{"id":13863,"date":"2026-09-14T15:45:04","date_gmt":"2026-09-14T13:45:04","guid":{"rendered":"https:\/\/www.dopartners.be\/?p=13863"},"modified":"2026-09-14T15:45:04","modified_gmt":"2026-09-14T13:45:04","slug":"what-does-printing-really-cost-your-business-the-7-costs-to-know","status":"publish","type":"post","link":"https:\/\/www.dopartners.be\/en\/blog\/what-does-printing-really-cost-your-business-the-7-costs-to-know\/","title":{"rendered":"What does printing really cost your business? The 7 costs to know"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row css=&#8221;.vc_custom_1670599957277{margin-bottom: 10vh !important;}&#8221; el_class=&#8221;txt_service&#8221; woodmart_css_id=&#8221;639355100c58c&#8221; responsive_spacing=&#8221;eyJwYXJhbV90eXBlIjoid29vZG1hcnRfcmVzcG9uc2l2ZV9zcGFjaW5nIiwic2VsZWN0b3JfaWQiOiI2MzkzNTUxMDBjNThjIiwic2hvcnRjb2RlIjoidmNfcm93IiwiZGF0YSI6eyJ0YWJsZXQiOnt9LCJtb2JpbGUiOnt9fX0=&#8221; mobile_bg_img_hidden=&#8221;no&#8221; tablet_bg_img_hidden=&#8221;no&#8221; woodmart_parallax=&#8221;0&#8243; woodmart_gradient_switch=&#8221;no&#8221; woodmart_box_shadow=&#8221;no&#8221; wd_z_index=&#8221;no&#8221; woodmart_disable_overflow=&#8221;0&#8243; row_reverse_mobile=&#8221;0&#8243; row_reverse_tablet=&#8221;0&#8243;][vc_column 0=&#8221;&#8221;][vc_column_text css=&#8221;&#8221; woodmart_inline=&#8221;no&#8221; text_larger=&#8221;no&#8221;]Ask a finance manager and they will show you an invoice: the maintenance contract, perhaps the equipment lease. Ask an IT manager and they will tell you about the time spent reinstalling drivers. Ask the office manager and they will show you the boxes of paper. Everyone sees part of the cost. Rarely the whole.<\/p>\n<p>That is the paradox of the print fleet: its contractual side is one of the best-controlled expenses in the company, and its organisational side one of the least measured. At D&amp;O Partners, <a href=\"https:\/\/www.dopartners.be\/en\/services\/technical-service-consumables\/\">our maintenance contracts cover consumables<\/a> (toners, drums, fusers) and technical interventions. That part is predictable. But it is only one line in a table that has seven.<\/p>\n<p>Here are those seven lines, and why the other six deserve at least as much attention as the first.<\/p>\n<h2>1. Hardware: a price that means nothing on its own<\/h2>\n<p><a href=\"https:\/\/www.dopartners.be\/en\/services\/financing-rental\/\">Bought, leased or financed<\/a>, <a href=\"https:\/\/www.dopartners.be\/en\/products-category\/printing-systems\/multifunction-printer\/\">a multifunction printer has a price<\/a>. That price is the most visible figure in the fleet and, paradoxically, the least useful taken in isolation.<\/p>\n<p>A \u20ac4,000 device that absorbs the volume of three small desktop printers costs less than those three printers combined: fewer contracts, fewer consumables to manage, a lower cost per page. Conversely, the same device installed in a department that prints 300 pages a month is capital tied up for nothing.<\/p>\n<p>So the question is never &#8220;which machine is the cheapest?&#8221; but &#8220;which machine matches what this department actually prints?&#8221;. Sizing weighs more on the final bill than the list price.<\/p>\n<h2>2. Cost per page: predictable, provided you know your volumes<\/h2>\n<p>In a professional environment, printing is billed per page (or per copy). A black-and-white page has one rate, a colour page another, and the maintenance contract absorbs everything that keeps the machine running: consumables, wear parts, technician call-outs.<\/p>\n<p>The advantage is obvious: a breakdown or an empty toner never generates a surprise invoice. The flip side is that the model only works if the company knows four figures:<\/p>\n<ul>\n<li>its monthly black-and-white volume;<\/li>\n<li>its monthly colour volume;<\/li>\n<li>the per-page rate for each;<\/li>\n<li>the trend of those volumes over twelve or twenty-four months.<\/li>\n<\/ul>\n<p>A company that negotiates a cost per page without knowing its real volumes is optimising the wrong variable. A fraction of a cent saved on the colour page does not make up for 20% of colour pages printed without any need.<\/p>\n<h2>3. Paper: the cost nobody budgets for<\/h2>\n<p>Paper remains at the company&#8217;s expense, outside the contract. Per sheet, it seems negligible. At the scale of 200,000 pages a year, it becomes a budget line in its own right, often missing from the calculations because it goes through office supplies rather than the printing budget.<\/p>\n<p>Paper is also the best indicator of habits: single-sided by default, documents printed and then forgotten in the output tray, six copies of the same report for a meeting where three people will read it. Every abandoned stack of paper is a billed page, a consumable used up and a sheet bought for nothing.<\/p>\n<p>Double-sided printing by default and <a href=\"https:\/\/www.dopartners.be\/en\/solutions\/security\/\">secure print (the document only comes out<\/a> when the user is standing at the machine) mechanically reduce those volumes, without ever preventing anyone from printing what they need.<\/p>\n<h2>4. IT time: the cost that appears on no invoice<\/h2>\n<p>This is the most underestimated cost, because it has no accounting line. Even with a contract covering technical interventions on the machines, <a href=\"https:\/\/www.dopartners.be\/en\/services\/it-service\/\">the IT department still receives everything else<\/a>: installing a printer on a new workstation, clearing a print queue, fixing a scan-to-email that no longer sends, updating an address book, configuring badge authentication or access to Microsoft 365.<\/p>\n<p>Each request takes ten minutes. Multiply by the number of users, sites and different models, and you get several days a year of a qualified profile assigned to tasks that could be centralised, standardised or simply avoided with a homogeneous fleet.<\/p>\n<p>This cost explains why managing a print fleet is no longer just about maintaining machines: increasingly, it is about reducing the number of times someone has to deal with them.<\/p>\n<h2>5. The machines that are no longer used&#8230; and those that can&#8217;t keep up<\/h2>\n<p>A print fleet is sized at a given moment. The company, meanwhile, moves on: departures, new hires, a department relocating, remote working, digitised processes. Five years later, the printer installed for a team of fifteen serves four people, while the multifunction printer in the administrative department runs at twice its planned volume.<\/p>\n<p>The fleet has become unbalanced without anyone deciding it. And an imbalance costs in both directions: an under-used machine is still financed, supplied, administered and secured for nothing; an over-used machine wears out faster and frustrates its users.<\/p>\n<p>Rebalancing a fleet does not mean replacing everything. Most often, it means moving a device, removing one or two, or replacing a model with one better suited to the observed volume. The first reflex, before any quote, is to read the meters.<\/p>\n<h2>6. Colour: paying top price for a blue hyperlink<\/h2>\n<p>A colour page costs several times the price of a black-and-white page. The question is not whether colour is useful (a commercial proposal, a brochure or a client report fully justify it), but what proportion of the colour pages produced actually needed it.<\/p>\n<p>The answer is often surprising. An internal email with a blue link, an Excel table with coloured headers, a Word document with a logo in the footer: all pages billed in colour for content that didn&#8217;t need it. Many companies discover that their colour proportion has doubled in three years without any business need having changed.<\/p>\n<p>Simple rules correct this: black and white by default, colour on demand for the profiles that use it, automatic double-sided printing. The aim is not to restrict, but to align print quality with the value of the document. Applied to a hundred users, these rules weigh heavily on the annual budget.<\/p>\n<h2>7. Complexity: the cost of a fleet built piece by piece<\/h2>\n<p>The last cost is the most diffuse. A company whose fleet has grown over ten years, brand by brand, office by office, without a common policy, owns machines that all work correctly and an environment that nobody controls any more.<\/p>\n<p>Where is the equipment? Which devices mainly produce colour? Which ones are still needed? Do users have the right settings? Are the machines up to date and secure? When each of these questions requires an investigation, complexity itself has become a cost: in time, in errors, in decisions postponed for lack of data.<\/p>\n<p>The bigger the fleet, the more you need to move from a &#8220;machine by machine&#8221; logic to a centralised view of the entire printing environment.<\/p>\n<h2>How to calculate the real cost of your fleet<\/h2>\n<p>A simple formula is enough to get a realistic picture:<\/p>\n<p><strong>Annual fleet cost =<\/strong><\/p>\n<ul>\n<li>hardware or financing<\/li>\n<li>+ black-and-white pages \u00d7 rate<\/li>\n<li>+ colour pages \u00d7 rate<\/li>\n<li>+ paper<\/li>\n<li>+ energy<\/li>\n<li>+ administration and support time<\/li>\n<li>+ cost of unnecessary or ill-sized equipment<\/li>\n<\/ul>\n<p>With a maintenance contract that includes consumables and interventions, there is no need to add a line for toners, drums or call-outs: they are already in the per-page rate. This separation is useful in itself: it distinguishes the contractual cost, which is highly predictable, from the organisational cost, which depends entirely on how the fleet is used. Most of the savings are found in that second block.<\/p>\n<h2>The five indicators to watch<\/h2>\n<h3>Total volume<\/h3>\n<p>How many pages per month, per year? A sharp variation signals a fleet that is no longer suited to the business.<\/p>\n<h3>Volume per machine<\/h3>\n<p>Two identical models can produce 10,000 and 300 pages a month. This is the first indicator to look at when rationalising.<\/p>\n<h3>The colour \/ black-and-white ratio<\/h3>\n<p>A gradual drift towards colour pushes up the overall cost without anyone noticing.<\/p>\n<h3>Number of devices relative to the organisation<\/h3>\n<p>If headcount, premises or processes have changed, the number of machines needs to be questioned again.<\/p>\n<h3>Usage habits<\/h3>\n<p>Single- or double-sided, direct or secure print, small jobs sent to large multifunction printers, <a href=\"https:\/\/www.dopartners.be\/en\/solutions\/archiving-scanning\/\">paper documents that could be digitised<\/a>. This data generally reveals more levers than comparing rates does.<\/p>\n<h2>Where Managed Print Services come into their own<\/h2>\n<p><a href=\"https:\/\/www.dopartners.be\/en\/services\/managed-print-services\/\">Managed Print Services (MPS) answer exactly this need<\/a>: no longer just maintaining printers, but having a global view of the fleet and how it evolves over time. Which machines produce what, in which colour, at what pace? Which ones are saturated, which ones sit idle? Can consumables be anticipated rather than ordered in a rush?<\/p>\n<p>In practice, an MPS environment centralises equipment monitoring, automatic meter readings, proactive consumables management and fleet tracking. Decisions are made on real data rather than on impressions, and the company moves from reactive management (intervening when something is stuck) to managed, data-driven operation.<\/p>\n<h2>Reducing costs does not mean printing less<\/h2>\n<p>This is the most frequently misunderstood point. Optimising a fleet is not about bringing down the number of pages: a company can have excellent reasons to print a lot. The goal is to eliminate the costs that add no value.<\/p>\n<p>An unused machine adds no value. Neither does a colour page where black and white would have done. Nor does an IT technician losing an hour on a configuration that could have been centralised. An optimised fleet lets you print when it&#8217;s useful, on the right equipment, at the most consistent cost.<\/p>\n<h2>Are MPS right for every company?<\/h2>\n<p>No. An organisation with two printers and modest volumes does not have the same needs as one with twenty devices across three sites. The value of centralised management grows with the size and complexity of the fleet. A few signs indicate that it&#8217;s time to take a closer look:<\/p>\n<ul>\n<li>nobody knows precisely how many pages are printed each year;<\/li>\n<li>some printers seem barely used, while others run constantly;<\/li>\n<li>the IT department regularly receives printing- or scanning-related requests;<\/li>\n<li>the company does not know its proportion of colour pages;<\/li>\n<li>the fleet was built up gradually, without an overall strategy;<\/li>\n<li>remote working or digitisation have changed the needs;<\/li>\n<li>nobody knows whether the current number of machines is still justified.<\/li>\n<\/ul>\n<p>If several of these points ring true, the starting point is not a new quote. It is a measurement of what you have.<\/p>\n<h2>Before replacing your printers, measure your fleet<\/h2>\n<p>Faced with a printing budget deemed too high, the reflex is to compare machine prices or look for a lower cost per page. These elements matter, but they are only part of the equation. The number of devices, their utilisation rate, the share of colour, employees&#8217; habits and the time spent managing the fleet often weigh more than a few fractions of a cent on a page.<\/p>\n<p>At D&amp;O Partners, official Xerox and Lexmark dealer in Brussels since 1992, our maintenance contracts already make the contractual side predictable, throughout Belgium. The next step is <a href=\"https:\/\/www.dopartners.be\/en\/contact\/\">to analyse how your fleet is actually used<\/a>: that analysis tells you whether the equipment is properly sized, whether volumes are well distributed and which habits can be adjusted.<\/p>\n<p>Because to reduce printing costs sustainably, the right question is not only &#8220;how much does a page cost?&#8221;, but &#8220;do we have the right fleet to produce the pages our business really needs?&#8221;.[\/vc_column_text][\/vc_column][\/vc_row][vc_row gap=&#8221;30&#8243; css=&#8221;.vc_custom_1727857728164{margin-top: 5vh !important;margin-bottom: 5vh !important;}&#8221; woodmart_css_id=&#8221;66fd04386888d&#8221; responsive_spacing=&#8221;eyJwYXJhbV90eXBlIjoid29vZG1hcnRfcmVzcG9uc2l2ZV9zcGFjaW5nIiwic2VsZWN0b3JfaWQiOiI2NmZkMDQzODY4ODhkIiwic2hvcnRjb2RlIjoidmNfcm93IiwiZGF0YSI6eyJ0YWJsZXQiOnt9LCJtb2JpbGUiOnt9fX0=&#8221; mobile_bg_img_hidden=&#8221;no&#8221; tablet_bg_img_hidden=&#8221;no&#8221; woodmart_parallax=&#8221;0&#8243; woodmart_gradient_switch=&#8221;no&#8221; woodmart_box_shadow=&#8221;no&#8221; wd_z_index=&#8221;no&#8221; woodmart_disable_overflow=&#8221;0&#8243; row_reverse_mobile=&#8221;0&#8243; row_reverse_tablet=&#8221;0&#8243;][vc_column 0=&#8221;&#8221;]<div id=\"wd-6aa7fa3d22375\" class=\" wd-rs-6aa7fa3d22375  wd-button-wrapper text-left\"><a href=\"https:\/\/www.dopartners.be\/en\/contact\/\" title=\"\" target=\"_blank\" class=\"btn btn-color-primary btn-style-default btn-shape-rectangle btn-size-large cta_society cta_dnl\">contact us<\/a><\/div>[\/vc_column][\/vc_row][vc_row css=&#8221;.vc_custom_1670599957277{margin-bottom: 10vh !important;}&#8221; el_class=&#8221;txt_service&#8221; woodmart_css_id=&#8221;639355100c58c&#8221; responsive_spacing=&#8221;eyJwYXJhbV90eXBlIjoid29vZG1hcnRfcmVzcG9uc2l2ZV9zcGFjaW5nIiwic2VsZWN0b3JfaWQiOiI2MzkzNTUxMDBjNThjIiwic2hvcnRjb2RlIjoidmNfcm93IiwiZGF0YSI6eyJ0YWJsZXQiOnt9LCJtb2JpbGUiOnt9fX0=&#8221; mobile_bg_img_hidden=&#8221;no&#8221; tablet_bg_img_hidden=&#8221;no&#8221; woodmart_parallax=&#8221;0&#8243; woodmart_gradient_switch=&#8221;no&#8221; woodmart_box_shadow=&#8221;no&#8221; wd_z_index=&#8221;no&#8221; woodmart_disable_overflow=&#8221;0&#8243; row_reverse_mobile=&#8221;0&#8243; row_reverse_tablet=&#8221;0&#8243;][vc_column 0=&#8221;&#8221;][vc_column_text css=&#8221;&#8221; woodmart_inline=&#8221;no&#8221; text_larger=&#8221;no&#8221;]<\/p>\n<h2>FAQ: printing costs and Managed Print Services<\/h2>\n<h3>What exactly does a printer maintenance contract include?<\/h3>\n<p>At D&amp;O Partners, the maintenance contract covers the consumables needed to run the machine (toners, drums, fusers), wear parts and on-site technical interventions. Paper, energy and internal management time remain at the company&#8217;s expense. The contract is billed as a cost per page, with separate rates for black and white and for colour.<\/p>\n<h3>What is the difference between a maintenance contract and Managed Print Services?<\/h3>\n<p>The maintenance contract guarantees that the machines work. Managed Print Services add fleet management on top: automatic meter readings, equipment monitoring, proactive consumables management, analysis of volumes and usage, and sizing recommendations. One maintains, the other optimises.<\/p>\n<h3>How do I know if my print fleet is oversized?<\/h3>\n<p>The first indicator is volume per machine. If some devices produce a few hundred pages a month when they were sized for several thousand, or if the number of printers has not changed despite remote working or a reorganisation, the fleet deserves an analysis. Reading the meters over three to six months is generally enough to get an objective picture.<\/p>\n<h3>Do I need to replace my printers to reduce my printing costs?<\/h3>\n<p>Not necessarily. In many cases, savings come first from rebalancing: removing an unused device, moving a machine to a department that prints more, enabling double-sided and black-and-white by default, or centralising configuration to relieve the IT department. Replacement only comes into play when the analysis shows that a model no longer matches real volumes.<\/p>\n<h3>Are Managed Print Services reserved for large companies?<\/h3>\n<p>No, but their value increases with the size and complexity of the fleet. An organisation with one or two printers will gain little. From a few devices spread across several departments or sites, or as soon as nobody knows precisely how much is printed, centralised management quickly pays for itself.<\/p>\n<h3>How does a print fleet analysis work?<\/h3>\n<p>The analysis starts with an inventory of the equipment in place and a reading of real volumes, black and white and colour, machine by machine. It then takes into account usage (double-sided, secure print, scanning) and the recurring requests sent to the IT department. The result is a map of the fleet with concrete recommendations: equipment to keep, move, remove or replace, and printing rules to put in place.<\/p>\n<h3>Does the cost per page include paper?<\/h3>\n<p>No. The cost per page covers the consumables, wear and maintenance of the machine. Paper is purchased separately by the company. That is one of the reasons why the real cost of a print always exceeds the contractual rate.[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row css=&#8221;.vc_custom_1670599957277{margin-bottom: 10vh !important;}&#8221; el_class=&#8221;txt_service&#8221; woodmart_css_id=&#8221;639355100c58c&#8221; responsive_spacing=&#8221;eyJwYXJhbV90eXBlIjoid29vZG1hcnRfcmVzcG9uc2l2ZV9zcGFjaW5nIiwic2VsZWN0b3JfaWQiOiI2MzkzNTUxMDBjNThjIiwic2hvcnRjb2RlIjoidmNfcm93IiwiZGF0YSI6eyJ0YWJsZXQiOnt9LCJtb2JpbGUiOnt9fX0=&#8221; mobile_bg_img_hidden=&#8221;no&#8221; tablet_bg_img_hidden=&#8221;no&#8221; woodmart_parallax=&#8221;0&#8243; woodmart_gradient_switch=&#8221;no&#8221; woodmart_box_shadow=&#8221;no&#8221; wd_z_index=&#8221;no&#8221; woodmart_disable_overflow=&#8221;0&#8243; row_reverse_mobile=&#8221;0&#8243; row_reverse_tablet=&#8221;0&#8243;][vc_column 0=&#8221;&#8221;][vc_column_text css=&#8221;&#8221; woodmart_inline=&#8221;no&#8221; text_larger=&#8221;no&#8221;]Ask<\/p>\n","protected":false},"author":3,"featured_media":13853,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[138],"tags":[],"class_list":["post-13863","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-do-partners-en"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Printing costs: the 7 costs to know | D&amp;O Partners<\/title>\n<meta name=\"description\" content=\"Your maintenance contract doesn&#039;t tell the whole story. 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