Jun 7, 2025

What is the most cost-effective way to print

Every day your office churns out invoices, reports, proposals, and presentations. Yet few managers pause to measure exactly how much those pages actually cost. The answer matters, because cost effective printing solutions for businesses can shave thousands off annual budgets, free staff from frustrating downtime, and support sustainability goals. In this article we will unpack where printing expenses hide, compare buying versus leasing, examine maintenance options, and reveal why Perth-based PrintCom has become the go-to partner for companies that refuse to overpay for their pages.

The High Cost of Inefficient Printing

Let’s start with a reality check. Industry studies suggest that printing consumes up to 3% of a typical organisation’s annual revenue. Surprised? Consider everything bundled into that figure: hardware amortisation, toner and ink, paper, power, IT labour, outsourced repairs, and the productivity lost whenever staff stand around a flashing “paper jam” light. One Fortune 1000 audit found more than half of printed pages were never used—left on output trays or binned within 24 hours. Smaller businesses feel the pinch more acutely because they lack in-house print management teams. Every unmonitored toner order, every outdated single-function device humming in the corner, quietly eats profit. Imagine if you could redirect even half of that spend toward growth initiatives. That’s the promise of a structured, data-driven approach to printing.

Cost Effective Printing Solutions for Businesses: Core Strategies

Achieving sustainable savings requires more than buying a “cheaper” printer. It involves analysing total cost of ownership (TCO) across a document’s entire lifecycle. Below are four pillars you can implement immediately:

• Right-sizing the fleet: Match device speed and duty cycles to actual workload. Overspecification inflates purchase price and energy use.
• Standardising brands: Consolidate to a handful of models to simplify consumables, training, and spare-parts logistics.
• Rules-based printing: Deploy software that enforces duplex, monochrome, and pull-print defaults, cutting paper waste by up to 30%.
• Lifecycle management: Plan refresh cycles, lease terms, and disposal strategies to avoid emergency replacements that carry premium costs.

PrintCom assists clients through an initial site audit that maps device locations, page volumes, and failure rates. The resulting dashboard pinpoints quick wins—often swapping four aging desktop inkjets for a single multifunction laser that halves consumable spend while adding scanning and fax capabilities.

Choosing the Right Hardware: Buy, Lease, or Rent?

Hardware acquisition accounts for roughly 15-25% of total printing expenditure in the typical SMB. Should you own devices outright, finance them, or rent short-term? The answer hinges on cash flow, tax treatment, and projected utilisation. The comparison below highlights key considerations:

PrintCom, as an authorised dealer for Brother, Kyocera, HP, Oki, Epson, Fuji Xerox, and Samsung, offers all three models. A mining contractor recently opted for a 24-month rental fleet at remote FIFO sites—machines arrive preconfigured, run under a maintenance contract, and return once exploration wraps up. The contractor avoided capital expenditure and unpredictable repair bills while maintaining audit-grade documentation flow.

Hidden Costs: Consumables, Energy, and Downtime

Ink or toner may seem straightforward, yet genuine versus third-party cartridges can swing cost per page by 40% and simultaneously impact warranty coverage. Then there’s energy. ENERGY STAR-rated multifunction devices can reduce power draw by 20% compared with decade-old models. Downtime, however, dwarfs both line items. Gartner estimates each hour of printer unavailability costs the average employee seven minutes of lost productivity. Multiply that across an office, and unplanned outages could outstrip consumable costs entirely. PrintCom combats these drags on efficiency through automated toner fulfilment, remote monitoring that flags errors before they escalate, and guaranteed engineer response within four business hours across metropolitan Perth. The result? Predictable budgets and staff who stop improvising with local copy shops whenever the main workhorse fails.

Keeping Devices Running: Maintenance, Repairs, and Warranties

Even the best hardware fails without upkeep. Routine cleaning can extend fuser life by 50%, yet few companies schedule it. Preventive maintenance contracts deliver the discipline most offices lack. PrintCom’s plans bundle labour, spare parts, and consumables into a single click-charge rate, so you pay only for pages printed. Extended warranties up to five years further insulate budgets from “sudden death” board failures. Qualified technicians—many with manufacturer certifications—perform on-site repairs across everything from entry-level inkjets to A3 litho presses. One local accounting firm that processes 80,000 pages monthly reported repair-related downtime dropped from 18 hours per quarter to less than two once they switched to a PrintCom maintenance contract. The net saving, including reclaimed staff time and missed client deadlines, topped AU$12,000 annually.

Why PrintCom is Perth’s One-Stop Partner for Sustainable Savings

You could juggle multiple vendors—one for hardware, another for consumables, a third for service. Or you could consolidate under a provider with 35 years’ experience and a warehouse stocked with every major brand. PrintCom’s integrated offering includes:

Still wondering whether an all-in-one partner makes a difference? Consider a medium-sized law firm that approached PrintCom with spiralling toner bills. By switching to a click-charge maintenance contract and deploying Kyocera eco-tank devices, the firm cut colour cost per page from 21 cents to 9 cents—a 57% reduction. Extended warranties cushioned the hardware investment, and automated supplies freed legal assistants to focus on case prep, not cartridge stocktakes.

Ultimately, the most cost-effective way to print is to treat every page like any other business input—measured, optimised, and continuously improved. Whether you buy, lease, or rent, align acquisition with workflow, control consumables, and keep machines humming through proactive service. When those pieces work in concert, printing transforms from a sunk cost into a strategic enabler that speeds communication and safeguards data compliance. And if you prefer to hand that complexity to specialists, PrintCom’s end-to-end model delivers the cost effective printing solutions for businesses that modern organisations demand and deserve.