Introduction: The Toner Dilemma
One of the most important decisions when leasing or buying a copier is whether to include toner in your service contract or purchase it separately. This choice can significantly impact your total cost of ownership and operational efficiency.
Toner-included contracts (also called service contracts or click charge agreements) bundle toner, maintenance, parts, and service into a single per-page rate. You pay for what you print, and the dealer handles everything else - from automatic toner shipments to emergency repairs.
Toner-separate contracts require you to purchase toner cartridges independently, either from the dealer, manufacturer, or third-party suppliers. You may still have a service contract for maintenance and repairs, but toner costs are your responsibility.
The right choice depends on your print volume, budget predictability needs, and internal resources. This guide breaks down both options with real-world costs, pros and cons, and a decision framework to help you choose the most cost-effective approach for your business.
Quick Answer for Most Businesses
If you print 2,000+ pages per month, toner-included contracts almost always save money (30-60% cheaper all-in) and eliminate hassle. For very low-volume users (<1,000 pages/month), buying toner separately might be slightly cheaper if you can avoid service contracts.
Toner-Included Contracts (Click Charges)
Toner-included contracts operate on a click charge or cost-per-copy (CPC) model. You pay a fixed rate per page printed, and that rate includes toner, service, parts, and maintenance. It's an all-inclusive model designed for predictable budgeting and worry-free printing.
How Toner-Included Contracts Work
Per-Page Pricing: You pay a fixed rate per page - typically $0.005-$0.01 for black & white and $0.04-$0.10 for color.
Automatic Toner Delivery: Dealers monitor toner levels remotely and ship replacements before you run out. You never order toner manually.
Full Service Included: All maintenance, repairs, parts replacement, and technician visits are covered at no extra cost.
Monthly Billing: You receive a monthly invoice based on actual meter counts (pages printed). Higher volume months cost more; lower volume months cost less.
What's Included in Click Charges
- All Toner Cartridges: Black, cyan, magenta, yellow - unlimited replacements included
- All Service Calls: On-site technician visits for breakdowns, jams, and errors
- Replacement Parts: Drums, fusers, rollers, transfer belts, waste toner containers
- Preventive Maintenance: Scheduled cleaning, calibration, and inspections
- Software/Firmware Updates: Security patches and feature updates
- Remote Monitoring: Proactive issue detection and resolution
Typical Toner-Included Pricing
- • Low volume: $0.009-$0.012/page
- • Medium volume: $0.007-$0.009/page
- • High volume: $0.005-$0.007/page
- • Low volume: $0.08-$0.10/page
- • Medium volume: $0.06-$0.08/page
- • High volume: $0.04-$0.06/page
Pros of Toner-Included Contracts
Predictable Budgeting
Know exactly what each page costs. No surprise toner or repair bills.
Lower Per-Page Cost
Click charges cost 50-70% less than buying retail toner + service separately.
Zero Hassle
Never order toner, schedule service, or manage inventory. It's all automatic.
Guaranteed Response
Fast service response times (4-8 hours) ensure minimal downtime.
No Upfront Costs
No bulk toner purchases. Pay only for what you print each month.
Tax Benefits
Click charges are fully deductible operating expenses (OpEx vs CapEx).
Cons of Toner-Included Contracts
Base Volume Minimums
You may pay for unused pages if volume drops below committed minimum.
Long Contracts
Typically 3-5 year commitments with early termination penalties.
Rate Escalation
Many contracts include 2-5% annual price increases (negotiate to remove).
Vendor Lock-In
Switching dealers mid-contract is difficult and may incur penalties.
Toner-Separate Contracts (Buy Your Own)
With toner-separate contracts, you purchase toner cartridges independently - either from the manufacturer, authorized dealers, or third-party suppliers. You may still have a service contract for maintenance and repairs, but toner costs are separate from your service fees.
How Toner-Separate Contracts Work
Self-Ordering: You monitor toner levels and order replacement cartridges when needed from your chosen supplier.
Upfront Payment: You pay for each toner cartridge at purchase ($80-$400 per cartridge depending on type and brand).
Optional Service Contract: You may pay a separate monthly fee ($50-200/month) for maintenance and repairs, or pay per service call ($100-250 per visit).
Inventory Management: You handle toner storage, track usage, and ensure you never run out before replacements arrive.
Toner Cost Analysis
OEM (Manufacturer) Toner Costs
Compatible/Remanufactured Toner Costs
Warning: Third-Party Toner Risks
Using third-party or remanufactured toner typically voids your warranty and service contract. Dealers may refuse service on copiers using non-OEM toner. Poor-quality toner can damage drums, fusers, and other components, leading to costly repairs. Only use third-party toner if you own the copier outright and handle repairs yourself.
Pros of Buying Toner Separately
No Contract Commitment
Freedom to switch suppliers, brands, or cancel service anytime.
Potential Savings (Low Volume)
For users printing <1,000 pages/month, buying toner may be slightly cheaper.
Choice of Suppliers
Shop around for best prices, use third-party toner (if you own the copier).
No Base Volume
Pay only for toner you actually use. No minimum monthly commitments.
Cons of Buying Toner Separately
Much Higher Per-Page Cost
Retail toner costs 2-4x more per page than click charge rates.
Large Upfront Costs
Spend $500-1,500 upfront for a full set of color toner cartridges.
Service Not Included
Pay separately for repairs ($100-250/call) or monthly service contract ($50-200/month).
Manual Management
You must monitor levels, order replacements, manage inventory, and handle shipping delays.
Risk of Downtime
Run out of toner before replacement arrives = printer downtime and lost productivity.
Unpredictable Budgeting
Toner and repair costs vary monthly, making budget forecasting difficult.
Cost Comparison: Real-World Examples
Let's compare the total cost of ownership for toner-included vs toner-separate contracts across different usage scenarios.
Scenario 1: Small Office (5,000 pages/month)
Toner-Included Contract
• 4,000 B&W @ $0.008/page = $32.00
• 1,000 color @ $0.07/page = $70.00
Monthly Total: $102.00
Annual: $1,224
Includes: All toner, service, parts, maintenance
Buy Toner Separately
• Toner cost: $120/month (avg)
• Service contract: $75/month
• Parts/repairs: $30/month (avg)
Monthly Total: $225.00
Annual: $2,700
Toner-included saves: $1,476/year (55%)
Scenario 2: Medium Office (15,000 pages/month)
Toner-Included Contract
• 12,000 B&W @ $0.007/page = $84.00
• 3,000 color @ $0.06/page = $180.00
Monthly Total: $264.00
Annual: $3,168
Includes: All toner, service, parts, maintenance
Buy Toner Separately
• Toner cost: $350/month (avg)
• Service contract: $120/month
• Parts/repairs: $80/month (avg)
Monthly Total: $550.00
Annual: $6,600
Toner-included saves: $3,432/year (52%)
Scenario 3: Very Low Volume (800 pages/month)
Toner-Included Contract
• 640 B&W @ $0.01/page = $6.40
• 160 color @ $0.09/page = $14.40
• Base minimum: $50/month
Monthly Total: $50.00
Annual: $600
Note: Base volume minimum applies
Buy Toner Separately
• Toner cost: $25/month (avg)
• Pay-per-call service: $15/month (avg)
• No service contract needed
Monthly Total: $40.00
Annual: $480
Buy separate saves: $120/year (20%)
The Tipping Point
Toner-included contracts become cheaper at around 1,500-2,000 pages/month. Below that threshold, buying toner separately might save small amounts, but you lose convenience and predictability. Above 2,000 pages/month, toner-included saves significant money (30-60%) and eliminates hassle.
Which is Better for Your Business?
Choose Toner-Included Contracts If:
You Print 2,000+ Pages Per Month
Higher volume makes per-page pricing significantly cheaper than buying toner retail.
You Want Predictable Budgets
Fixed per-page pricing means no surprise bills for toner or repairs.
You Value Convenience
Automatic toner delivery and full-service support mean you never think about printer maintenance.
You Don't Want to Manage Inventory
No need to track toner levels, place orders, or store backup cartridges.
Downtime is Costly
Fast service response times (4-8 hours) minimize productivity loss from printer issues.
Choose Buying Toner Separately If:
You Print Less Than 1,000 Pages Per Month
Very low volume makes base minimums expensive. Buying toner as-needed may be slightly cheaper.
You Own Your Copier Outright
No lease or service contract means flexibility to use third-party toner and manage your own repairs.
You Have IT Staff to Manage Supplies
Internal resources can handle ordering, inventory, and basic troubleshooting.
You Don't Want Long Contracts
Prefer month-to-month flexibility over 3-5 year commitments with early termination penalties.
Our Recommendation
For 95% of businesses, toner-included contracts are the better choice. The combination of lower per-page costs, zero hassle, and predictable budgeting outweigh the minor flexibility of buying toner separately.
The only exception is very low-volume users (<1,000 pages/month) who don't need regular service. For everyone else, negotiate aggressively on click charge rates, eliminate or reduce base volume minimums, and enjoy worry-free printing.
Decision Framework: 3-Step Process
Calculate Your True Monthly Volume
Check your current copier's meter counts or estimate based on your team size and workload:
- •Under 1,000 pages/month = Consider buying separate (minimal savings, but more flexibility)
- •1,000-2,000 pages/month = Break-even zone (either option works, convenience favors toner-included)
- •2,000+ pages/month = Strong case for toner-included (30-60% cost savings + convenience)
Get Quotes and Compare Total Cost
Request quotes from 3+ dealers for toner-included contracts, then compare to buying toner retail:
Toner-Included Total Cost:
(Monthly pages × click charge rate) = All-in monthly cost
Toner-Separate Total Cost:
Toner cost/month + Service contract/month + Repairs/month = Total monthly cost
Whichever is lower by 15%+ is your best choice. If they're within 10%, choose toner-included for convenience.
Negotiate Contract Terms Aggressively
If you choose toner-included, negotiate these key terms:
- •Click charge rates: Target $0.006-$0.008 B&W, $0.05-$0.07 color (15-30% below initial quote)
- •Base volume: Negotiate down to 50-70% of actual volume or eliminate entirely
- •Escalation: Remove annual rate increases or cap at 2-3% maximum (tied to CPI)
- •Overage rates: Ensure overage charges equal your base rate (no penalty for exceeding volume)
- •Service response: Guarantee 4-8 hour on-site response for critical issues
Frequently Asked Questions
Should I buy toner separately or include it in my copier contract?
For most businesses printing 2,000+ pages/month, toner-included contracts (click charges) are cheaper and more convenient. You pay $0.005-$0.01/page for B&W and $0.04-$0.10/page for color, which includes toner, service, and parts. Buying separately only makes sense for very low-volume users (<1,000 pages/month) who don't need service contracts.
How much does copier toner cost if I buy it separately?
Retail toner costs vary widely: OEM (manufacturer) toner: $150-$400 per cartridge ($0.015-$0.04/page), Compatible/remanufactured: $80-$200 per cartridge ($0.01-$0.025/page). High-capacity toners offer better per-page costs. For high-volume copiers, retail toner costs 2-4x more per page than click charge rates.
What is included in a toner-included contract?
Toner-included contracts (also called service contracts or click charge agreements) include: all toner cartridges (CMYK), all service calls and labor, replacement parts (drums, fusers, rollers), scheduled preventive maintenance, software/firmware updates, and on-site technician support. You only pay for paper separately.
Can I save money by buying third-party toner?
Sometimes, but with major risks. Third-party toner costs 40-60% less than OEM, but: 1) Voids your warranty and service contract, 2) May damage your copier (poor quality toner), 3) Causes more breakdowns and service calls, 4) Dealers refuse service on machines using third-party toner. Only use third-party toner if you own the copier outright and handle your own repairs.
What is the real cost per page with toner-included contracts?
Toner-included click charge rates: B&W: $0.005-$0.01/page (avg $0.008), Color: $0.04-$0.10/page (avg $0.065). These rates include toner + service + parts. Buying toner separately costs $0.015-$0.04/page for just the toner, plus $50-150/hour for service calls. Click charges are typically 50-70% cheaper all-in.
How do I know if my volume justifies a toner-included contract?
Calculate your monthly volume and compare: Under 1,000 pages/month: Buy toner separately may be cheaper (no base volume commitment). 1,000-5,000 pages/month: Toner-included starts saving money due to lower per-page costs. Over 5,000 pages/month: Toner-included is almost always cheaper (30-60% savings). Use a cost calculator to compare both options with your actual usage.
Can I negotiate better toner-included rates?
Absolutely. Toner-included click charges are highly negotiable. Tactics: Get quotes from 3+ dealers and compare rates, commit to higher monthly volume for 15-30% discounts, sign longer contracts (3-5 years) for better pricing, bundle multiple copiers for fleet discounts, negotiate to remove/reduce base volume minimums. Target: $0.006-$0.008 B&W, $0.05-$0.07 color.
What happens if I run out of toner with a toner-included contract?
With toner-included contracts, the dealer monitors your toner levels (via remote monitoring or automatic alerts) and ships replacement toner automatically before you run out. You never pay extra for toner cartridges - they're included in your per-page rate. Most dealers ship toner overnight or within 1-2 business days at no extra cost.
Are there hidden fees in toner-included contracts?
Potential hidden fees to watch for: Base volume minimums (pay for unused pages), overage charges (higher rates above committed volume), annual escalation clauses (2-5% rate increases yearly), minimum contract terms (3-5 years with early termination fees), after-hours service fees, relocation/move fees. Always read the fine print and negotiate these terms before signing.
Can I switch from buying toner separately to a toner-included contract?
Yes, but it depends on your current situation. If you own your copier: Contact dealers to add a service contract with toner included (costs more than lease contracts). If you lease your copier: Negotiate to add toner at your next renewal or upgrade. If you're mid-contract: May need to wait until contract end or pay early termination fees. Most businesses switch to toner-included when they upgrade copiers.