The True Cost of Printing: Calculate Your Real Cost Per Page | Save Money

Many businesses and households regard printing as a mere necessity, without appreciating its true financial impact. That fancy printer you purchased on offer could, in fact, end up costing you a small fortune over its lifetime. Research indicates that printing typically accounts for 1-3% of a company’s annual revenue—a figure that surprises most business owners.

Calculating your cost per page is not simply penny-pinching; it is wise financial management that can result in substantial savings over time. This guide will help you understand precisely what contributes to the cost of each printed sheet and how to keep those expenses under control.

Breaking Down the Cost Per Page

What Is Cost Per Page?

Cost per page (CPP) is the total expense of printing a single page. It provides the most accurate insight into your printing costs, offering far greater clarity than simply considering the price of your printer.

The Basic Formula

The simplest way to calculate your cost per page is:

Cost per page = Cost of consumables ÷ Page yield

For example, if a black ink cartridge costs £20 and yields 500 pages, your black ink cost per page would be £0.04.

However, this straightforward formula only scratches the surface of your actual printing expenses.

The Complete Cost Calculation

For a truly accurate picture, you need to take into account all these factors:

1. Printer Purchase and Depreciation

Your printer isn’t free, and its cost should be spread over its expected lifespan:

• Initial purchase price: £200–£2,000+ depending on the model

• Expected lifetime: Typically 3–5 years for office printers

• Pages printed over lifetime: Varies considerably by model and usage

To calculate: divide the printer cost by the expected total lifetime page output.

For instance, if you purchased a £300 printer expected to print 30,000 pages over its lifetime, that’s £0.01 per page in hardware costs.

2. Ink and Toner Costs

Usually the largest ongoing expense:

• Black ink/toner cost per page: £0.02–£0.15

• Colour ink/toner cost per page: £0.05–£0.50

These costs vary dramatically between printer models. Laser printers generally offer lower per-page costs than inkjets but require a higher initial investment.

3. Paper Quality and Costs

Not all paper is the same:

• Standard A4 paper: £0.01–£0.02 per sheet

• Premium paper: £0.03–£0.10 per sheet

• Special media (photo paper, card stock): £0.15–£1.00 per sheet

The weight, finish, and quality of your paper affect both cost and print quality.

4. Maintenance and Repairs

Printers break down, and regular maintenance is crucial:

• Maintenance kits: £50–£300 every 100,000–200,000 pages

• Service calls: £75–£200 per visit

• Replacement parts: Costs vary significantly

A sensible rule of thumb is to budget 10–15% of your printer’s purchase price annually for maintenance.

5. Electricity Usage

Often overlooked but important:

• Average power consumption when printing: 30–500 watts

• Standby power: 3–30 watts

• Annual electricity cost: £10–£100 depending on usage and model

Energy-efficient models can substantially reduce this component of your printing costs.

6. Staff Time and Management

A significant hidden cost:

• Time spent ordering supplies

• Dealing with paper jams and printer issues

• Training on printer features

• Managing print servers and drivers

Studies suggest businesses spend around 15 minutes of staff time per day on printing-related tasks.

Calculating Your Total Cost Per Page

Let’s put it all together with a real-world example for a mid-range office laser printer:

• Printer cost: £400 ÷ 50,000 lifetime pages = £0.008 per page

• Black toner: £0.025 per page

• Colour toner (when used): £0.08 per page

• Paper: £0.015 per page

• Maintenance: £0.01 per page

• Electricity: £0.002 per page

• Staff time: £0.02 per page

Total cost per black and white page: £0.08

Total cost per colour page: £0.135

This comprehensive calculation reveals the true cost of printing—often 3 to 5 times higher than just the cost of ink or toner.

Money-Saving Strategies for Lower Print Costs

Now that you understand your true costs, here are proven ways to reduce them:

1. Choose the Right Printer for Your Needs

• High-volume printing: Laser printers offer lower cost per page

• Occasional printing: Inkjet might be more economical due to lower upfront costs

• Professional documents: Business inkjets can offer the best of both worlds

Always check the printer’s duty cycle (recommended monthly volume) against your requirements.

2. Optimise Your Printer Settings

• Use draft mode for internal documents

• Print in black and white whenever possible

• Enable double-sided printing by default

• Use “print preview” to avoid wasting pages

These simple adjustments can reduce your printing costs by 30% or more.

3. Choose Consumables Wisely

• Consider high-yield cartridges for better value

• Evaluate compatible cartridges from reputable suppliers

• Buy paper in bulk for better rates

• Store consumables properly to prevent wastage

Be cautious with third-party ink and toner—while cheaper, they can increase maintenance issues or reduce print quality.

4. Implement Print Management Policies

• Set printing quotas for departments or staff

• Track usage with print management software

• Create clear guidelines for colour printing

• Educate staff on printing costs

Studies show that simply making employees aware of printing costs can reduce volume by 10–15%.

5. Consider Managed Print Services

For businesses printing more than 5,000 pages monthly, managed print services (MPS) may offer significant savings:

• Professional assessment of your printing needs

• Regular maintenance included

• Automatic supply replenishment

• Detailed usage reporting

According to Gartner research, MPS typically reduce printing costs by 20–30%.

Real-World Case Study: Smith & Co. Solicitors

A medium-sized law firm in Manchester was spending over £25,000 annually on printing. After calculating their true cost per page (£0.12 for black and white), they implemented several changes:

• Replaced five old printers with two efficient multifunction devices

• Set defaults to double-sided and black and white

• Implemented a “follow-me” printing system

• Digitised common forms and processes

The result? Their printing costs dropped by 42% in the first year, saving over £10,000 while improving document security and reducing waste.

The Environmental Impact of Printing

Beyond financial considerations, printing has significant environmental costs:

• The average office worker uses 10,000 sheets of paper annually

• Producing one tonne of paper requires 24 trees

• Ink cartridges take 450–1,000 years to decompose

By reducing your printing costs, you’re also reducing your environmental footprint—something increasingly important to customers and employees alike.

Conclusion: Taking Control of Your Printing Costs

Understanding your true cost per page is the first step towards more efficient printing practices. By implementing the strategies outlined in this guide, you can:

• Reduce your printing expenses by 20–40%

• Improve your environmental sustainability

• Free up budget for more strategic investments

• Create more streamlined workflows

The most successful approach combines smart hardware choices, thoughtful policies, and ongoing monitoring of your printing habits.

Next Steps for Lower Printing Costs

• Calculate your current cost per page using the formulas provided

• Audit your existing printers and printing policies

• Consider consolidating devices or upgrading to more efficient models

• Implement at least three of the cost-saving strategies discussed

• Track your savings over the next three months

What’s your biggest printing expense? Share your experiences in the comments below, or contact us for a personalised printing cost assessment.