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.
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.
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.
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.
Not all paper works the same with every printer. Using the wrong weight or type can cause repeated printing and wasted supplies.
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.
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:
Although Cartridge B is cheaper up front, Cartridge A offers better value and requires fewer replacements.
Check the manufacturer’s estimated page yield and calculate the cost per page. Consider high-yield cartridges for printers that are used frequently.
It’s tempting to save money by buying the lowest-priced toner, but that choice can backfire.
Stick with reliable OEM toner or compatible cartridges from a trusted supplier. A good toner ensures quality prints and protects your machines from damage.
If you’re not keeping track of how much your office prints, you’re likely wasting money.
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.
Ignoring printer maintenance might seem harmless, but it can increase supply waste and repair costs.
Set up a regular maintenance schedule. Even a quarterly check can prevent small issues from becoming costly problems.
Sometimes the problem isn’t the supplies, it’s how they’re used.
Create a simple guide for smart printing:
A short internal email or brief training session can make a noticeable difference.
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.