Did you know that most businesses waste thousands of dollars every year on unmanaged printing costs? In fact, 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.

Yet, 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

Let’s get started.

The Hidden Costs of Business Printing

When calculating printing costs, many businesses only consider the obvious expenses:

• Equipment purchase or lease payments

• Paper

• Ink or toner cartridges

At Elevated Group, we’ve seen firsthand how hidden printing costs quietly drain company budget. Here’s what often goes unnoticed:

• Energy Consumption – Older printers waste power, increasing electricity bills. Upgrading to energy-efficient models can cut energy costs significantly.

• IT Support Time – IT teams spend up to 15% of their time troubleshooting printer issues, taking resources away from more critical tasks.

• Maintenance & Repairs – Unplanned breakdowns lead to expensive service calls and downtime, which disrupt workflow.

• Employee Productivity Loss – A single printer jam can stall work for an entire team, reducing efficiency and causing frustration.

• Security Risks – Unsecured printers are prime targets for cyberattacks. Data breaches related to print security cost businesses an average of $4.35 million per breach.

Why Visibility Matters

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

Leasing vs. Buying: Making the Right Choice

One of the biggest decisions businesses face when upgrading their print environment is whether to lease or buy their printing equipment. The right choice depends on your budget, print volume, and long-term business needs.

At Elevated Group, we guide businesses through this decision, helping them choose the most cost-effective and scalable option. Let’s break it down:

Leasing Benefits:

Many businesses prefer leasing because it offers:

• Lower upfront costs

• Predictable monthly expenses

• Equipment upgrades every 3-5 years

• Maintenance typically included

• Tax advantages (operating expense vs. capital expense)

Buying Benefits:

If your company prints high volumes and has an in-house IT team, purchasing might be the better option. Benefits include:

• 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 often find leasing more practical because it provides the latest technology with no surprise maintenance costs.

• Larger organizations with in-house IT support might benefit from owning their equipment outright.

At Elevated Group, we help businesses assess their print usage, financial goals, and workflow needs to determine the best path forward.

Still unsure? Contact Elevated Group for a free print assessment and let’s find the smartest, most cost-effective solution for your business.

What Is Managed Print Services?

Managed Print Services (MPS) is a comprehensive solution that handles all aspects of your business printing, including:

• Assessment of your current print environment

• Optimization of your printer fleet

• Proactive maintenance and supplies replenishment

• Print usage tracking and reporting

• Continuous improvement recommendations

MPS providers can reduce your printing costs by 20-30% in the first year alone. How? By right-sizing your fleet, automating supply deliveries, preventing downtime, and implementing print policies that eliminate waste.

The ROI of Managed Print Services

Consider this example:

A 50-employee company was spending approximately $27,000 annually on printing costs before implementing MPS. After assessment and optimization:

• Their printer fleet was reduced from 15 devices to 8 strategically placed multifunction devices

• Automated supply ordering eliminated rush shipping and excess inventory

• Proactive maintenance reduced downtime by 94%

• Print rules eliminated unnecessary color printing and reduced waste

• Total annual savings: $8,100 (30% reduction)

Choosing the Right Equipment for Your Needs

With hundreds of printer and copier models available, selecting the right equipment can be overwhelming. Start by answering these key questions:

1. What is your monthly print volume?

2. Do you need color printing, or is black and white sufficient?

3. What paper sizes do you regularly use?

4. Do you need additional functions like scanning, faxing, or stapling?

5. How many employees will share each device?

Laser vs. Inkjet: Which Technology is Right for Your Business?

Laser Printers excel at:

• High-volume printing

• Fast output speeds

• Sharper text documents

• Lower cost per page for black and white

Inkjet Printers are better for:

• Lower upfront costs

• High-quality photo printing

• Lower energy consumption

• Less frequent use cases

For most office environments, laser printers or laser-based multifunction devices provide the best combination of speed, quality, and cost-effectiveness for routine document printing.

Top Printer Brands for Business Use

Not all printers are built for business needs. The right brand can make the difference between a high-efficiency, low-maintenance print environment and one plagued with constant breakdowns and high operating costs.

At Elevated Group, we partner with industry-leading brands to provide businesses with reliable, cost-effective printing solutions that align with their workflow and budget.

Ricoh

• Best for enterprises & high-volume printing

• Robust multifunction devices (MFPs) with advanced workflow automation

• Strong security features for regulated industries like healthcare & finance

Kyocera

• Best for cost efficiency and long-term savings

• Eco-friendly design with long-lasting components & low toner consumption

• Low cost per page, ideal for businesses looking to reduce expenses

HP

• Best for versatility – Wide range of printers, copiers, and security solutions

• Advanced networking and remote print management

• Built-in security features to protect against cyber threats

Epson

• Best for low-cost color printing with EcoTank technology

• Energy-efficient inkjet models for businesses that print less frequently

• High-quality photo & color printing

Lexmark

• Best for security-conscious businesses – Industry-leading data protection & compliance

• Reliable laser printers with scalable business solutions

• Designed for healthcare, government, and finance sectors

Why Elevated Group Only Works with Trusted Brands

Choosing the right printer is about more than just cost—it’s about long-term reliability, security, and efficiency. As a trusted partner of Ricoh, Kyocera, HP, Epson, and Lexmark, we provide:

• Tailored recommendations – The right device for your print volume & business needs

• Ongoing support & maintenance – Keeping your printers running without downtime

• Cost-effective print solutions – Maximizing efficiency while reducing print expenses

• Security & compliance expertise – Protecting sensitive data with enterprise-grade security

Looking for the best printer for your business? Contact Elevated Group today for expert guidance.

Common Printer Issues and How to Solve Them

Even the best printers experience issues. Here are the most common problems and their solutions:

Paper Jams

Causes: Improper paper loading, wrong paper type, worn rollers, dust buildup Solutions:

• Fan paper before loading

• Use recommended paper weight

• Schedule regular cleaning

• Replace worn parts during maintenance

Poor Print Quality

Causes: Low toner/ink, dirty print heads, wrong settings, aging components Solutions:

• Replace consumables

• Run printer cleaning cycles

• Check driver settings

• Schedule maintenance for aging printers

Connectivity Issues

Causes: Network changes, outdated drivers, printer firmware bugs Solutions:

• Verify network settings

• Update printer drivers and firmware

• Set static IP addresses for printers

• Check for port conflicts

Addressing these common issues proactively can dramatically reduce downtime and support costs.

10 Practical Ways to Reduce Printing Costs

1. Implement print policies - Set defaults for duplex (double-sided) printing and draft quality to reduce paper and toner use.

2. Use print management software - Track usage by department or user to identify opportunities for reduction.

3. Right-size your fleet - Remove unnecessary devices and strategically place multifunction printers.

4. Educate employees - Create awareness about printing costs and encourage digital alternatives.

5. Switch to electronic workflows - Implement document management systems to reduce the need for printed documents.

6. Use print preview - Avoid wasted prints due to formatting errors.

7. Choose efficient fonts - Fonts like Century Gothic and Calibri use less ink than Arial or Times New Roman.

8. Control color printing - Restrict color printing to only essential documents.

9. Recycle and reuse - Implement toner recycling programs and use the blank side of printed pages for notes.

10. Optimize printer settings - Adjust quality settings based on the document's purpose.

These simple strategies can reduce your printing costs by 10-30% with minimal investment.

Securing Your Print Environment

Printers and copiers are often overlooked in cybersecurity planning—but they shouldn’t be. These devices store, process, and transmit sensitive data, making them a prime target for hackers.

At Elevated Group, we help businesses secure their print environments with advanced encryption, authentication controls, and proactive monitoring.

Without proper security measures, your printers could expose your business to data breaches, compliance violations, and cyber threats.

Essential Printer Security Measures:

• Change default passwords on all printing devices

• Enable encryption for data in transit and at rest

• Implement user authentication for printer access

• Configure automatic disk wiping on multifunction devices

• Update firmware regularly to patch security vulnerabilities

• Use pull printing (secure print release) for sensitive documents

• Include printers in security audits and vulnerability scans

• Create a printer decommissioning policy to securely wipe devices before disposal

A single security breach can cost far more than implementing these preventative measures.

Finding the Right Print Management Partner

If you're considering Managed Print Services or need help optimizing your print environment, choosing the right partner is crucial. Look for providers that offer:

• Vendor neutrality - Can support multiple brands and models

• Comprehensive assessment - Will analyze your current environment before recommending changes

• Transparent pricing - Clear cost structure without hidden fees

• Proven track record - References from businesses similar to yours

• Strong service level agreements - Guaranteed response and resolution times

• Environmental programs - Recycling and sustainability initiatives

• Security expertise - Experience with compliance requirements in your industry

The right partner should demonstrate how they'll reduce your costs while improving service levels.

Take Control of Your Print Environment

Managing your business’s print infrastructure isn’t just about reducing costs—it’s about improving efficiency, strengthening security, and supporting sustainability goals. Without a clear print strategy, companies waste thousands of dollars every year on unnecessary expenses and downtime.

At Elevated Group, we help businesses take control of their print environment with customized cost-saving, security-enhanced, and efficiency-driven solutions. Whether you need Managed Print Services (MPS), enhanced security, or a modern VoIP phone system, we’ve got you covered.

Why Businesses Trust Elevated Group for Print Management

• Lower Printing Costs – Save up to 30% on print expenses with strategic optimizations.

• Less IT Burden – Free up your IT team with automated supply replenishment and remote monitoring.

• Stronger Security – Prevent data breaches with enterprise-grade print security solutions.

• Better Efficiency – Reduce downtime with proactive maintenance and smarter fleet management.

• Sustainable Printing – Implement eco-friendly print strategies that reduce waste and energy use.

Take the first step with a free print assessment. Contact us today to discover how much you could save.

Frequently Asked Questions

Q: How much can businesses save with proper printer management?
A: Most businesses can reduce printing costs by 20-30% through optimization and managed services.

Q: What is the average cost per page for business printing?
A: Black and white pages typically cost 1-3 cents per page, while color pages range from 8-15 cents per page, depending on the device and contract.

Q: How often should printers be replaced?
A: Business printers typically have a lifespan of 3-5 years or 300,000-500,000 pages, whichever comes first.

Q: Can printer security really impact my business?
A: Yes, unsecured printers can provide access to your network and sensitive documents. In 2022, printer-related security incidents affected 68% of businesses.

Q: Is managed print services only for large businesses?
A: No, businesses with as few as 5-10 devices can benefit from managed print services, with solutions scaled to fit their needs.

Q: How long does it take to implement a managed print program?
A: Basic implementation can be completed in 2-4 weeks, with ongoing optimization continuing for several months.

Q: What's the difference between A3 and A4 printers?
A: A3 printers handle paper up to 11x17 inches and typically offer more advanced finishing options, while A4 printers handle standard 8.5x11 inch paper and are more compact.

Q: How can I track who is printing what in my office?
A: Print management software can track usage by user, department, device, and document type, providing detailed reporting for cost allocation.