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Reduce printing costs

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Why does a managed print solution save your organisation money?

The cost of office printing is often overlooked. There are many upfront costs and also a number of hidden costs which are less simple to quantify.

It is estimated the average annual cost of office printing is roughly 5% of the annual turnover of an organisation. If your turnover is £10m your annual printing costs could be about £500k. When quantified like this, the importance of fixing your print costs becomes very obvious.


A managed print solution is transparent and has a fixed cost per print, regardless of how much of the printed page you cover in toner. By knowing your exact print costs per page (which includes all supplies and all service) you can easily budget for your annual office printing and can manage your budgets simply and accurately.

At any time, with our simple to use print monitor, you can easily access the exact print usage of all devices on your network and calculate your exact costs to date for printing.


Does managed print really save us money?

YES. A managed print solution is almost always cheaper than conventional "pay as you go" printing. The cost per page for a managed print solution will typically be below 9p per A4 colour print.

Because managed print costs are fixed and all service and supplies are included within this cost, there is no doubt about how much office printing costs your organisation. However, with a conventional printer the cost per page is confusing and very much hidden from the consumer. A typical A4 colour page on a conventional office printer can easily cost 60p, and a print with lots of the page covered can cost £1 or more.


How much does my existing printer cost to run?

When you buy a printer the manufacturers advertise that their replacement toners or inks last for a certain amount of prints. This can be 500, 1000, 5000 prints etc. What is not stated is that these anticipated print volumes are estimated on you only covering 5% of the printed page in toner, and in the real world this just does not happen. If like most businesses you cover on average about 25% of the page when you print, your toners will last 5 times less than advertised. This effectively means your printer will be 5 times more expensive to operate than expected. These hidden costs easily mount up and are hard to quantify because supplies are generally purchased on an "as needed" basis.


Fixed cost VS. Conventional Prints


Xerox 6605DN MFP Colour Laser Printer - "Managed Print" cost per page:

A4 Colour Page "Any Coverage" – 8.5p (Price includes all Supplies and all Service)

A4 Mono Page "Any Coverage" – 1.5p (Price includes all Supplies and all Service)

Xerox 6605DN MFP Colour Laser Printer – "Pay as you go" cost per page:

A4 Colour Page 5% Coverage: 10.8p per print.

A4 Colour Page 10% Coverage: 21.6p per print.

A4 Colour Page 20% Coverage: 43.2p per print.

A4 Colour Page 40% Coverage: 86.4p per print.

*A4 Mono Page 20% Coverage: 6.4p per print.

*** On top of these costs you also have to factor in servicing costs

Introducing coin in a funny pig shape saving box

As you can see, buying a printer on a fixed cost print agreement can easily save your organisation 40p per print (or more).

When you buy this printer (as many businesses do) as a "pay as you go device" Xerox advertise each toner to last 2000 Pages for the Colours and 3000 Pages for the Black, but as you can see the running cost of this printer can be quite extortionate. Printing on only 5% of a page they will last this long, (and will cost 10.8p per print) but printing on 20% of the page they will only last 500 prints and cost you 43.2p per page!

These high running costs are not just seen on Xerox printers, all the manufacturers are about the same. If you want us to calculate the cost per page of your existing printers please fill in our contact form – click here

Even when printing at 5% coverage of a page, a typical "pay as you go" printer normally costs about 10-15p per print, and at 25% coverage a page will often cost 60p or more.


What other costs are there with conventional office printers?

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Power consumption costs:

Energy costs are often overlooked when choosing new printers and copiers. All the printers we supply are optimised for maximum power saving and minimum environmental impact. Our printers will reduce your power consumption annually saving you significantly on electricity costs.

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Maintenance costs:

Most printers come with a 1 Year warranty, after this period it is the responsibility of the owner to pay for any service costs or printer fault repairs. Not only is this a costly process, it is also time consuming and problematic.

A managed print solution includes all service and maintenance within the fixed cost per print, and we are able to offer 24/7 support if necessary.

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Staff Costs:

When looked at properly, it is amazing how much staff time is wasted because of organisations choosing the wrong printers and copiers. It is estimated that 15% of IT staff time is wasted dealing with organisations printer issues. Add to this time spent by purchasing teams or office managers regularly buying and negotiating on supplies for your printers. Time wasted by staff waiting for print jobs when printers are over utilised.

A properly designed managed print solution will prevent employees waiting around for their print jobs – See pull printing, Click here. There will be no need for employees to waste the organisations valuable time buying toners and printer supplies (at often inflated costs), all supplies are included in the fixed cost print solution and ordered automatically by the printer or copier when running low. Technical issues are dealt with swiftly and easily with on-site support (all included for free) for the lifetime of the managed print agreement. Your IT staff and office staff can spend their time focussing on more important things than troubleshooting and arranging costly repairs for your printers.


To see how much we can save you on office printing, or to get the exact running cost of your existing printers, please submit your details on our "Easy Quote" form above: