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Too often, business owners overlook their printing costs because they think they could be insignificant. However, what they fail to realize is that they could be unknowingly overspending. Multiple people within the company could be authorized to order supplies. This leaves room for errors, including over-ordering, ordering the wrong supplies or ordering unnecessary supplies. It might even be possible that you have an employee or two that are using your printers excessively for personal use. Here are a few more reasons why you should consider tracking your print costs.

You’re Not Alone, Many Businesses Don’t Track Printing Costs

It is common for businesses to combine printing supply expenses with office supply expenses. This makes it difficult to track those expenses that are directly related to printing.

Several reasons why businesses skip tracking their printing expenses include:

  • The belief is that their printing costs, including supplies, are low and don’t require approval.
  • Print supplies need to be replenished often and in large quantities.
  • All departments use printing supplies, making it difficult to track.
  • It is too overwhelming to manage and monitor printing supplies along with office supplies.
  • It can be difficult to differentiate some printing supplies from office supplies.

throwing away money in a trash can

Monitoring Printing Supplies Saves Money

If you want to see where and how your business’s money is being spent, it is always a good idea to monitor your printing supplies. This should include:

  • How much are you paying for printing supplies?
  • Is a better price available for your printing supplies?
  • Is there excessive waste and costs related to personal use?

Why Should You Have a Print Assessment?

If you are serious about understanding how money is being spent on your printing, a print assessment is the best way to do it. It can help you create an accurate print supply budget based on your usage costs.

To complete a print assessment, you will need to have historical data like several months to a year’s worth of office and print supply invoices. Analyzing these invoices can help you calculate what your total monthly printing expenses are. Continuing to monitor and analyze your printing costs and usage will help you continue to save.

A print assessment is often included with the services offered by a Managed Print Services provider. An MPS specializes in this manner of analysis and can help reduce your printing costs each month. Ask us about a free print assessment for your business!


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