Is Your Office Printer Costing You More Than You Think?
Most businesses assume their office printer is a minor operational expense. In reality, printing is often one of the most underestimated costs inside an office.
Industry research from firms such as Gartner and IDC has estimated that companies spend between 1 to 3 percent of annual revenue on printing-related expenses1. For a business generating $2 million in revenue, that could mean $20,000 to $60,000 per year tied to printing alone2.
If you have not evaluated your print environment recently, your office printer may be costing more than you realize.
The Real Cost of Office Printing
The visible costs are straightforward. Equipment, toner, and paper are easy to track. The hidden costs are where businesses lose control.
Gartner research, frequently cited in managed print service studies, estimates that printer-related issues account for up to 17 percent of IT help desk calls3. That means internal staff time is often spent troubleshooting paper jams, driver issues, or connectivity problems instead of focusing on strategic work.
Decentralized supply purchasing can also increase expenses. Managed print providers and industry analyses have found that companies without structured toner programs often overpay due to inconsistent purchasing and emergency reorders.
Downtime has a cost as well. When printers fail, proposals are delayed, invoices wait, and productivity slows. For professional services firms and healthcare offices, that lost time directly impacts revenue.
Why Buying the Cheapest Equipment Can Cost More
It is common for businesses to purchase lower-cost printers to reduce upfront spending. However, lower-end devices often lead to:
Higher cost per page
More frequent service interruptions
Shorter equipment lifespan
Fewer built-in security protections
The real question is not just what the printer costs to buy. It is what it costs to operate over three to five years.
The Value of a Structured Leasing Model
A properly structured office printer lease converts unpredictable repair and supply expenses into a fixed, manageable monthly cost.
With the right leasing partner, businesses gain:
Predictable budgeting
Included maintenance and service
Automatic toner replenishment
Lower long-term cost per page
Access to updated equipment as technology evolves
This approach reduces surprise expenses and helps organizations maintain consistent uptime.
Why Bay Business Technologies Focuses on Value
Not all printer providers deliver the same level of support. Some focus purely on equipment sales. Others prioritize volume over service.
Bay Business Technologies focuses on long-term value for Rhode Island businesses. As a local Konica Minolta partner, the goal is to:
Match equipment to actual print volume
Structure leases transparently
Provide fast, local service response
Identify cost-saving opportunities through print audits
The lowest monthly payment does not always equal the lowest total cost. The highest value comes from reliability, service, and predictable long-term performance.
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SOURCES
Gartner Group. Estimates on enterprise print spending and help desk impact. Frequently cited in managed print service industry materials and enterprise technology research.
IDC (International Data Corporation). Research on managed print services and enterprise printing costs. Summary references available via IDC press releases and managed print vendor publications.
Xerox Corporation. “The Hidden Costs of Office Printing.” Managed Print Services insights.
https://www.xerox.com/en-us/services/managed-print-services/insights/hidden-costs-of-printingKyocera Document Solutions. Managed Print Services overview citing Gartner help desk statistics.
https://www.kyoceradocumentsolutions.us/en/solutions/managed-print-services.htmlHP Tech Takes. Managed Print Services cost analysis discussions.
https://www.hp.com/us-en/shop/tech-takes/managed-print-services-benefits