How to Calculate Cost Per Page
Complete guide to understanding your true printing costs
Quick Answer:
Cost Per Page (CPP) = (Toner Cost + Maintenance + Paper + Energy) ÷ Pages Printed
Typical ranges: Black & white: $0.01-0.03 per page | Color: $0.05-0.15 per page
Why Cost Per Page Matters
Understanding your true cost per page (CPP) is essential for managing printing expenses and making informed decisions about copier purchases or leases. Many businesses focus solely on equipment costs, but the real expense is in ongoing printing costs that can far exceed the initial investment.
The average office spends 1-3% of annual revenue on printing. By accurately calculating and reducing your CPP, you can save thousands of dollars per year.
$0.01-0.03
Typical B&W CPP
$0.05-0.15
Typical Color CPP
20-40%
Potential Savings
What Goes Into Cost Per Page
1. Toner & Supplies (40-60% of CPP)
The largest component of CPP. Includes toner cartridges, developer, drums, and fuser units.
- Black toner cartridge: $50-200, yields 5,000-30,000 pages
- Color toner set: $200-600, yields 3,000-15,000 pages each
- Typical cost: $0.006-0.012 per B&W page, $0.04-0.08 per color page
2. Maintenance & Service (20-30% of CPP)
Service contracts, repairs, and regular maintenance keep your copier running.
- Click charges: $0.005-0.01 per B&W, $0.04-0.08 per color (all-inclusive)
- Service contract: $50-300/month depending on volume
- Typically adds $0.002-0.005 per page
3. Paper (10-20% of CPP)
Often overlooked, paper costs add up quickly with high-volume printing.
- Standard 20lb paper: $20-40 per ream (500 sheets)
- Cost: $0.004-0.008 per sheet
- Premium or specialty paper can double this cost
4. Energy & Other Costs (5-10% of CPP)
Electricity, labor, and depreciation round out the total cost.
- Energy: $0.001-0.002 per page
- Labor (loading paper, clearing jams): Varies by organization
Step-by-Step Calculation
Calculate Toner Cost Per Page
Toner CPP = Toner Cartridge Price ÷ Page Yield
Example (Black & White):
- • Toner cartridge price: $120
- • Rated yield: 10,000 pages
- • Calculation: $120 ÷ 10,000 = $0.012 per page
Calculate Maintenance Cost Per Page
Maintenance CPP = Monthly Service Cost ÷ Monthly Page Volume
Example:
- • Monthly service contract: $150
- • Monthly volume: 25,000 pages
- • Calculation: $150 ÷ 25,000 = $0.006 per page
Note: If you have a click charge agreement, this already includes toner and maintenance. Don't double-count!
Add Paper Cost Per Page
Paper CPP = (Ream Price ÷ Sheets per Ream)
Example:
- • Paper ream price: $30
- • Sheets per ream: 500
- • Calculation: $30 ÷ 500 = $0.06 per sheet (or $0.012 per duplex page)
Calculate Total Cost Per Page
Complete Example:
• Toner cost: $0.012
• Maintenance: $0.006
• Paper: $0.006
• Energy: $0.001
Total CPP: $0.025 per page
At 25,000 pages/month, this equals $625/month or $7,500/year in printing costs.
10 Ways to Reduce Your Cost Per Page
1. Use Duplex (Double-Sided) Printing
Cuts paper costs in half instantly. Enable as default setting.
2. Print in Draft Mode When Possible
Uses 30-50% less toner for internal documents.
3. Use High-Yield Toner Cartridges
Lower CPP than standard cartridges (20-30% savings).
4. Negotiate Click Charges
Get competitive quotes. Rates vary widely between dealers.
5. Print B&W Instead of Color
Color costs 3-5x more. Use only when necessary.
6. Implement Print Management Software
Track usage, enforce rules, reduce waste by 20-30%.
7. Regular Maintenance
Prevents costly breakdowns and extends equipment life.
8. Buy Paper in Bulk
Volume discounts can save 10-20% on paper costs.
9. Right-Size Your Equipment
Match copier to actual volume for best CPP.
10. Consider All-Inclusive Contracts
Predictable costs, includes all supplies and service.
Common CPP Calculation Mistakes
Mistake #1: Using Manufacturer's Rated Yield
Manufacturer yields are based on 5% coverage. Real-world usage is often 8-15% coverage, giving you 40-60% fewer pages than rated. Solution: Track actual yields over time.
Mistake #2: Forgetting Non-Toner Consumables
Drums, developers, fuser units, and transfer belts cost money too. Solution: Include all consumables in your calculation or use click charge rates that cover everything.
Mistake #3: Double-Counting Click Charges
If you have a click charge agreement, it already includes toner and service. Don't add these separately. Solution: Click charge = your CPP (plus paper).
Mistake #4: Ignoring Waste
Test prints, jams, and unnecessary prints can account for 10-20% of volume. Solution:Track actual usage vs. necessary usage.