3 Reasons You May Be Over Paying for Printing

Submitted by Mary Shamburger on Tue, 10/27/2020 - 09:00

Wondering if your company is overpaying for printing expenses?  

Research tells us, each employee prints an average of 34 pages per day. Within these 34 pages, about 17% end up going to waste. 

Your employees are likely overprinting and wasting money each day on paper that went straight to the trash.  

This blog explains the top three ways people end up overpaying for printing and the solutions to resolve these issues.  

1. Prints can register as color  

Color prints are more expensive than black and white (B&W) prints.  

For example, a commercial multifunction printer (MFP) will cost about $0.017 per B&W print and about $0.11 per color copy. These numbers are small, but if you’re accidentally printing hundreds of color prints, instead of B&W, the cost will add up fast. 

MFPs will often print color when emails and documents have a tad bit of color, like an email signature. The machine finds this bit of color and reads the print as a color job, charging you for color as well.  

What’s the solution? 

Check the manufacturer’s user permissions. 

Xerox’s User Permissions allow the user to restrict certain websites or documents from printing in color. User Permissions also allow for controlling 1 or 2 side printing, individual printing, app management, and more. These controls will ensure money is not being wasted on unnecessary prints.  

2. Overprinting 

As discussed earlier, each employee prints an average of 34 pages per day, 17% going to waste. With this many pages being printed just to be thrown away, it’s important to monitor and regulate office printing.  

There may be clues scattered throughout the office that indicate wasteful printing habits. These include bins full of unclaimed documents, web pages and emails printed in full color, and unnecessary printing of documents that could be routed digitally. 

What’s the solution to overprinting?  

The best way to track and analyze the office and individual printing habits is through print management software like Y Soft’s SafeQ Enterprise Suite.  

With this print management software, organizations have the tools needed to make fact-based decisions about their print environment to reduce print costs, increase document security, and improve workflows for employee productivity. 

Identifying where overprinting is occurring is impossible without print management software. Y Soft's SafeQ allows companies to quantify problems and take action to make the necessary fixes. 

3. Cheaper machines are more expensive to run 

The thought of investing in a high-quality machine, with a bit of a higher price point, may deter some people from purchasing commercial MFPs. One of the biggest mistakes people, or companies, make is purchasing MFPs from retail giants like Wal-Mart, Office Depot, or Amazon.  

These machines, also known as retail copiers/printers, are cheaper to purchase up front, but costly to run. 

Additional money will need to be shelled out post-purchase on: 


Retail printers lack automatic toner shipments that often come with commercial MFPs.  

For retail bought printers, one will have to purchase individual toners as needed. Anyone who has bought toner will agree that this cost adds up fast.  

For commercial bought copiers/printers, automatic toner shipments are included in affordable monthly payments, saving you money and time in the long run. The toner included with these shipments is OEM (original equipment manufacturer) toner. OEM toner is the highest quality toner out of the four different types of toner available on the market. 

Service repairs 

Retail-bought machines are built to be replaced, not fixed. Finding a service technician to fix these machines is next to impossible. 

Even if a service tech is found, the problem will likely return. 

Commercial MFPs come with an affordable onsite maintenance plan that includes tenured service technicians. This ensures the purchased machine is always working. This option is best for businesses that need to keep up office productivity. 

Every vendor is different, but maintenance plans for commercial machines are around $12 per month.  

Cost per copy 

Retail machines have a higher cost per print. B&W toner will cost about $0.035 per copy, while color toner will cost about $0.17. 

Commercial MFPs cost about $0.017 per B&W print and $0.11 per color copy. Additionally, the ability to add software like Y Soft’s SafeQ Enterprise Suite ensures printing is monitored and controlled. 

Purchasing copiers/printers from retail giants will cost more and lead to a high cost of toner, prints, and service issues that often can’t be fixed. The best solution will be to invest in a commercial MFP and a software management program, like Y Soft’s SafeQ, that will allow you to track, analyze, and take action to control printing costs in the office. 

What’s the solution to overpaying for these three printing problems? 

Together, these three factors discussed today increase the total cost of printing. When not monitored, printing costs add up fast. 

If you’re struggling with color prints or overprinting in general, the best solution will be to utilize user permissions and print management software.  

When using a retail copier/printer, the best decision for your budget will be to make the switch to a commercial MFP purchased or leased from a copier vendor.  

If you’re not sure how much you are spending on printing costs, we offer assessments to analyze your cost for you.  

Contact a local copier vendor for more information on purchasing a commercial MFP or print management software that will cut the costs of unnecessary prints.   

Assess your office equipment today.