sure to also wipe down the narrow strip of glass along the left side — this is a common spot that can cause lines.

Need a visual? → Lines on Copies and Scanned Documents? It's Time to Clean the Slit Glass, Here's How

Start by checking the following:

• Restart the copier and see if the message clears.
• Make sure the paper tray isn’t overfilled. Check that the paper is below the fill line and that the guides are snug against the paper.
• Check your print settings and try selecting a specific paper tray instead of using “Auto.”

If the issue continues after these steps, please contact our service department for assistance.

You can adjust the sleep settings right from the control panel. Simply press the System Menu button, then navigate to Date/Time & Energy Settings. From there, log in as Admin, and update the Sleep Timer setting to turn it off or adjust it as needed.

If the physical cable looks bent, sliced open, or keeps popping out of ports … it’s time for a replacement.

Start by trying the following quick-fixes:

• Restart the copier and see if the message returns.
• Make sure all paper trays and doors are fully closed.
• On Sharp copiers, if the error code isn’t immediately visible, tap the Copy tab; your error message should appear at the top of the screen.

Error codes can be tricky! If you need additional help, don’t hesitate to give us a call.

You can print from your phone using apps like AirPrint, Sharpdesk Mobile, or Kyocera Mobile Print, all available in the App Store or Google Play. Open the applicable app and let it search for your machine. Select your copier from the list, and you should be able to connect and print.

If your device isn’t showing up, reach out to Coordinated’s ProConnect team to make sure Bonjour is enabled on your machine.

After sending a print job, a status window will pop up on your screen. Click the gear icon in the upper right corner, go to Notifications, then disable the alerts. Don’t forget to click OK to save your changes!

Open Finder and search for the print panel (look for the Kyocera red icon).

Select your printer, and use the options on the left side to adjust settings like paper type, tray selection, and color preferences.

Before contacting the service department, please check the following:

• Make sure there were no error messages on the copier when sending the scan. If needed, try rebooting the machine and sending again.
• Check your spam or junk folder to see if the email was filtered there.
• Confirm you have an active internet connection. It’s also a good idea to restart your computer and ensure it’s fully up to date.
• Double-check the email address in the copier’s address book to make sure it’s entered correctly.

If you’re still not receiving the scan after these steps, feel free to contact our service department for assistance.

There should be a white sticker by the model plate of your machine. Look for a number that is five digits long.

We use meter readings to bill your contract. If you do not want to be on automatic programs, our admin team has to reach out to you over phone or email to obtain them.

If you receive a call from someone that is not from CBS, please hang up and call us right away.

On most Sharp machines, you can press and hold the Home button or tap the Copy tab on the display screen. This will bring up your meter reading, along with your current toner levels.

Steps may vary slightly by model, but on most Kyocera machines you can go to System Menu → Reports → Status Page, then choose to Print or View the report. This will display your meter reading, and often includes toner levels as well.

Luckily, Kyocera copiers have some pretty unique features for remote troubleshooting!

Read more here: Remote Troubleshooting for Kyocera Copiers Is Here and Can Make Life Easier

This usually means the copier is having trouble locating your computer, often because your network or computer location has changed.

To resolve this, you’ll need your computer’s current IP address. You can reach out to your IT team for this information, or contact CBS — we’d be happy to tune in remotely and help get everything reconnected!

You can easily locate past scans right from the PinPoint application on your computer. Simply open the application and click on the Document Logs tab at the top. From there, scroll to find your previous scan, then right-click to open the file or view it in its folder.