Are you in the process of planning your annual office budget? If so, you’re probably juggling a lot of line items—but don’t overlook your copier and printer expenses. It’s easy to assume these are minor costs, but in reality, they can quietly become a significant drain on your budget if not properly managed.
Multifunction printers (MFPs), service contracts, toner, paper and even energy usage all add up. Whether you're managing a small office or a multi-location organization, understanding the true cost of your print environment is key to making informed, cost-effective decisions.
In this article, we’ll walk through everything you need to know to research copier and printer pricing, including:
Let’s take a closer look at each of these areas so you can feel confident in your budgeting decisions and avoid any surprises down the road. Understanding the full picture will help you make smarter, more strategic choices for your office’s printing needs.
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When you're building out your office budget, it's easy to focus on the sticker price of a printer or copier—but that’s just the beginning. The true cost of ownership includes several key factors that can significantly affect your bottom line. These include the upfront cost of the equipment, ongoing expenses for ink or toner, maintenance and repair services and whether you decide to lease or buy.
But don’t forget about the hidden costs. Things like energy consumption and environmental impact often fly under the radar, yet they can quietly drive up your monthly bills. Choosing energy-efficient models and adopting eco-friendly practices can help you save money in the long run while also supporting your company’s sustainability goals.
By understanding these cost drivers, you’ll be better equipped to make smart, strategic decisions that keep your printing expenses under control.
It’s important to get a clear handle on how much your office is actually printing. Are you churning out a few hundred pages a month—or several thousand? Knowing your current and projected print volume helps you estimate how often you’ll need to replace consumables like toner and paper and how much wear and tear your equipment will experience over time.
One of the best ways to gather this data is by conducting a print audit. This gives you a detailed snapshot of your usage patterns, helping you determine whether your current setup is too much, not enough, or just right. With this insight, you can right-size your printer fleet and avoid overspending on equipment you don’t need—or underinvesting in devices that can’t keep up.
Once you’ve got a handle on your print volume, the next big piece of the puzzle is consumables—namely ink, toner and paper. These are the recurring costs that can really sneak up on you if you’re not paying attention. Some printers may have a lower upfront cost but require expensive cartridges or specialty paper, which can drive up your total cost of ownership over time. Also, it’s worth noting that if your team prints in color frequently, those costs can add up even faster.
In addition, not all consumables are created equal. Original equipment manufacturer (OEM) cartridges, for example, typically produce better quality print images and often have a slightly longer lifespan than off-brand compatible or remanufactured cartridges.
By tracking your usage and choosing the right supplies for your needs, you can avoid overspending and keep your print environment running efficiently.
One of the biggest decisions you'll face when budgeting for office equipment is whether to lease or purchase your printers and copiers. Leasing can be an attractive option for many businesses—it offers lower upfront costs, predictable monthly payments, and access to newer, more efficient technology without a large capital investment. For organizations looking to stay current while managing cash flow, leasing often makes a lot of sense.
That said, not all leasing agreements are created equal. When reviewing Managed Print proposals, it’s important to read the fine print. Terms, service levels, and included features can vary widely from one provider to another. For example, working with a provider like Gordon Flesch Company (GFC), which offers in-house leasing through GFC Leasing, can simplify the process by eliminating third-party involvement and tailoring terms to your specific needs.
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Partnering with a Managed Print Services (MPS) provider can offer numerous benefits for your organization. An MPS provider can help you conduct a business technology needs assessment to accurately estimate your printing needs. This ensures that you have the right amount of equipment and consumables without overspending.
Additionally, MPS providers can enlist the help of expert Service Technicians for device maintenance and repair needs. This saves time and reduces hassle for your IT team, allowing them to focus on more critical projects that drive business innovation and growth.
Overall, working with an MPS provider can streamline your operations and contribute to a more efficient and cost-effective printing environment.
Getting ready to refresh your printer fleet? Contact the Managed Print experts at Gordon Flesch Company to schedule a business technology needs assessment, today!
