How to Calculate Your True Printing Cost Per Page

# How to Calculate Your True Printing Cost Per Page

Most businesses drastically underestimate their printing costs by only considering toner. Here's how to calculate your true cost per page.

## The Hidden Cost Iceberg

### What Most People Count:
- Toner/ink costs
- Paper expenses

### What They Miss:
- Equipment depreciation
- Maintenance and repairs
- Energy consumption
- IT support time
- Storage space
- Waste disposal
- Opportunity costs

## The Complete Cost Formula

**True Cost Per Page = (Equipment + Supplies + Service + Operations) ÷ Total Pages**

Let's break down each component:

## 1. Equipment Costs

### Initial Investment:
- Purchase price or lease payments
- Installation fees
- Network setup
- Initial training

### Calculation Example:
- Copier price: $15,000
- Expected lifespan: 5 years
- Expected lifetime pages: 600,000
- **Equipment cost per page: $0.025**

### Lease Calculation:
- Monthly lease: $300
- Monthly volume: 10,000 pages
- **Lease cost per page: $0.03**

## 2. Supply Costs

### Toner/Ink Expenses:

**Black Toner:**
- Cost per cartridge: $120
- Yield: 15,000 pages
- **Cost per page: $0.008**

**Color Toner (Set of 3):**
- Cost per set: $450
- Yield: 12,000 pages
- **Cost per page: $0.0375**

### Paper Costs:
- Standard 20lb paper: $40/case (5,000 sheets)
- **Cost per page: $0.008**

### Other Supplies:
- Drum units: $200 per 100,000 pages = $0.002/page
- Waste toner: $30 per 50,000 pages = $0.0006/page
- Fusers: $300 per 200,000 pages = $0.0015/page

## 3. Service & Maintenance

### Service Contract Method:
- Monthly service fee: $200
- Includes all parts and labor
- Monthly volume: 10,000 pages
- **Service cost per page: $0.02**

### Pay-As-You-Go Method:
- Annual maintenance visits: 4 × $150 = $600
- Parts replacement: $800/year average
- Annual volume: 120,000 pages
- **Service cost per page: $0.0117**

## 4. Operational Costs

### Energy Consumption:
- Active printing: 600 watts
- Standby: 50 watts
- Daily usage: 4 hours active, 4 hours standby
- Electricity rate: $0.12/kWh
- Monthly energy cost: $20
- **Energy cost per page: $0.002**

### Labor Costs:
- Employee time loading paper: 15 min/day @ $20/hour = $5/day
- IT support: 2 hours/month @ $50/hour = $100
- Monthly pages: 10,000
- **Labor cost per page: $0.015**

### Space Allocation:
- Copier footprint: 20 sq ft
- Office rent: $30/sq ft/year
- Annual cost: $600
- **Space cost per page: $0.005**

## Real-World Examples

### Small Office (2,000 pages/month):
| Component | Cost per Page |
|-----------|--------------|
| Equipment lease | $0.075 |
| Toner (80% B&W, 20% color) | $0.014 |
| Paper | $0.008 |
| Service contract | $0.050 |
| Operations | $0.025 |
| **Total** | **$0.172** |

### Medium Business (20,000 pages/month):
| Component | Cost per Page |
|-----------|--------------|
| Equipment lease | $0.025 |
| Toner (70% B&W, 30% color) | $0.017 |
| Paper | $0.008 |
| Service contract | $0.015 |
| Operations | $0.010 |
| **Total** | **$0.075** |

### Large Corporation (100,000+ pages/month):
| Component | Cost per Page |
|-----------|--------------|
| Equipment (owned) | $0.015 |
| Toner (60% B&W, 40% color) | $0.020 |
| Paper | $0.007 |
| Service contract | $0.008 |
| Operations | $0.005 |
| **Total** | **$0.055** |

## Cost Reduction Strategies

### 1. Optimize Print Settings:
- Default to duplex: Save 40% on paper
- Draft mode for internal: Save 30% on toner
- B&W default: Save 75% on color costs

### 2. Implement Print Management:
- User authentication: Reduce waste by 20%
- Print quotas: Control excessive printing
- Job routing: Send to most efficient device

### 3. Negotiate Better Rates:
- Bundle service contracts
- Buy supplies in bulk
- Consider compatible toner
- Renegotiate lease terms

### 4. Right-Size Your Equipment:
- Match device to actual volume
- Eliminate underused printers
- Centralize printing stations

## Industry Benchmarks

### Average Cost Per Page by Industry:
- **Legal**: $0.08-$0.12 (high quality requirements)
- **Healthcare**: $0.06-$0.09 (compliance needs)
- **Education**: $0.04-$0.07 (high volume)
- **Corporate**: $0.05-$0.08 (mixed needs)
- **Government**: $0.03-$0.06 (contracts)

## TCO Calculation Worksheet

### Monthly Costs:
1. Equipment: $_______
2. Black toner: $_______ × pages ÷ yield
3. Color toner: $_______ × pages ÷ yield
4. Paper: $_______ × pages ÷ 5000
5. Service: $_______
6. Energy: $_______
7. Labor: $_______
8. Other: $_______

**Total Monthly Cost: $_______**
**Monthly Page Volume: _______**
**Cost Per Page: $_______**

## Advanced Considerations

### Variable Costs by Page Type:
- **Simple text**: $0.02-$0.04
- **Graphics-heavy**: $0.10-$0.20
- **Full-color photos**: $0.25-$0.50
- **Specialty paper**: Add $0.10-$0.30

### Hidden Waste Factors:
- Forgotten printouts: 10-15% waste
- Reprints due to errors: 5-8% waste
- Obsolete documents: 20% waste
- Test prints: 3-5% waste

## ROI of Cost Tracking

Companies that accurately track printing costs typically:
- Reduce printing by 20-30%
- Lower costs by 15-25%
- Improve document security
- Enhance environmental sustainability

## Conclusion

Understanding your true cost per page empowers better decisions about:
- Equipment purchases
- Service contracts
- Print policies
- Outsourcing decisions

**Action Steps:**
1. Audit current printing expenses
2. Calculate your actual cost per page
3. Compare to industry benchmarks
4. Implement cost reduction strategies
5. Monitor and adjust quarterly

Most businesses discover their actual printing costs are 40-60% higher than estimated. Use this knowledge to negotiate better contracts and implement effective print management strategies.