Printing Cost Calculation

Which printer has the lowest printing costs?

Is the printer often in use and needs to print paper almost non-stop? Do you need to buy new toner or new printer cartridges all the time? When you want to know if you can save on printing costs, you first have to find out how much you spent on one printed page. The cost per printed page can be compared to whether savings in consumables are possible. When it comes to buying a new printer, you can set the course for the lowest possible printing costs right from the start.

You want to calculate the printing costs for a specific printer model?

We compared the printing costs for more than 500 printers:



Printing Cost Calculation - all facts at a glance

calculating printing costs

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Printing costs determine the efficiency of a printer. The total costs result from the price of the printer and the cost of supplies, which include electricity costs, ink cartridges or toner and paper. Since a printer wears off faster when it requires a large amount of paper, the wear factor also plays a role in the calculation of printing costs.

The Output Analysis

While the printing costs in a private household are within a relatively manageable framework, this is different in many companies. With an output analysis it is determined who prints when, what, how much and with which printer. All printers will be checked at their expense. The entire print environment plays a role in the actual printing costs. This includes not only the parameters of each individual printer, but also the organization of the printing processes. An output analysis provides an overview of costs, processes and technology and forms a solid basis for reducing costs and optimizing processes. The printing cost calculater provides you with a reliable result for the optimization of your printer infrastructure.

Printing Cost Calculation: This is how it works!

Initially the basis for a cost calculation is the price of the paper together with the price for ink or toner.

  • Costs for paper: Paper is bought in packages. The price of the package is divided by the number of sheets in the package. This calculates the cost of a single sheet of paper. When the package costs five Euros and contains 500 sheets of paper, a single sheet costs 0.01 €.
  • Costs for ink and toner: You can find information about how productive the ink or toner is on the packaging of a cartridge. Is noted that 50 pages can be printed with 100% ink coverage, the cartridge can fabricate a total of 50 completely black printed pages. However, since normally only 5% of a printed page are covered with black ink or toner on a standard text page, the cartridge should last for about 750 pages.
  • Total cost calculation: When the price of a cartridge is divided by the number of pages it can print, it showes us the cost for one printed sheet. The cost for one sheet of paper and one printed sheet of paper added together, result in the price for one printed sheet of paper. However, neither the power consumption nor the purchase price for the printer are included in this calculation.

If you would like to have overview of the total printing costs you must include indirect costs in addition to the direct consumption costs (for toner, ink, paper, energy and replacement parts). Indirect costs include for example the training of the users, time and costs for the installation, maintenance, and repair, but also the expenses for administration and logistics.

How to Reduce Printing Costs

There are some helpful measures for reducing your printing costs effectively and quickly:

  • First of all every printer, the actual amount of printed paper and the resulting printing costs are analyzed. From this the actual printing costs are determined and an optimized printing environment can be created.
  • Introducing Managed Print Services (MPS): MPS control all products and activeties and ensure that all printers, copiers, scanners, and MFPs work perfectly at any time. MPS can partly be automated.
  • Useing a document management system that automates and optimizes intensive processes and significantly improves efficiency.
Lower Printing Costs

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Immediate Actions to Reduce Printing Costs:

  • Print on both sides of the paper (duplex printing) or even halve the page size so that two document pages fit on one side of the sheet.
  • If compatible cartridges are used for toner, use those with high duration.
  • If differently sized cartridges can be used, the larger ones should be chosen, as they are often a little cheaper.
  • When you don't print much an inkjet printer is more cost efficient for you. It requires less space, less energy and produces less waste.
  • New printer models use less energy, print pages more cost efficent and need less maitanance or service.
  • Using a Printer Online Management Client, gives you a complete overview of all printing systems.
  • Multifunctional printers (MFP) can replace individual devices. MFP not only reduce the administrative and service costs, but also lower the energy consumption.
  • Use software that distributes print jobs automatically and selects the printer with the cheaper page price.
  • Don't print everything in color.

The Benefits of Managed Print Services

Using Managed Print Services (MPS) can save up to 30% of printing costs. The first step is an audit: The data of all printers and MFP devices is collected including the corresponding print volume per month. From this collected data the actual print volume is determined. Sometimes over the years a fleet of different printers and devices has been purcased for the individual departments of an company. This multitude of different and difficult to manage devices can be replaced by high-performance multifunctional printers. The MFPs are provided by the manufacturer. The basis for MPS is the price per printed page. Any business using MPS knows exactly what one printed page costs. Depending on the contract, service and maintenance are included.

Document Management: Manage all your Documents Digitally

Benefits of Managed Print Services

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A document management system can manage, store, search and retrieve digital documents. But that's not all: By using a document management system, all your documents are quickly available everywhere. Documents can be easily shared between employees. The context and content of the documents can be quickly identified, so that they can be used efficently. All recurring processes can be automated, so that the electronic filing is done efficiently, quickly and easily. A good document management system is easy to handle and does not require a long time training. Employees can work with it in a short time. The installation is as easy as the configuration, the operation is intuitive. A document management system can be integrated into the existing processes and complement the existing system effectively. Even if the investment into a document managment system costs a bit, the resulting savings are usually high and ensure a quick return on investment.

A Document Management System ensures that all documents are easily accessible by everybody. This applies to e-mails, files, invoices and other content alike. This means that less and less paper is used - alone the savings in printing costs for invoices can be very high. A document management system can reduce printing costs efficiently.


Printing costs can weigh heavily on the budget of a business with a high print volume. Be well informed before buying a printer and use our printing cost calculator! An output analysis gives insight into the necessary information which allows a realistic calculation. The collected facts and details are crucial to the choice of a printer model. Our manufacturer independent printer consultant guarantees the best value for money.


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