Office printing costs can get expensive, and things like ordering toner at short notice, buying the wrong cartridges, or using printers for the wrong task can make the cost even higher or even waste your money. Over time, these issues can add up, but if you make better choices when it comes to cartridges, printer use and suppliers, you can reduce ongoing printing costs without affecting the quality of your prints or reliability.
Why Printing Costs are Higher Than Most Businesses Expect
Printing can be overlooked as a major overhead for your business; however, it can end up being a major running cost. Printing cartridges vary in yield, price, and performance, so choosing the wrong one for a specific printer can lead to having to replace your printer, inconsistent print quality, and wasted stock. Another common issue businesses can face is a lack of visibility. Without tracking what is being printed and how often cartridges are used, it’s difficult to see where savings could be made.
Understanding Cartridge Types and Their Impact on Cost
Not all cartridges are the same; the type of printer and cartridge used directly affects long-term printing costs.
Inkjet vs Laser Printers
These are usually cheaper to buy, which makes them a popular choice for small offices or home setups. However, ink cartridges usually have a lower page yield, so they need to be replaced more often. Laser printers use toner and tend to cost more upfront, but are more economical and can handle higher print volumes. If your office prints a lot, toner-based printers which use Brother ink cartridges or similar options are usually a better choice.
Standard vs High-Yield Cartridges
Most printers support standard and high-yield cartridges. High-yield options do cost more initially, but they deliver a lower cost per page. This makes them a good choice for offices that print frequently, especially if the prints are reports, invoices or other client-facing documents. If you have an HP printer, you will benefit from switching to high-capacity cartridges, reducing how often they will need to be replaced and cutting down on last-minute orders.
Choosing the Right Cartridge
One of the most expensive mistakes you can make is buying cartridges that do not match the printer's usage. It’s important to match cartridges to the print volume; low-volume offices can often pay too much by using printers designed for heavy use. On the other hand, busy offices using entry-level printers will burn through cartridges quickly.
For example, Epson ink cartridges are available in different capacities, ranging from home offices to small teams to larger workspaces. Choosing the right capacity for the actual printing you’ll be doing prevents waste and reduces the cost per page. Stockpiling cartridges may seem like a way to save money, but it can lead to problems. Ink can dry out, packaging can get damaged, and newer printer models may need different cartridges before existing stock is used.
Reducing Waste Through Smarter Printing Habits
It’s also important to consider how your printer is used day to day, as this plays a major role in overall costs. Make sure to review default printer settings, as many printers are set to high-quality or colour printing by default. For documents like drafts or emails printed for reference, this level of quality is often unnecessary. Switching to black-and-white or draft mode can extend cartridge life, especially with HP ink cartridges or similar ink-based systems.
You should also limit unnecessary printing; encourage your employees to go digital. This reduces paper and cartridge usage. Small changes like printing double-sided by default or reviewing documents on screen before printing can make a huge difference. The UK government’s guidance on reducing paper use in offices highlights how small behavioural changes can lower costs and environmental impact.
Avoiding False Economies
Trying to cut costs by buying cheap cartridges can lead to higher expenses later. Low-quality cartridges can cause leaks, blockages, and inconsistent print results. In some cases, they can even damage the printer, leading to higher costs to replace or repair it. A reliable supplier will focus on compatibility testing and quality control to ensure cartridges perform as expected across their full lifespan.
When a cartridge stops working, staff waste time troubleshooting printers or waiting for a replacement to arrive. If your office relies on printed documents, this can be disruptive. Choosing a trustworthy supplier and dependable cartridges reduces the chance of interruptions and keeps your office running smoothly.
Managing Multiple Printers Across an Office
If you have more than one printer, you may struggle with inconsistent supplies and rising costs. Using the same printer model across your office simplifies cartridge management. It reduces the risk of ordering the wrong items and makes it easier to keep track of usage. This approach works well for supported cartridges, such as Brother toner and ink cartridges, which are designed for consistent performance across compatible devices.
When multiple people handle cartridge ordering, duplicate purchases and rushed orders are more common. Simplifying the process and assigning a specific person or team to cartridge ordering enables better control over stock and spending.
Tracking Usage to Identify Cost-Saving Opportunities
Without data, it is difficult to know where your money is being wasted. Keep a close eye on cartridge replacement rates by using a simple log of how often cartridges are replaced. This can help highlight issues like unusually high usage on certain printers. This indicates incorrect settings, inefficient workflows, or the wrong cartridge type.
Cost per page is one of the most useful ways to understand printing spend. It factors in cartridge price and yield, giving a better picture of cost than cartridge price alone. Industry organisations such as the British Printing Industries Federation regularly highlight the importance of cost-per-page analysis when managing office printing budgets.
When it Makes Sense to Upgrade or Replace Printers
Sometimes, the best way to reduce printing costs is to rethink and possibly get a new printer. Older printers are less efficient and may not support modern, high-yield cartridges. If a printer requires expensive replacements often or suffers from reliability issues, upgrading to a more efficient model can lower long-term costs.
Matching newer printers with suitable Epson ink cartridges or toner systems designed for higher yields often delivers better value over time, even if the initial investment is higher. Managing printing costs is about making informed choices that will help your business balance price, performance, and reliability. By choosing the right cartridges, reducing waste, and working with a supplier that understands business printing needs, your office can regain control of your printing budget.
A Trusted Partner for Cost-Effective Printing
At Toner One, we focus on helping businesses make smarter, more cost-effective printing decisions. Our team supports customers with clear product guidance, ensuring cartridges are correctly matched to printer models and usage levels. Orders are processed quickly, with reliable delivery that helps prevent downtime and last-minute emergencies. Lots of business owners turn to us after experiencing issues with incorrect or poor-quality cartridges.
By offering dependable options from leading brands and straightforward advice based on real office printing challenges, the company helps businesses reduce waste, avoid unnecessary spending, and keep their printers running smoothly. If you are in need of reliable ink and toner options or need help choosing the right toner for your office, visit our website or get in touch with us today.