When it comes to managing office expenses, printing is often overlooked—but it can add up quickly. Understanding your print costs is essential for budgeting and optimizing your workflows. While the numbers are not our company's prices, they offer a solid starting point for estimating what your business might spend on printing.
Factors that Influence Costs:
- Company Size
The number of employees directly impacts how many printers and how much printing you’ll need. - Printing Habits
- Is printing essential to your daily operations?
- Can some processes be digitized?
- Do you need color printing or just black and white?
- Will you require finishing options like stapling or folding? - Buy or Lease?
Deciding whether to purchase or lease your printer can significantly affect your upfront and long-term costs. Learn more about leasing vs. buying here.
Average Office Supply Cost by Company Size
| Company Size | Monthly Cost per Employee |
| 1-4 employees | $77-92 |
| 40 employees | $45-53 |
| 200+ employees | $27-32 |
Average Annual Printing Cost
- $725 per employee/year or $60 per employee/month
- Based on ~10,000 prints per employee annually
- Toner: $300–$384/year
- Paper: Up to $200/year
- Service & Maintenance: $225–$475/year
Equipment Costs:
Printer prices vary by model and features, but here are two examples from Ricoh listed by Prestige Office Solutions:
- Ricoh IM C2500: $3,199
- Ricoh IM 2500: $3,299
These prices are for the hardware only and don’t include toner, paper, or service. That’s why many companies choose to work with a technology dealer.
Supply & Maintenance Breakdown
- Toner: $100–$128 per cartridge (approx. 3,000 prints per cartridge)
- Waste Toner Bottle: $22 (lasts ~50,000 prints)
- Paper: $5–$10 per ream (500 sheets); annual cost can exceed $200
- Maintenance: $75–$175/hour (every 6–12 months, not including parts)
Optional Equipment Add-ons
| Add-on | Estimated Cost |
| Paper Tray Extension | $174-187 |
| Finisher (for stapling, folding, etc.) | $1,600 |
| Wi-Fi Dongle (comes standard with Ricoh) | $44 |
💡4 Smart Ways to Reduce Printing Costs:
- Encourage Smarter Printing Habits
According to Scanse, 45–65% of prints are discarded the same day. Encourage employees to print only what’s necessary. - Use Double-Sided Printing
This simple switch can cut your paper use in half. - Partner with a Vendor
23% of IT help desk calls are printer related. A vendor can reduce IT strain and provide ongoing support. - Implement Managed Print Services (MPS)
MPS or cloud-based printing solutions can reduce total printing costs by 20–30%.
Printing costs can sneak up on businesses, but with the right strategy, they’re manageable—and even reducible. Whether you're a small startup or a large enterprise, understanding your print environment is the first step toward smarter spending.