How to Reduce Copier Costs: 15 Proven Money-Saving Strategies

# How to Reduce Copier Costs: 15 Proven Money-Saving Strategies

Copier and printing costs can consume 1-3% of company revenue. Use these proven strategies to cut expenses by 20-40% without sacrificing productivity.

## Understanding Your Current Costs

Before optimizing, measure your baseline:

### Track These Metrics
- **Total monthly pages**: B&W and color separately
- **Cost per page**: Current rates
- **Supply costs**: Toner, paper, maintenance
- **Service costs**: Contract fees, repairs
- **Equipment costs**: Lease/depreciation
- **Energy costs**: Power consumption
- **Waste**: Uncollected prints, errors

### Calculate Total Cost
**Monthly Copier Costs** =
- Equipment (lease/depreciation)
+ Supplies (toner, drums, etc.)
+ Paper
+ Service contract
+ Energy
+ Admin time

Most businesses spend **$50-$300 per employee per year** on printing.

## Strategy 1: Implement Pull Printing (Save 10-30%)

### What is Pull Printing?
Users authenticate at device before printing:
- Jobs held in queue until user at printer
- Swipe card, enter PIN, or use mobile app
- Print releases, others auto-delete after timeout

### Why It Saves Money
**Eliminates waste from**:
- Forgotten print jobs (15-30% of all prints)
- Printed to wrong device
- Multiple copies of same document
- Confidential docs left in tray
- Print-and-change-mind situations

### Savings Example
Office with 50 employees:
- 500 pages/employee/month = 25,000 pages
- 20% waste = 5,000 pages saved
- $0.05/page × 5,000 = **$250/month = $3,000/year**

### Implementation
- Enable on existing copiers (often free feature)
- Add card readers if needed ($200-$500/device)
- Configure authentication (LDAP/Active Directory)
- Train users on release process
- Set auto-delete timeout (4-24 hours)

## Strategy 2: Default to Duplex (Save 50% on Paper)

### Automatic Double-Sided Printing
Configure all printers/copiers:
- Duplex as default setting
- User must manually select simplex if needed
- Most users won't change default

### Savings Impact
**Paper reduction**:
- 50% fewer sheets used
- Less storage space needed
- Fewer paper purchases
- Reduced shipping/handling

**Cost example**:
- 25,000 pages/month
- $30 per case (5,000 sheets)
- Current: 5 cases = $150/month
- With duplex: 2.5 cases = $75/month
- **Savings: $75/month = $900/year**

### Additional Benefits
- Reduce storage footprint
- Easier document handling
- More professional appearance
- Environmental benefits

## Strategy 3: Enforce Black & White Default (Save 40-60%)

### Color vs. B&W Costs
Typical cost difference:
- B&W: $0.01-0.02 per page
- Color: $0.05-0.15 per page
- **Color is 5-10× more expensive**

### Implementation Strategy
**Set B&W as default**:
- All copiers and printers
- Require conscious choice for color
- Train users when color is appropriate

**When to use color**:
- Client-facing materials
- Marketing documents
- Presentations
- Photos/graphics requiring color
- External communications

**When B&W is fine**:
- Internal memos
- Email attachments
- Drafts
- Personal use
- Data/spreadsheets

### Savings Example
Office printing 30% color, 70% B&W:
- 10,000 pages/month
- Current: 3,000 color @ $0.08 = $240
- After: 1,000 color @ $0.08 = $80
- **Savings: $160/month = $1,920/year**

## Strategy 4: Implement Print Rules and Quotas

### Usage Policies
**Set reasonable limits**:
- Individual monthly quotas
- Department budgets
- Cost center tracking
- Management oversight

### Print Rules
**Automatic enforcement**:
- Block color over certain pages
- Force duplex over 2 pages
- Prevent large jobs to desktop printers
- Route high-volume to efficient devices
- Block oversized paper without approval

### Software Solutions
**Print management tools** ($5-$15/user/year):
- PaperCut
- Equitrac
- UniPrint
- Print Audit
- Y Soft SafeQ

**Features**:
- Track all printing activity
- Allocate costs to departments
- Enforce rules automatically
- Generate detailed reports
- User self-service portal

### Behavioral Impact
**When users see costs**:
- Print awareness increases
- Unnecessary printing decreases
- Digital alternatives adopted
- Personal printing reduced

**Typical reduction**: 15-25% overall volume

## Strategy 5: Consolidate Devices (Save 30-40%)

### The Problem with Desktop Printers
**Why they're expensive**:
- High cost per page ($0.10-0.30)
- Inefficient supply usage
- Frequent service needs
- Energy inefficient
- No usage controls

### Right-Sizing Your Fleet
**Assess your needs**:
- Count total devices
- Measure actual usage per device
- Identify underutilized units
- Calculate consolidation opportunities

**Optimal ratios**:
- Office workers: 10-15 users per MFP
- Creative teams: 5-8 users per device
- Production: 20-30 users per device

### Consolidation Strategy
**Replace desktop printers with**:
- Fewer shared MFPs
- Strategically placed
- Right-sized for actual volume
- Network-connected
- Managed centrally

### Savings Example
Company with 50 employees:
- **Before**: 20 desktop printers + 3 MFPs
- **After**: 0 desktop printers + 5 MFPs
- **Savings**:
- Device costs: $10,000/year
- Supplies: $15,000/year
- Service: $5,000/year
- **Total: $30,000/year**

## Strategy 6: Negotiate Better Service Contracts

### Current Contract Analysis
**Review your agreement**:
- Cost per page rates
- Included supplies
- Response time guarantees
- Coverage hours
- Minimum usage requirements
- Contract term

### Negotiation Tactics

**Get competitive quotes**:
- Contact 3-5 dealers
- Request identical terms
- Compare line-by-line
- Use best offer as leverage

**Negotiable items**:
- Monthly rate (often 10-20% flexible)
- Overage charges
- Response time
- Included supplies
- Training sessions
- Trial period
- Contract length

**Timing matters**:
- Best: 3-6 months before expiration
- Good leverage: Multiple quotes in hand
- Strong position: Consolidating dealers

### Alternative Models
Consider different structures:
- **Flat-rate**: Predictable cost, good for high volume
- **Cost-per-copy**: Pay only for usage
- **Managed print services**: Comprehensive management
- **Equipment-only**: Buy supplies separately

## Strategy 7: Buy Compatible Supplies (Save 30-50%)

### OEM vs. Compatible Debate

**OEM (Original Equipment Manufacturer)**:
- Guaranteed quality
- Full warranty protection
- Highest cost
- Brand peace of mind

**Compatible/Remanufactured**:
- 30-70% cheaper
- Good quality from reputable vendors
- May affect warranty
- Environmental benefits

### Making It Work
**Start small**:
- Test with low-priority devices
- Buy from reputable suppliers
- Check reviews carefully
- Verify warranty implications

**Reputable brands**:
- LD Products
- Cartridge World
- Precision Roller
- Supplies Network

### Risk Mitigation
**Protect yourself**:
- Buy from established suppliers
- Check satisfaction guarantees
- Verify warranty terms with manufacturer
- Keep OEM for critical devices
- Test quality regularly

### Savings Example
Office using $500/month OEM toner:
- Switch to compatible: $300/month
- **Savings: $200/month = $2,400/year**

### Important Note
**Avoid compatibles if**:
- Mission-critical device
- Warranty concerns
- Photo/high-quality color
- Production environment
- Manufacturer voids warranty

## Strategy 8: Optimize Device Placement

### Strategic Positioning
**Reduce travel time**:
- Central to users
- Minimize walking distance
- Easy access for all
- Near high-traffic areas

**Convenience factor**:
- Every 50 feet walked = user less likely to use
- Inconvenient = desktop printing increases
- Optimal: 50-100 feet from any desk

### Productivity Impact
**Time savings**:
- Less time walking
- Fewer interruptions
- Reduced wait times
- Better workflow

**Cost impact**:
- 5 minutes/day saved × 50 people = 250 minutes
- 250 minutes × 250 days = 1,042 hours/year
- 1,042 hours × $40/hour = **$41,680/year**

## Strategy 9: Reduce Paper Waste

### Digital Alternatives
**Go paperless where possible**:
- Digital signatures (DocuSign, Adobe Sign)
- Email instead of print
- Cloud file sharing
- Electronic forms
- Digital workflows
- Scan-to-email

### Paper Management
**When printing is necessary**:
- Use draft mode for reviews
- Print preview before printing
- Correct errors before printing
- Use scrap paper for drafts
- Set narrow margins
- Reduce font size slightly (readable)

### Savings Calculation
Reduce printing by 30%:
- 25,000 pages/month
- 7,500 pages saved
- $0.05/page total cost
- **Savings: $375/month = $4,500/year**

## Strategy 10: Regular Maintenance

### Preventive Maintenance Benefits
**Reduces costs through**:
- Fewer breakdowns
- Extended device life
- Consistent quality
- Lower repair costs
- Less downtime

### Maintenance Schedule
**Monthly**:
- Clean exterior
- Check paper path
- Verify supplies
- Test all functions
- Check error logs

**Quarterly**:
- Professional cleaning
- Replace wear items
- Firmware updates
- Settings optimization
- Performance testing

**Annually**:
- Comprehensive service
- Replace maintenance kits
- Calibration
- Deep cleaning
- Upgrade firmware

### Cost Impact
**Preventing one major repair**:
- Average repair: $500-$2,000
- Downtime cost: $1,000-$5,000
- User frustration: Priceless

**ROI**: Maintenance costs $100-$300/year but prevents $1,000-$7,000 in issues

## Strategy 11: Monitor and Report

### What to Track
**Key metrics**:
- Total pages (B&W and color)
- Cost per page
- Pages per user
- Pages per department
- Device utilization rates
- Waste percentage
- Supply consumption
- Service incidents

### Reporting Tools
**Built-in capabilities**:
- Device embedded software
- Manufacturer portals
- Dealer dashboards

**Third-party solutions**:
- Print management software
- Network monitoring tools
- Cost accounting systems

### Using Data
**Monthly review**:
- Identify unusual usage
- Spot wasteful practices
- Find optimization opportunities
- Track against goals
- Benchmark departments

**Quarterly analysis**:
- Trend identification
- ROI measurement
- Strategy adjustment
- Budget forecasting

## Strategy 12: Employee Education

### Training Topics
**Teach users**:
- True cost of printing
- Environmental impact
- Best practices
- Digital alternatives
- Device features
- Troubleshooting basics

### Communication Methods
**Regular reminders**:
- Monthly newsletters
- Posters near devices
- Email tips
- Lunch-and-learn sessions
- New hire orientation
- Screensaver messages

### Behavioral Change
**Make it easy to do right**:
- Clear instructions at devices
- Simple processes
- Convenient alternatives
- Positive reinforcement
- Recognition programs

**Typical impact**: 10-20% reduction in wasteful printing

## Strategy 13: Right-Size Equipment

### Matching Device to Need
**Small workgroups** (1-5 users):
- Desktop MFP
- 20-30 ppm
- Basic features
- $150-$300/month lease

**Medium teams** (5-15 users):
- Floor-standing MFP
- 35-55 ppm
- Advanced scanning
- $300-$600/month lease

**Large departments** (15-50 users):
- Production MFP
- 60-90 ppm
- Finishing options
- $600-$1,200/month lease

### Over-Equipped Costs
**Why bigger isn't better**:
- Higher lease payments
- More expensive supplies
- Higher service costs
- Wasted capacity
- Unnecessary features

### Under-Equipped Problems
**Why too small hurts**:
- Slow performance
- User frustration
- Excessive wear
- Frequent repairs
- Shortened lifespan

## Strategy 14: Implement Managed Print Services (MPS)

### What is MPS?
**Comprehensive management**:
- Fleet assessment
- Device consolidation
- Proactive monitoring
- Automatic supply replenishment
- Predictable monthly costs
- Continuous optimization

### MPS Benefits
**Cost savings**:
- 15-30% average reduction
- Consolidated billing
- Reduced admin time
- Optimized fleet
- Better pricing

**Operational benefits**:
- Less downtime
- Automatic supplies
- No emergency ordering
- Proactive maintenance
- Strategic planning

### Choosing an MPS Provider
**Evaluate on**:
- Experience in your industry
- Service quality/reviews
- Technology platform
- Reporting capabilities
- Contract flexibility
- Pricing transparency

## Strategy 15: Consider Upgrading

### When to Upgrade
**Old equipment costs more**:
- Higher cost per page
- Frequent repairs
- Inefficient supplies
- Limited features
- No management capabilities

### ROI of New Equipment
**Modern devices offer**:
- 30-50% lower cost per page
- Energy efficiency (50-75% less power)
- Better reliability
- Advanced features
- Management integration

### Upgrade Analysis
**Compare**:
- Current total cost
- New equipment cost
- Operating cost difference
- Feature improvements
- Productivity gains

**Typical payback**: 12-36 months

## Putting It All Together

### Implementation Roadmap

**Phase 1 (Month 1-2): Quick Wins**
- Enable pull printing
- Set duplex default
- Force B&W default
- User education campaign

**Expected savings**: 15-25%

**Phase 2 (Month 3-6): Optimization**
- Implement print rules
- Consolidate devices
- Negotiate contracts
- Test compatible supplies

**Additional savings**: 10-15%

**Phase 3 (Month 6-12): Strategic**
- Consider MPS
- Upgrade old equipment
- Advanced workflow automation
- Continuous improvement

**Additional savings**: 5-10%

### Total Potential Savings
**Conservative estimate**:
- Starting cost: $5,000/month
- Phase 1: Save 20% = $1,000/month
- Phase 2: Save 10% more = $500/month
- Phase 3: Save 5% more = $250/month
- **Total: 35% = $1,750/month = $21,000/year**

## Success Metrics

### Track Progress
**Monthly KPIs**:
- Total cost
- Pages printed
- Cost per page
- Waste percentage
- User satisfaction

### Celebrate Wins
**Share results**:
- Monthly reports
- Department comparisons
- Year-over-year trends
- Environmental impact
- Cost savings achievements

## Conclusion

Reducing copier costs doesn't require sacrifice—just smart management:

**Key Strategies**:
1. Pull printing (10-30% savings)
2. Duplex default (50% paper reduction)
3. B&W default (40-60% on color costs)
4. Print rules and quotas (15-25% reduction)
5. Device consolidation (30-40% savings)

**Remember**:
- Start with easy wins
- Measure everything
- Involve users positively
- Optimize continuously
- Celebrate successes

**Most organizations can cut costs 20-40%** within 12 months using these strategies.

Ready to start saving? Use our [cost reduction calculator](/tools/savings-calculator) or [schedule a print assessment](/consultation).