How Businesses Can Save on Printing Costs

Did you know that most businesses waste thousands of dollars every year on unmanaged printing costs? Printing expenses can quietly eat up 1-3% of your company’s annual revenue—that’s $10,000 to $30,000 per year for a business generating $1 million in revenue.

Many companies lack visibility into these costs, leading to unnecessary waste, inefficiencies, and security risks.

At Elevated Group, we specialize in helping businesses take back control of their print environment with cost-effective, streamlined solutions that reduce expenses and improve workflow.

We’ll show you how to optimize your print management strategy and cut printing costs by up to 30%—without sacrificing productivity.

What You'll Learn in This Guide

The true cost of printing for businesses
How to choose between leasing and buying equipment
The benefits of Managed Print Services (MPS)
How to select the right devices for your needs
Common issues and troubleshooting tips
Practical strategies to reduce printing costs
Security best practices for your print environment
How to find the right print management partner

The Hidden Costs of Business Printing

Many businesses only consider obvious expenses:

Equipment purchase or lease payments
Paper
Ink or toner cartridges

Hidden costs often include:

Energy Consumption: Older printers waste power, increasing electricity bills.
IT Support Time: IT teams spend up to 15% of their time troubleshooting printer issues.
Maintenance & Repairs: Unplanned breakdowns disrupt workflow and cost money.
Employee Productivity Loss: Printer jams can stall entire teams.
Security Risks: Unsecured printers are prime targets for cyberattacks. Data breaches can cost an average of $4.35 million per incident.

Why Visibility Matters:
Without print usage tracking, companies overspend on unnecessary prints, excess ink orders, and high-cost printer leases.

Leasing vs. Buying: Making the Right Choice

Leasing Benefits:

Lower upfront costs
Predictable monthly expenses
Equipment upgrades every 3-5 years
Maintenance typically included
Tax advantages (operating expense vs. capital expense)

Buying Benefits:

Lower total cost of ownership over time
No long-term contracts
Freedom to sell or upgrade on your schedule
Full control over maintenance decisions

Which Option is Right for You?

Small to mid-sized businesses: Leasing is often more practical.
Large organizations with in-house IT: Buying may make more sense.

What Is Managed Print Services?

Managed Print Services (MPS) handles all aspects of your business printing:

Assessment of your current print environment
Optimization of your printer fleet
Proactive maintenance and supply replenishment
Print usage tracking and reporting
Continuous improvement recommendations

ROI Example:

Company with 50 employees spent ~$27,000 annually on printing.
After implementing MPS:
- Printer fleet reduced from 15 to 8 devices
- Automated supply ordering eliminated rush shipping
- Proactive maintenance reduced downtime by 94%
- Print rules reduced unnecessary color printing
Total savings: $8,100 (30% reduction)

Choosing the Right Equipment

Ask:

What is your monthly print volume?
Do you need color printing?
What paper sizes do you use?
Do you need scanning, faxing, or stapling?
How many employees will share each device?

Laser vs. Inkjet:

Laser Printers: High-volume, fast, low B&W cost per page
Inkjet Printers: Lower upfront cost, high-quality color, less frequent use

Top Printer Brands for Business

Ricoh – High-volume, secure, workflow automation
Kyocera – Cost-efficient, eco-friendly, low cost per page
HP – Versatile, network management, built-in security
Epson – Low-cost color, energy-efficient, high-quality printing
Lexmark – Security-focused, scalable, ideal for healthcare/government

Common Printer Issues

Paper Jams: Improper loading, wrong paper, worn rollers
Poor Print Quality: Low toner, dirty heads, wrong settings
Connectivity Issues: Network changes, outdated drivers, firmware bugs

Solutions:

Proper paper handling
Regular maintenance
Update drivers & firmware
Proactive monitoring

10 Practical Ways to Reduce Printing Costs

Implement print policies (duplex, draft mode)
Use print management software
Right-size your fleet
Educate employees
Switch to electronic workflows
Use print preview
Choose efficient fonts
Control color printing
Recycle and reuse toner/paper
Optimize printer settings

Securing Your Print Environment

Essential measures:

Change default passwords
Enable encryption
Implement user authentication
Automatic disk wiping
Update firmware regularly
Use pull printing (secure print release)
Include printers in security audits
Securely wipe devices before disposal

Finding the Right Print Management Partner

Look for:

Vendor neutrality
Comprehensive assessment
Transparent pricing
Proven track record
Strong service level agreements
Environmental programs
Security expertise

Take Control of Your Print Environment

Benefits of working with Elevated Group:

Lower Printing Costs: Save up to 30%
Less IT Burden: Automated supply replenishment and remote monitoring
Stronger Security: Enterprise-grade print security solutions
Better Efficiency: Proactive maintenance and smarter fleet management
Sustainable Printing: Eco-friendly print strategies

Contact us for a free print assessment.

FAQs

Q: How much can businesses save with proper printer management?
A: 20-30% reduction through optimization and managed services.

Q: Average cost per page?
A: B&W: 1-3¢, Color: 8-15¢

Q: How often should printers be replaced?
A: 3-5 years or 300,000-500,000 pages

Q: Can printer security impact my business?
A: Yes. 68% of businesses experienced printer-related security incidents in 2022.

Q: Is MPS only for large businesses?
A: No, solutions scale to fit businesses with as few as 5-10 devices.

Q: How long does MPS implementation take?
A: 2-4 weeks for basic implementation, with ongoing optimization.

Q: Difference between A3 and A4 printers?
A: A3 handles 11x17” with advanced finishing; A4 handles standard 8.5x11” paper.

Q: How can I track printing usage?
A: Print management software tracks by user, department, device, and document type.

The Ultimate Guide to Printer & Copier Management – How Businesses Can Save Money