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Starting Your Own Business: The Hidden Cost of Printing and Copying

It has been known that on average, the cost of running a business print operations accounts for 1-3% of its total operating expenses, but how can you be sure? So, what is the impact of this? First, it’s important to note that printing costs are very high. It shows that a company with 1,000 employees is likely to incur printing costs of $500,000 annually, which may actually be 3-5% of sales.

This is an important cost that is often overlooked because it can be difficult to identify. A thorough assessment of your print fleet and environment, as well as understanding and consolidating your fleet’s billing structure, is an important first step in ensuring a successfully managed print outsourcing deal.

Uncontrolled Printing Environment

Many businesses today simply know what their print infrastructure costs for a variety of reasons. Responsibilities for purchasing, deploying, and supporting printing equipment are often shared among multiple people within an organization. Because of fragmented responsibilities, there isn’t a group or individual responsible for the print environment, and decisions are often made without proper consideration of business needs.

The office is often flooded with different printers, copiers, and MFPs from different brands with different capabilities. Many of these devices are underused, do not print as much as they should, and may sit idle most of the day. That is why you should consider copier and printer leasing services, as seen at Freelease Copiers, to acquire dependable and high-quality multi-function photocopiers. You’ll never have to buy a new printer again since these organizations will keep you updated as technology advances and equipment wears out.

Full Understanding of Your Environment

There are various kinds of keys to comprehending the present situation. When it comes to satisfaction among internal users, user interviews are the most effective technique to assess internal user satisfaction. By conducting interviews with a representative sample of users, it is possible to identify the unique demands, pain spots, and issues related to transitioning to a managed print environment, among other things. Understanding your consumers is critical for determining current expenses.

Analyze your toner/ink, paper, maintenance, services, and other purchasing histories to understand your current expenditures and gain a thorough understanding of your cost structure. Furthermore, assessing internal device utilization is crucial for understanding the expenses involved with fleet operation. This may be accomplished by the first examination of status pages and the implementation of monitoring tools. 

Centralizing Making Decisions

Integrating and centralizing the decision-making process for printer fleets and goals is critical to understanding and controlling assessed costs. Many companies leave departments and individuals responsible for making their own decisions about hardware, maintenance, and consumable consumption. Individualized cost control creates an environment of contradiction and inefficiency.

Centralize print management and decision-making to stay consistent with best practices and get a complete picture of your spending and waste. This is even more important when moving to a managed environment. Managed by itself means that you have control and that someone has the authority to manage and measure results.

True Cost 

A company’s actual printing costs go far beyond the direct costs of purchasing the equipment. Ultimately, there are several cost factors to consider beyond direct costs.


Software costs are categorized as license costs that are directly related to paper output. These costs include support licenses, customization fees or costs associated with custom software programs, and software upgrade costs.


Hardware cost is just one of many factors related to the actual cost of printing. To accurately calculate costs, it’s important to consider the mix of printing devices in your enterprise: monochrome printers and the number of colors, or the number of personal networked printers. Hardware costs also include the cost of hardware upgrades such as hard drives, print servers, and input trays.


In terms of actual printing costs, consumables include toner, paper, maintenance kits, and ink cartridges. These costs are growing exponentially; it is estimated that over the life of most printers, consumable spending can be as much as three times the actual cost of purchasing the printer itself.


Infrastructure costs, also known as space costs, include the cost per unit area of ??printing equipment and supplies. Of course, these costs will vary from company to company based on company size and printing needs.

Advocating for change is difficult without a thorough knowledge of spending and waste. Reduce costs, improve internal customer satisfaction, and release by conducting due diligence, fully understanding the costs associated with printing, and finally implementing optimized decision-making criteria. This can have a significant impact on the future success of your business.

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