Common Office Printing Supplies Mistakes That Waste Money (How to Avoid Them)

Did you know that printing is one of the highest hidden costs in many offices? Every year, businesses spend thousands on toner, paper, and printer maintenance, but much of that spending goes unused without anyone realizing it. Even small, everyday habits can quietly increase costs over time.

TL;DR (Summary)

• Printing supplies can quietly increase your office costs if not managed properly.

• Overordering supplies often leads to wasted toner, damaged paper, and unused inventory.

• Choosing toner based on page yield instead of price lowers long-term printing costs.

• Lack of tracking and routine maintenance increases reprints and supply waste.

• Training your team on smart printing habits can significantly reduce unnecessary printing and lower expenses.

Here’s a look at the most common office printing supply mistakes and how you can avoid them, whether you’re managing a small team or overseeing printing across an entire company.

Overordering or Hoarding Supplies

It’s tempting to buy a ton of toner, ink, or paper “just in case.” After all, running out of supplies mid-project is frustrating. But overstocking can create problems, too.

• Toner and ink can dry out or degrade if left too long.
• Paper can warp or absorb moisture, leading to jams or uneven prints.
• Extra supplies take up space and tie up money that could be used elsewhere.

How to fix it

Consider a just-in-time ordering system, or partner with a supplier that tracks your usage and automatically sends the items you need when you need them. You’ll reduce waste, save money, and avoid clutter.

Using the Wrong Paper

Not all paper works the same with every printer. Using the wrong weight or type can cause repeated printing and wasted supplies.

• Heavy or coated paper in the wrong printer may jam or smear.
• Low-quality paper for client-facing documents can make your work look sloppy.
• Reprints due to incorrect paper selection cost both time and money.

How to fix it

Educate your team about which papers to use for different jobs. Standard 20-pound paper works for most internal documents. Thicker or glossier paper is fine for presentations, but only if the printer can handle it.

Ignoring Toner Page Yield

Many buyers look at the price tag and assume the cheapest toner is the best deal. That’s not always true. Page yield, the number of pages a cartridge can print, matters more than the sticker price.

For example:

• Cartridge A costs $100 and prints 2,000 pages. That’s five cents per page.
• Cartridge B costs $80 and prints 1,000 pages. That’s eight cents per page.

Although Cartridge B is cheaper up front, Cartridge A offers better value and requires fewer replacements.

How to fix it

Check the manufacturer’s estimated page yield and calculate the cost per page. Consider high-yield cartridges for printers that are used frequently.

Buying the Cheapest Toner Every Time

It’s tempting to save money by buying the lowest-priced toner, but that choice can backfire.

• Cheap toner may produce streaks, smudges, or faded prints.
• Low-quality toner can damage printer components.
• Some non-OEM toners void warranties, leaving you responsible for repairs.

How to fix it

Stick with reliable OEM toner or compatible cartridges from a trusted supplier. A good toner ensures quality prints and protects your machines from damage.

Not Tracking Printing Supply Usage

If you’re not keeping track of how much your office prints, you’re likely wasting money.

• Supplies are reordered based on guesswork rather than actual need.
• Some departments may overuse supplies without anyone noticing.
• Opportunities to save go unnoticed.

How to fix it
Keep a simple log or use print management software to track usage per printer, department, or user. Monitoring supplies helps you plan smarter and reduce waste.

Skipping Routine Maintenance

Ignoring printer maintenance might seem harmless, but it can increase supply waste and repair costs.

• Dirty rollers or printheads produce streaks or blotchy prints.
• Dust inside the printer can cause misfeeds and jams.
• Worn parts may consume more toner than necessary.

How to fix it

Set up a regular maintenance schedule. Even a quarterly check can prevent small issues from becoming costly problems.

Not Training Your Team on Smart Printing Habits

Sometimes the problem isn’t the supplies, it’s how they’re used.

• Employees print in colour when black-and-white is fine.
• High-resolution settings are used unnecessarily.
• Documents are reprinted because of incorrect settings.

How to fix it

Create a simple guide for smart printing:

• Default to black-and-white and double-sided printing.
• Use draft mode for internal documents.
• Encourage digital sharing instead of printing whenever possible.

A short internal email or brief training session can make a noticeable difference.

Your Next Step to Smarter Printing

Printing doesn’t have to quietly drain your budget. Paying attention to supplies, maintenance, and employee habits can make a real difference. When your team uses printers and supplies wisely, the office runs more smoothly, costs are lower, and frustration is reduced. Simple changes add up over time and make every print job count.

If you are still not sure where your office is losing money, request a free print audit. We will review your printers, supplies, and usage patterns and show you exactly where improvements can be made. It is an easy step that can uncover savings you might not even realize.