The Real Cost of Printing: What Businesses Need to Know in 2026

When it comes to managing office expenses, printing is one of the most overlooked—and surprisingly expensive—operational costs. Many businesses only track obvious expenses like toner or paper, but the true cost of printing goes far deeper. Understanding where these dollars go can help your company budget smarter, reduce waste, and streamline document workflows.

Factors that Influence Cost

1. In-House or Outsourced Print Management
   Managing print operations in-house vs. having a managed service provider (MSP) can significantly change costs. For example, the upfront cost of buying a printer for in-house management will be much higher than renting or leasing a printer from an MSP, which has fixed monthly rates.
2. Company Size
   The number of employees directly affects how many printers you need and how much they’ll be used. Larger teams = higher print volumes.
3. Printing Habits
   Ask yourself:
   - Do employees print only when necessary?
   - Are most jobs in black and white or full color?
   - Are finishing options such as stapling or folding required?
   Habits like these significantly affect your supply usage and overall print expenses.

Average Cost of Printing

While actual numbers vary by company, a typical business spends around $725 per employee each year, or about $60 per month. That estimate assumes roughly 10,000 prints annually per employee. Here’s the typical annual breakdown based on the 10,000 pages/one employee:

• Toner: $300-$500 per year
  • According to Copier Guide, B/W toner costs around $120 per cartridge while color toner can be as much as $450 per cartridge (remember with color there are 4 cartridges, CMYK)
• Paper: $80-200 per year
  
  • Standard 20 lb paper costs about $5-10 per reem (500 pages), but only costs $40 per case (5,000 pages). 
• Service & Maintenance: $200-$800 per year 
  
  • Service and maintenance are much harder to calculate on a pay-as-you-go basis, but the lower end estimates one service call for the year with minimal issues and no parts needing to be replaced. The higher end estimates two services calls for the year with parts needed and added to the cost.

Printer Equipment Costs

Printer pricing varies widely depending on the model and features, but here are a few common examples:

• HP OfficeJet Pro 8125E: $129.99 (10-20 ppm, 225-page capacity; Office Depot)
• HP LaserJet Pro MFP 3101sdw: $249 (B/W only, 35 ppm, 250-page capacity; Amazon)
• RICOH IM 3500 MFP: $2,462 (B/W only, 35 ppm; Walmart)
• RICOH Pro C5300S: $21,250 (65 ppm; Alibaba B2B)

These prices are for hardware only and don’t include toner, maintenance, or supplies. That’s why many businesses work with an MSP or technology dealer—bundled service and supplies can drastically reduce unexpected costs.

Optional Add-Ons that Affect Cost:

Depending on your office’s workflow, you may need accessories that add to total cost.

Common add‑ons include:

• Paper tray extension: $174–$187

• Finisher (stapling/folding): ~$1,600

• Wi‑Fi dongle: ~$44 (often standard on newer models)

These upgrades are helpful but should be considered carefully during budgeting.

Hidden Print Costs Most Businesses Miss

Not all expenses show up on invoices. A significant amount of cost comes from inefficiencies and employee behavior.

1. Unnecessary Printing 
   According to Scanse, 45-65% of prints are disregarded the same day with 17% never being read.
2. IT Support Burden 
   23% of IT help desk calls are printer-related, which is time wasted your IT team could be spending on strategic tasks.
3. Equipment Depreciation & Energy Consumption 
   Like most equipment, the longer you have it, the less it will be worth. While many rental and leasing options allow you to upgrade at little to no upcharge when renewing your contract. Printers use a lot of energy, but as technology has advanced so have printers and new models use up to 65% less than they used too. But this is still a cost to factor in. 
4. Storage & Waste Disposal 
   Finding somewhere to store your printer can be seen as a cost, without a central place to store the printer some employees may not be able to print as easily. Waste disposal is another cost to consider when managing your printer in-house, there are environmental restrictions on dumping waste toner, and the waste toner bottles themselves cost about $22.

How to Reduce Printing Costs Without Reducing Productivity