Proven Strategies to Lower Your Business Printing Expenses by 30 to 50%
Most businesses significantly underestimate their printing costs.
The true cost includes not just paper and toner, but also equipment, maintenance, energy, IT support, and employee time.
Studies show that unmanaged print environments waste 1 to 3% of annual revenue.
Before implementing cost reduction strategies, you need to understand where your money is going.
| Cost Component | Typical % of TCO | Notes |
|---|---|---|
| Consumables (Toner) | 35 to 45% | Largest variable cost |
| Paper | Variable | Often overlooked |
| Equipment/Lease | 15 to 20% | Monthly set plan |
| Service/Maintenance | 10 to 15% | Included in leases |
| Energy | 5 to 10% | 24/7 standby adds up |
| IT Support Time | 5 to 10% | Hidden labour cost |
The most useful comparison metric is the all in monthly print spend.
A managed lease bundles equipment, consumables, service and parts into one monthly set plan, so the line is predictable.
There are no per page charges: toner, parts and service sit inside the monthly fee, and the only thing you buy is paper.
Paper is excluded and bought separately.
There are no per page charges on these leases.
Configure all printers to print double sided by default.
Users can override for special needs, but most documents work fine on both sides.
Saves 30 to 50% on paperMost business documents do not need colour.
Set mono as the default and require users to actively select colour when needed.
Saves 50 to 80% on tonerFor internal documents, draft mode uses significantly less toner while remaining perfectly readable.
Saves 20 to 40% on tonerUse print management software to automatically route colour jobs to black and white.
It can also enforce duplex, or limit pages per job.
Saves 15 to 30% overallJobs only print when the user releases them at the printer with a PIN or card.
Eliminates abandoned print jobs.
Reduces waste by 10 to 20%Replace multiple personal printers with strategically placed multifunction devices.
Centralisation reduces total costs.
Saves 20 to 40% on equipment| Strategy | Implementation | Impact |
|---|---|---|
| Colour quotas | Limit colour pages per user per month | High |
| Colour approval | Require manager approval for colour jobs over X pages | Medium |
| Department tracking | Allocate colour costs to departments | Medium |
| Colour education | Train staff on when colour adds value | Low to Medium |
Not all colour printing is wasteful.
Colour adds value for:
Pro Tip: Create colour print profiles for different document types.
"Internal Draft" uses minimal colour, while "Client Presentation" uses full colour.
Most offices have too many printers, often the wrong types in the wrong places.
| Before | After | Savings |
|---|---|---|
| 15 desktop inkjets | 3 networked MFPs | 60% equipment cost |
| 10 personal lasers | 2 departmental MFPs | 50% consumable cost |
| Mixed vendor fleet | Single vendor | 30% service cost |
| Factor | Lease | Purchase |
|---|---|---|
| Upfront Cost | None or minimal | Full purchase price |
| Cash Flow | Predictable monthly | Large initial outlay |
| Maintenance | Included | Additional cost |
| Supplies | Often included | Additional cost |
| Technology Updates | Built in upgrade path | Must sell/replace |
| Tax Treatment | 100% operating expense | Depreciation only |
| Risk | Lessor bears obsolescence | Owner bears all risk |
Total Cost Comparison: Over a 5 year period, leasing typically costs less than purchasing.
That is after accounting for maintenance, supplies, and the time value of money.
Request a tailored comparison for your equipment, term and volume.
Technology alone cannot solve print waste.
Changing user behaviour is essential.
Implement these changes today for immediate savings:
| Action | Time to Implement | Estimated Savings |
|---|---|---|
| Enable duplex default | 30 minutes | 30 to 50% paper |
| Set B&W as default | 30 minutes | 50 to 80% toner |
| Enable power save mode | 15 minutes | 30 to 50% energy |
| Remove personal printers | 1 to 2 days | 40% consumables |
| Implement secure print | 2 to 4 hours | 10 to 20% waste |
| Set draft mode for internal docs | 1 hour | 20 to 40% toner |
Businesses implementing these strategies typically save 30 to 50% on total print costs.
$5,000 to $50,000+ per year
depending on current volumes and inefficiencies
Free Assessment: Contact Lease My Printer for a complimentary print environment assessment.
We will analyse your current costs and provide a detailed savings roadmap tailored to your business.