How Much Printing Costs Companies and How to Reduce It

Printing documents is still a common part of operations for many companies. Contracts, invoices, presentations, or internal documentation—despite the digital age, office printing remains important. However, many companies don’t realize how much printing actually costs them or how significant a share it can have in overall operating expenses.

In addition to paper, toner, and other consumables, it’s also necessary to account for the purchase of printers, their maintenance, and the time employees spend dealing with technical issues. That’s why companies are increasingly adopting professional print fleet management or outsourcing their printing.

How Much Printing Costs Companies

At first glance, the costs may seem minimal. In reality, they consist of a wide range of items.

The most common costs include:

• purchase of printers and multifunction devices;
• toner and ink cartridges;
• paper and other consumables;
• servicing and repairs;
• energy and printer operation;
• print environment management;
• disposal of old equipment and used consumables.

According to various analyses, printing can account for 1–3% of a company’s operating costs. For larger companies, this can amount to tens or even hundreds of thousands of CZK annually.

A major issue is that many companies don’t know exactly how much printing costs them. Without clear cost visibility, it’s difficult to identify savings opportunities.

Print Management Today

Modern offices often use multiple printers and multifunction devices. If these devices are not properly managed, their operation can become unnecessarily expensive and inefficient.

Print fleet management today means the systematic control of all printing devices within a company. The goal is to optimize their use, reduce costs, and simplify administration.

Modern print management includes, for example:

• monitoring of printing devices;
• centralized printer management;
• regular device maintenance;
• automatic toner ordering;
• secure document printing.

Thanks to monitoring, companies can identify which printers are used the most and where the highest costs arise. Properly implemented print management can reduce printing costs by tens of percent annually.

Print Outsourcing for Companies

One of the most effective solutions is print outsourcing, also known as managed print services (MPS).

With outsourcing, a company entrusts the management of its print fleet to an external provider, who ensures the complete operation of the printing environment.

Outsourcing typically includes:

• supply or leasing of printing devices;
• printer servicing and maintenance;
• supply of toner and consumables;
• monitoring of the print environment;
• optimization of printing costs.

A major advantage is a transparent pricing model. Companies often pay only for the pages actually printed, keeping printing costs under control.

How to Reduce Printing Costs in a Company

There are several ways to reduce printing costs while improving efficiency.

1. Print Environment Analysis

The first step should be analyzing how much the company prints and what devices are used. Only with data can savings opportunities be identified.

2. Printer Optimization

Some companies have too many printers, while others lack centralized devices. Proper placement of printers in the workplace can significantly reduce costs.

3. Implementation of Managed Printing

Managed print systems allow companies to track individual user printing and limit unnecessary output

4. Print Fleet Outsourcing

The most comprehensive solution is often outsourcing, which combines device management, service, and cost optimization.

Frequently Asked Questions

How much do companies spend on printing annually?
Corporate printing can account for approximately 1–3% of a company’s operating costs, depending on its size and printing volume.

What is MPS?
Managed Print Services (MPS) include monitoring, servicing, and optimization of all printing devices within a company.

What does print outsourcing mean for companies?
Outsourcing means that an external company manages the printing environment—handling devices, service, toner supply, and monitoring.

How can a company reduce printing costs?
By analyzing the print environment, optimizing printer usage, or implementing outsourced print services.