Picture this scenario: you get a call from a friendly voice offering you a great deal on toner for your office copiers. They seem professional, they mention your copier model, and they’re offering a price that’s hard to resist. Sounds like a good deal, right? Not quite. You may just have encountered a toner pirate.
The threat of toner pirates is very real—and more common than you might think. In 2021, a Los Angeles man was sentenced to prison for running a $126 million printer toner scam that deceived over 50,000 victims (Vigdor, 2021). But who are these scammers, and how can you protect your business from their schemes? Let’s break it down.
Who are Toner Pirates?
Toner pirates are scam artists who target businesses (primarily small businesses) with overpriced, low-quality toner or supplies they don’t need. They often trick office staff into thinking they’re dealing with legitimate suppliers, only to leave the company with unnecessary purchases and sky-high bills.
Signs to Spot Toner Pirates
1. Unsolicited Calls from “Your Supplier”
One of the most common tactics toner pirates use is calling out of the blue, claiming to be from your regular supplier. Sometimes, they’ll fish around for information on your current equipment to gather intel. Other times, they might already know details about your office equipment, making them sound legitimate. However, it is important to remember that legitimate suppliers don’t usually make unsolicited sales calls. If someone calls unexpectedly, be cautious and verify the information with your official vendor.
2. High-Pressure Tactics
Toner pirates are often pushy. They’ll tell you it’s a limited-time offer or pressure you to “stock up now” because prices will soon increase. This is a classic red flag. A reputable vendor will never rush you into making a purchase decision. If you feel like you’re being pressured, take a step back and investigate.
3. Offering “Exclusive” Deals or Discounts
Piggybacking off the previous point, toner pirates often lure you in with deals that seem too good to pass up. They might offer toner at an outrageously low price or claim they can give you a special discount. But once you’ve committed, the bill that arrives is anything but a bargain. Always be wary of deals that sound too good to be true–because they usually are.
4. Vague or No Contract Information
A genuine supplier will always provide detailed documentation, including contracts, pricing, and product information. Toner pirates, on the other hand, often avoid giving specifics. They might gloss over details, refuse to send a contract, or be vague when you ask for more information, reverting to pressure-inducing tactics. If the caller can’t provide something in writing, consider it a big warning sign.
5. Shipping Supplies You Didn’t Order
Some of these pirates will ship supplies to your office without a valid order and then claim you agreed to the purchase. They’ll follow up with a “real-looking” invoice, hoping that it gets paid without anyone questioning it. They’ll also use fake threats to pressure you into paying the said invoice. If you receive a shipment you didn’t authorize, don’t accept it. Verify all orders with your actual provider before paying any invoices.
6. Changing Contact Information
Toner pirates often use temporary phone numbers or vague company names, making it hard to track them down after the scam. If the company calling you has recently changed its contact information or uses a generic name like “Supplies Department,” that’s another clue they may not be legitimate. Double-check with your trusted vendor before proceeding.
7. Counterfeit Invoices
As mentioned previously, these toner pirates are notorious for providing fake invoices that mimic the real ones. These invoices often appear legitimate, complete with logos and professional formatting. However, they may contain slight irregularities, such as mismatched addresses or unusual payment terms. Always cross-reference invoices with previous orders to avoid falling into their trap. If something seems off, take the time to verify before proceeding. Additionally, most providers include supplies in the maintenance contract, so if you’ve never been billed for supplies before, an unexpected bill is likely a scam.
How to Protect Your Business
- Train your staff: Educate your employees on how to spot toner pirate tactics and encourage them to verify all orders and vendor communications.
- Work with trusted vendors: Build strong relationships with your verified suppliers and ensure all purchases go through them. Partnering with a reputable vendor provides far greater value than trying to cut costs by working with someone offering suspiciously low prices.
- Document purchases: As a general rule of thumb, always keep a detailed record of all authorized orders and vendor contacts to prevent unauthorized transactions.
- Designate Supply Managers: Assign one or two trusted team members to handle all supply orders. Ensure they are trained to recognize common scam tactics, like unsolicited calls. Provide them with a clear plan of action for verifying any suspicious inquiries. Limiting the number of authorized purchasers reduces the risk of falling victim to scams and ensures all orders are properly vetted.
Additional Information
Remaining vigilant is your best defense against toner pirates. Stay informed and cautious so you can protect your business from costly mistakes. Remember, if something feels off, trust your instincts and take the time to verify.
We understand that managing supplies can be overwhelming, especially when you’re balancing the many demands of running a business. That’s where our Managed Print Services (MPS) come in. As your MPS provider, we handle supply orders by proactively monitoring your toner levels and shipping them when needed, saving you time and hassle. To learn more about how we can help streamline your workflow and bring peace of mind, contact us today. We’re here to support you every step of the way.
Reference
Vigdor, N. (2021, September 7). Man gets 4 years in $126 million printer toner fraud. The New York Times. https://www.nytimes.com/2021/09/07/us/california-man-printer-toner-fraud.html
