Introduction to CPP Agreements
A cost-per-page (CPP) agreement is a copier service contract where you pay a fixed rate for each page printed, copied, scanned, or faxed. Instead of purchasing toner separately, paying for service calls, and covering repair costs, a CPP agreement consolidates everything into one simple per-page charge.
CPP agreements are the most popular copier contract model for businesses because they make costs predictable and eliminate the hassle of managing supplies and service. You know exactly what each page costs, making budgeting straightforward. When you print 10,000 pages at $0.008 per page, you pay $80 - no surprises, no hidden fees.
These contracts work like a utility bill for your copier. High-volume months cost more, low-volume months cost less. This usage-based pricing ensures you only pay for what you actually use, making CPP agreements ideal for businesses with fluctuating print volumes.
CPP vs Click Charges: Same Thing?
Yes, cost-per-page (CPP) and click charges are the same concept - both charge a per-page fee that includes toner, service, and parts. The terms are used interchangeably in the copier industry. Some dealers prefer "CPP agreement" while others use "click charge contract," but they refer to the same service model.
How CPP Agreements Work
CPP agreements operate on a simple usage-tracking system. Your copier has built-in counters that track every page printed in black & white and color. At the end of each month, the dealer reads these counters (either remotely through network monitoring or via manual meter reads) and bills you based on actual usage.
The CPP Billing Process
Meter Reading
Your copier tracks B&W and color pages separately using internal counters. Most modern copiers report these counts automatically to the dealer via remote monitoring (DCA - Device Count Analytics). Some dealers still require manual meter reads.
Usage Calculation
The dealer calculates your monthly bill: (B&W pages × B&W CPP rate) + (Color pages × Color CPP rate). If you have a base volume minimum, the dealer compares your usage to your commitment and charges whichever is higher.
Automatic Supply Delivery
When toner runs low, the copier alerts the dealer (or you call). The dealer ships replacement toner at no additional charge - it's included in your CPP rate. You never buy toner separately or worry about running out.
Service & Maintenance
Scheduled maintenance (quarterly or bi-annual) and emergency repairs are included. When the copier breaks, you call the dealer and a technician arrives on-site at no extra charge. Parts, labor, and diagnostics are covered by your CPP rate.
Monthly Billing
You receive a monthly invoice showing B&W count, color count, rates, and total charges. Review this against your copier's meter reading to verify accuracy. Most dealers bill in arrears (you're billed at the end of the month for that month's usage).
Real-World Example
Your Contract: $0.008/page B&W, $0.07/page color
January Usage: 12,500 B&W pages, 3,200 color pages
B&W Cost: 12,500 × $0.008 = $100.00
Color Cost: 3,200 × $0.07 = $224.00
January Invoice: $324.00
During January, your copier automatically ordered toner twice when supplies ran low. A technician also performed scheduled maintenance and fixed a paper jam error. All of this was included in your $324 bill - no separate invoices, no surprise charges.
Base Volume Minimums
Many CPP agreements include base volume minimums - you commit to printing a minimum number of pages monthly. If you print less than your base volume, you still pay for the base. Example: 5,000-page base at $0.008 = $40 minimum monthly charge, even if you only print 2,000 pages. Negotiate base volumes carefully or eliminate them entirely.
What's Included vs What's Extra
Included in CPP
- All standard toner - CMYK (cyan, magenta, yellow, black) cartridges automatically shipped when needed
- Consumables - Drums, developers, waste toner containers, transfer belts, fuser units
- Preventive maintenance - Scheduled quarterly or bi-annual service visits to prevent breakdowns
- Emergency repairs - On-site technician visits for breakdowns, jams, error codes
- Replacement parts - Rollers, separation pads, pickup assemblies, imaging units
- Labor costs - All technician time, diagnostics, troubleshooting, installation
- Software & firmware - Updates, security patches, feature enhancements
- Remote monitoring - DCA (Device Count Analytics) for automatic meter reading and proactive support
NOT Included (Extra Charges)
- Paper - You purchase copy/printer paper separately (budget $30-50/month)
- Specialty toners - Metallic, white, fluorescent, or other non-standard toners cost extra
- Specialty media - Cardstock, labels, envelopes, glossy paper, transparencies
- User-caused damage - Drops, spills, abuse, or unauthorized repairs void coverage
- Initial installation - Delivery, unpacking, network setup may incur one-time fees ($100-300)
- Relocation - Moving copier to new location or office ($150-400 per move)
- After-hours service - Weekend, holiday, or emergency same-day service may cost extra
- Staples & finishing supplies - Staples, hole punch waste, booklet maker supplies
Coverage Varies By Dealer
Not all CPP agreements are equal. Some dealers exclude certain items like developer units, waste toner bottles, or color drums. Premium CPP agreements may include things like free paper delivery or after-hours service. Always get a written list of what's covered before signing. Ask specifically about: drums, fusers, developer units, waste containers, and staples.
Hidden Exclusions to Watch For
- • PM Kits: Some contracts charge separately for preventive maintenance kits ($200-500)
- • Color Drums: May be excluded on older contract templates (clarify upfront)
- • Travel Charges: Rural locations may incur mileage/travel fees per service visit
- • Network Issues: Problems caused by your network may not be covered
Pros and Cons of CPP Contracts
Advantages of CPP Agreements
Predictable Budgeting
Know exactly what each page costs. Multiply monthly volume by CPP rate for accurate budget forecasting.
All-Inclusive Service
Toner, parts, labor, and maintenance included. No surprise bills for repairs or consumables.
Scales With Usage
Pay only for what you print. Low-volume months cost less, high-volume months cost more.
No Upfront Costs
No toner inventory to purchase. Dealer manages supply levels and ships automatically.
Simplified Administration
One vendor, one invoice, one point of contact. Eliminates managing multiple suppliers.
Disadvantages of CPP Agreements
High-Volume Costs
At very high volumes (50K+/month), CPP costs can exceed all-inclusive contracts. Run the math.
Base Volume Minimums
You pay for committed base volume even if you print less. Can waste money in slow months.
Contract Lock-In
CPP agreements typically require 3-5 year commitments. Early termination penalties can be costly.
Rate Escalation
Annual escalation clauses (2-5%) increase your CPP rates over time, eroding initial savings.
Overage Penalties
Some contracts charge higher rates for pages exceeding base volume (10-25% premium).
Who Should Choose CPP Agreements?
CPP agreements work best for businesses printing 5,000-50,000 pages/month with variable volume. If your print volume fluctuates seasonally or month-to-month, CPP provides flexibility. Avoid CPP if you print very low volumes (<2,000/month - consider supplies-only) or very high consistent volumes (50K+/month - consider all-inclusive).
Ideal for: Small to medium businesses, law firms, accounting firms, medical offices, schools, nonprofits, and companies with seasonal fluctuations.
CPP vs All-Inclusive vs Supplies-Only
Choosing the right contract type depends on your print volume, budget preferences, and operational needs. Here's a detailed comparison of the three main copier contract types.
Cost-Per-Page (CPP)
Pricing: Pay per page printed
Includes: Toner, service, parts, labor
Best For: 5K-50K pages/month
Flexibility: Scales with usage
Typical Rates
$0.008/B&W
$0.065/color
- Predictable per-page costs
- Usage-based billing
- Base volume minimums
All-Inclusive
Pricing: Fixed monthly fee
Includes: Everything + paper
Best For: 50K+ pages/month
Flexibility: Unlimited usage
Typical Cost
$800-2K/month
Unlimited printing
- Unlimited print volume
- Includes paper delivery
- High fixed cost if low usage
Supplies-Only
Pricing: Per toner cartridge
Includes: Toner only, no service
Best For: <5K pages/month
Flexibility: Pay as needed
Typical Cost
$50-200/toner
Service billed separately
- Lowest cost for low volume
- Service calls cost extra
- Unpredictable repair costs
When to Choose Each Contract Type
Choose CPP (Cost-Per-Page) If:
- • Your volume fluctuates month-to-month or seasonally
- • You print 5,000-50,000 pages per month
- • You want predictable per-page costs but usage-based billing
- • You need toner, service, and parts included in one rate
- • You want to pay only for what you actually use
Example: A 20-person law firm prints 15,000 pages/month at $0.008 B&W + $0.07 color = $150-250/month depending on color usage. CPP provides flexibility for busy months (trial prep) and slow months (holidays).
Choose All-Inclusive If:
- • You print 50,000+ pages consistently every month
- • You want unlimited printing with zero overage concerns
- • You prefer fixed monthly costs for budgeting simplicity
- • You want paper delivery included (saves admin time)
- • Your volume is high enough that per-page charges exceed $1,000+/month
Example: A 100-person office prints 80,000 pages/month. At $0.008 B&W = $640+ just for B&W. All-inclusive contract at $900/month provides unlimited printing + paper delivery, saving money at high volumes.
Choose Supplies-Only If:
- • You print fewer than 5,000 pages per month
- • You have in-house IT that can handle basic maintenance
- • Your copier is under manufacturer warranty
- • You want the lowest possible fixed costs
- • You're willing to pay per-incident for service calls
Example: A 5-person startup prints 2,000 pages/month. CPP would cost $16/month minimum. Instead, buy toner every 6 months ($80) and pay for rare service calls ($150-250). Total annual cost: $300-500 vs $600+ with CPP.
Break-Even Analysis
Calculate your break-even point between contract types:
- • CPP vs Supplies-Only: CPP becomes cost-effective above 5,000 pages/month
- • CPP vs All-Inclusive: All-inclusive becomes cost-effective above 50,000-60,000 pages/month
- • Rule of thumb: If monthly CPP charges exceed $800-1,000, explore all-inclusive pricing
Calculating Your True CPP
The quoted CPP rate isn't always your actual cost per page. Base volumes, escalation clauses, and hidden fees can significantly impact your true cost. Here's how to calculate what you'll really pay.
Step 1: Calculate Base Cost
Example:
Monthly volume: 12,000 pages (10,000 B&W + 2,000 color)
B&W rate: $0.008/page
Color rate: $0.07/page
B&W: 10,000 × $0.008 = $80.00
Color: 2,000 × $0.07 = $140.00
Base Monthly Cost: $220.00
Step 2: Factor in Base Volume Minimum
If your contract has a base volume minimum, you pay for that minimum even if you print less.
Scenario: Base Volume Impact
Contract: 8,000-page base at $0.008 B&W
Actual usage: 6,000 B&W pages
You pay: 8,000 × $0.008 = $64 (not $48 for 6,000 pages)
Wasted cost: $16/month or $192/year for unused pages
Step 3: Account for Annual Escalation
Most CPP contracts include 2-5% annual rate increases. Calculate your cost over the full contract term.
5-Year Cost Projection with 3% Escalation
| Year | B&W Rate | Color Rate | Monthly Cost | Annual Cost |
|---|---|---|---|---|
| Year 1 | $0.008 | $0.070 | $220.00 | $2,640 |
| Year 2 | $0.00824 | $0.0721 | $226.60 | $2,719 |
| Year 3 | $0.00849 | $0.0743 | $233.40 | $2,801 |
| Year 4 | $0.00874 | $0.0765 | $240.40 | $2,885 |
| Year 5 | $0.00900 | $0.0788 | $247.60 | $2,971 |
| 5-Year Total | $14,016 | |||
Impact: 3% annual escalation adds $1,376 over 5 years compared to locked rates ($12,640 without escalation).
Step 4: Add Paper Costs
Paper isn't included in CPP agreements. Budget an additional $30-50/month for quality copy paper.
Complete Cost Calculation
Base CPP cost (Year 1): $220/month
Paper: $40/month
True Monthly Cost: $260
True Annual Cost: $3,120
True CPP Formula
To calculate your actual cost per page including all factors:
Example: ($220 CPP + $40 paper + $16 wasted base) ÷ 12,000 pages = $0.023/page true cost (vs $0.018 quoted rate).
Negotiating CPP Rates
CPP rates are highly negotiable. Dealers build significant margin into initial quotes, expecting negotiation. Use these proven tactics to save 15-30% on your CPP agreement.
7 Proven Negotiation Tactics
Get Competing Quotes
Request CPP quotes from at least 3 authorized dealers. Show each dealer the competing offers and ask them to beat it. Dealers will lower rates significantly when they know they're competing. Use the lowest quote as leverage with your preferred dealer.
Tip: Don't just compare headline rates - compare base volumes, escalation clauses, and what's included.
Commit to Higher Volume
Dealers offer steep volume discounts. Committing to 10,000+ pages/month can reduce rates by 15-25%. If you have multiple copiers or locations, bundle volume across all devices. Example: Three copiers printing 5,000/month each = 15,000 total volume for better rates.
Warning: Only commit to volume you'll actually use. Inflating projections backfires with base volume minimums.
Negotiate Contract Length
Dealers prefer longer contracts (3-5 years) for predictable revenue. Leverage this by asking for lower rates in exchange for a 4-5 year commitment. Alternatively, negotiate a 3-year contract with two 1-year renewal options at locked rates.
Counter-strategy: Shorter contracts (2-3 years) preserve flexibility to renegotiate sooner, but cost 10-15% more.
Eliminate or Reduce Base Volume
Base volume minimums benefit dealers, not you. Negotiate them down or remove them entirely. If the dealer insists on base volume, set it at 60-70% of your projected monthly usage to avoid paying for unused pages. Example: If you print 10,000/month, negotiate 6,000 base instead of the dealer's proposed 8,000.
Bundle Multiple Copiers
Multi-device contracts unlock fleet pricing. If you need 2+ copiers, bundle them in one CPP agreement for 10-20% per-unit savings. Even better: negotiate uniform rates across all devices regardless of model. This simplifies billing and prevents the dealer from charging higher rates on smaller units.
Remove or Cap Escalation Clauses
Annual 2-5% escalation clauses add thousands over multi-year contracts. Negotiate to: 1) Remove escalation entirely (price lock), 2) Cap at 2-3% maximum, 3) Tie to CPI (Consumer Price Index) for fair inflation adjustments, or 4) Delay escalation start (no increases for first 2 years).
Trade-off: Dealers may offer 0.5-1¢ higher initial rates for guaranteed price locks. Run the math - it's often worth it.
Time Your Negotiation
Negotiate at quarter-end or year-end when dealers need to hit sales quotas. Ask directly: "What additional discount can you offer if we sign before [quarter-end date]?" Dealers have more flexibility to discount when closing deals helps them meet targets.
Realistic Savings Targets
Target discount: 15-30% below initial quotes. Here's what to aim for:
- • Initial quote: $0.010 B&W, $0.08 color
- • After negotiation: $0.007-0.008 B&W, $0.06-0.07 color
- • High volume (20K+/month): $0.005-0.006 B&W, $0.05-0.06 color
- • Fleet pricing (3+ devices): Additional 10-15% discount on per-unit rates
Negotiation Mistakes to Avoid
- • Accepting first offer: First quotes have 20-40% margin built in - always negotiate
- • Focusing only on headline rates: Low CPP with high base volume can cost more than higher CPP with no base
- • Ignoring escalation: 5% annual increases compound to 27.6% over 5 years
- • Not reading fine print: Exclusions like color drums, PM kits, or travel charges add hidden costs
Frequently Asked Questions
What is a cost-per-page (CPP) agreement?
A cost-per-page (CPP) agreement is a copier service contract where you pay a fixed rate per printed page that typically includes toner, maintenance, parts, and service. CPP rates range from $0.005-$0.01 for B&W and $0.04-$0.10 for color. CPP agreements simplify budgeting by consolidating all operating costs into one predictable per-page fee.
What is included in a CPP agreement?
Standard CPP agreements include: all toner and consumables (toner cartridges, drums, developers), preventive maintenance visits, emergency service calls and repairs, replacement parts (fusers, rollers, transfer belts), labor costs, and firmware updates. Paper, specialty toners, user-caused damage, and after-hours service are typically NOT included.
What is the difference between CPP and all-inclusive contracts?
CPP (Cost-Per-Page) charges per actual page printed and includes toner, parts, and service. All-inclusive contracts charge a flat monthly fee regardless of usage and include everything CPP covers plus paper. Supplies-only contracts cover just toner/consumables with no service. CPP is best for variable volume, all-inclusive for consistent high volume, supplies-only for low volume.
How much does a CPP agreement cost?
Typical CPP rates: B&W pages: $0.005-$0.01 (average $0.008), Color pages: $0.04-$0.10 (average $0.065). Monthly costs depend on volume. Example: 10,000 pages/month (80% B&W, 20% color) = $64 B&W + $140 color = $204/month or $2,448/year. High-volume users (20K+/month) can negotiate rates as low as $0.005 B&W and $0.04 color.
What are the pros and cons of CPP agreements?
PROS: Predictable per-page costs, no upfront toner purchases, includes service and parts, scales with usage, easy budgeting. CONS: Costs can add up at high volumes, base volume minimums may waste money, long-term contracts lock you in, escalation clauses increase rates annually, overage penalties for excess use.
How do you calculate CPP costs?
Formula: (B&W pages × B&W CPP rate) + (Color pages × Color CPP rate). Example: 8,000 B&W at $0.008 = $64, 2,000 color at $0.07 = $140, Total = $204/month. To calculate true CPP: Add any base minimums, factor in escalation clauses (2-5%/year), include paper costs ($30-50/month), and check for overage penalties.
Can you negotiate CPP rates?
Yes, CPP rates are highly negotiable. Tactics: Get quotes from 3+ dealers, commit to higher volumes (save 15-30%), sign longer contracts (3-5 years), bundle multiple copiers, negotiate base volumes down or eliminate them, remove or cap escalation clauses at 2-3% max, ask for price-lock guarantees. Target 15-30% below initial quotes.
What is base volume in a CPP agreement?
Base volume is the minimum monthly pages you commit to print. You pay for base volume even if you print less. Example: 5,000-page base at $0.008 = $40 minimum monthly charge regardless of actual usage. If you exceed base volume, you pay standard CPP rates (or overage rates). Negotiate base volume low or eliminate it.
Should I choose CPP, all-inclusive, or supplies-only?
Choose CPP if: You print 5,000-50,000 pages/month with variable volume. Choose All-Inclusive if: You print 50,000+ pages/month consistently and want fixed costs. Choose Supplies-Only if: You print <5,000 pages/month and can handle repairs yourself. CPP offers the best balance for most businesses with moderate, fluctuating print volumes.
How do CPP escalation clauses work?
Escalation clauses automatically increase CPP rates annually (typically 2-5%). Example: $0.008 B&W with 3% escalation = $0.00824 Year 2, $0.00849 Year 3. Over 5 years, 3% escalation adds 15.9% to costs. Negotiate to: Remove escalation entirely (price lock), cap at 2-3% maximum, tie to CPI (inflation), or reduce escalation in exchange for longer contract.