Many SMBs have a general sense of what they spend on printing each month, but far fewer can break down where those costs are coming from. A company may know how much it pays for toner or printer leases, yet still have limited visibility into repair costs, underused devices, color printing volume, or the number of desktop printers spread across the office.
That lack of visibility can make printing more expensive over time. As businesses grow, it is common to add devices, software, and support services gradually to meet immediate needs. Years later, the print environment may include aging equipment, overlapping devices, inconsistent supply purchasing, and higher operating costs that are difficult to track holistically.
According to Gartner, 90% of businesses do not track printing costs accurately or know the total amount they spend on printing. For SMBs, this can make it harder to identify where money is being lost through unnecessary printing, aging equipment, excess supplies, or underused devices.
Taking a closer look at how printing is managed across the business can help uncover where costs are climbing, where resources may be underused, and where opportunities exist to improve long-term budget planning.
The Real Cost of Printing Goes Beyond Supplies
Paper and toner are only part of the equation.
Printing costs also include:
- Aging devices that require more service calls
- Desktop printers spread across departments
- Multiple vendor contracts
- Unclaimed or duplicate print jobs
- Time spent troubleshooting printer issues
- Older equipment with higher supply costs
- Devices that no longer match current business needs
For many SMBs, these issues develop gradually. A printer gets added for convenience. Another device is purchased for a growing department. Older machines remain in place because they still work well enough.
Over time, the environment becomes harder to manage and more difficult to evaluate financially.
Why Printing Costs Are Harder to Track Than Expected
Many SMBs do not realize how little visibility they have into print spending until they review their environment more closely.
Printing responsibilities are often spread across different teams:
- IT manages hardware
- Office managers order supplies
- Departments purchase standalone printers
- Finance reviews invoices separately
Without a complete picture, it becomes difficult to understand:
- Which devices cost the most to operate
- How much printing occurs each month
- Whether color printing is driving expenses higher
- Which printers are underused
- Whether older devices still make financial sense
This lack of visibility is one reason printing expenses can continue to rise without attracting much attention.
Signs Your Business May Be Overspending on Printing
Overspending on printing rarely stems from a single issue. More often, it appears through recurring patterns across the office.
Frequent Toner or Ink Orders
Constant supply purchases may point to unnecessary printing or devices with higher operating costs.
Too Many Desktop Printers
Individual printers can seem convenient, but managing many small devices often increases supply and maintenance expenses.
Rising Repair Costs
Older printers usually require more support over time, especially as replacement parts become harder to source.
Inconsistent Monthly Expenses
Fluctuating print costs may indicate limited visibility into usage patterns or device performance.
Employees Avoid Certain Devices
When staff consistently avoid specific printers because of reliability problems, productivity can suffer.
These are common issues for growing businesses, particularly when print environments have expanded over several years without a formal review.
What a Print Assessment Can Reveal
A print assessment gives businesses a broader view of how their print environment is operating today.
This type of assessment may review:
- Total number of devices
- Monthly print volume
- Color versus black-and-white printing
- Supply usage
- Device age
- Service history
- Department print habits
- Print security concerns
The value of an assessment is not simply reducing the number of printers. In many offices, certain teams need dedicated devices due to workflow needs or document volume.
The goal is to gain a better understanding of where spending aligns with business needs and where adjustments may help reduce waste, simplify management, or improve consistency.
How Print Management Software Supports Better Budget Control
Print management platforms like PaperCut help businesses understand how printing happens across the organization.
Instead of relying on estimates, businesses can see:
- Who is printing
- Which devices are used most often
- How much color printing occurs
- Where large print jobs originate
- Whether print jobs are abandoned or duplicated
That level of visibility can uncover patterns that are difficult to spot otherwise.
For example, businesses may discover:
- High-volume color jobs being sent to expensive desktop printers
- Devices that consume significantly more toner
- Departments printing far more than expected
- Older equipment driving up supply costs
PaperCut also supports secure print release, allowing employees to retrieve print jobs only after authenticating at the device. This helps reduce abandoned print jobs while strengthening document security.
For SMBs handling customer records, employee files, or financial documents, that added protection matters.
Why Right-Sizing Your Print Environment Matters
Cost control is not simply about removing devices.
Too few printers can slow teams down. Too many can increase supply and maintenance costs. Right-sizing focuses on aligning printing technology with how the business works today.
That may include:
- Replacing aging printers with multifunction devices
- Consolidating equipment across departments
- Retiring underused devices
- Standardizing equipment across locations
- Introducing cloud printing for hybrid employees
For many SMBs, right-sizing helps create a more manageable and financially sustainable print environment over time.
The Growing Role of Cloud Printing
Hybrid work has changed how businesses approach printing.
Employees may split time between home and the office while still needing secure access to documents and printers. Businesses also need ways to manage printing across locations without adding unnecessary complexity.
Cloud printing platforms help support these changing workflows by:
- Simplifying printer access
- Supporting remote and mobile printing
- Reducing print server management
- Improving print security
- Providing centralized visibility into print activity
For SMBs with hybrid teams or multiple office locations, cloud printing can help simplify long-term print management.
Printing Costs and Document Security Often Overlap
Printing and security are closely connected, especially for businesses handling sensitive information.
Unsecured printing can lead to:
- Duplicate printing
- Unclaimed documents
- Unauthorized device access
- Sensitive files left unattended
Modern print environments often include features such as:
- User authentication
- Secure print release
- Access controls
- Usage tracking
These tools help businesses reduce unnecessary printing while also supporting document security.
A More Informed Approach to Print Spending
Many SMBs do not realize how much their print environment has evolved until they take a closer look at it.
In some cases, businesses discover their current setup still works well for their needs. In others, they uncover opportunities to simplify device management, improve cost visibility, strengthen security, or reduce unnecessary spending.
Printing remains an important part of many business workflows, even as organizations continue adopting more digital processes. Taking time to understand how those systems are managed can support better financial planning and technology decisions moving forward.
Partner with UBS Office for Smarter Print Management
UBS Office helps businesses evaluate their print environment with a focus on Managed Print Services, document security, cloud printing, and long-term cost visibility. From print audits to solutions like PaperCut, UBS Office works with SMBs to create print environments that better support how their teams operate today.
Contact our team today to learn more.
FAQs
How often should a business review its print environment?
Many SMBs benefit from reviewing their print environment every few years or after major business changes such as growth, relocation, or hybrid work adoption.
What industries benefit most from Managed Print Services?
Healthcare, legal, education, finance, and professional services often see strong value due to their document-heavy workflows and security requirements.
Does reducing print costs mean eliminating printing?
Not necessarily. Many businesses still rely on printed documents for workflows, compliance, and customer communication. The focus is usually on improving visibility and aligning technology with current business needs.
About United Business Systems
United Business Systems specializes in simplifying the complexity and management of office technology solutions for over 7,800 organizations nationwide. Services include Managed Print, Document Management and IT Services. Products include MFPs, Copiers, Printers and Wide Format Printers. UBS’s headquarters is in Fairfield, NJ, with branch offices in Moorestown, NJ, Manasquan, NJ and New York.For the latest industry trends and technology insights, visit UBS’ main Blog page.
