What most businesses don’t realise they’re really spending on print.
Most UK businesses spend up to 3% of their annual turnover on printing — often without realising it.
When you factor in toner, paper, breakdowns, wasted staff time, and inefficient devices, the true cost of print is usually far higher than expected. Many organisations are overspending by thousands each year without any real visibility.
In this guide, we’ll break down:
The real cost of office printing
Where most businesses waste money
How Managed Print Services (MPS) delivers measurable ROI
And how simple changes can cut your print spend dramatically
The Real Cost of Office Printing : What You See vs What You Don’t
Direct vs Hidden Office Printer Costs Explained
Most businesses only account for direct print costs such as:
Toner and ink
Paper
Printer hardware
However, hidden print costs often make up over 50% of total spend, including:
IT support time
Call-out charges
Staff waiting for devices
Reprinting errors
Downtime during critical tasks
These costs are rarely measured or tracked, but they have a major impact on productivity and profitability.
How Much Does It Really Cost to Print?
UK Cost Per Page Benchmarks (SME vs Enterprise)
For most UK organisations, typical unmanaged print costs look like this:
SMEs
Black & White: 2p–6p per page
Colour: 8p–20p per page
Larger organisations
Black & White: 1.5p–4p per page
Colour: 6p–15p per page
Without active management, colour overuse, outdated devices and poor workflows quickly push these costs higher.
This is why many businesses are surprised when they finally complete a print audit.
A Real-World Example
What Real Savings Actually Look Like
In a typical 50-person office environment, we often see scenarios like this:
Before optimisation:
14 different unmanaged devices
No tracking of usage
High colour printing with no controls
Regular breakdowns and frustration
After moving to a managed print approach:
Device numbers cut by around 50%
Automated toner management added
Print rules introduced to control waste
Proactive maintenance to prevent breakdowns
Typical results:
Up to 40%+ reduction in print costs
60% fewer breakdowns
Faster, more reliable workflows
This isn’t a one-off — it’s what typically happens when print is properly managed.
Leasing vs Buying Office Printers — What Costs Less?
Leasing vs Buying Office Printers – The Real Numbers
Buying printers often looks cheaper at first, but the real costs appear later.
When you buy:
High upfront cost
Maintenance is extra
Repairs are unpredictable
Toner prices fluctuate
When you lease with Managed Print Services:
Predictable monthly costs
Maintenance is included
Toner included
Devices are proactively serviced
Leasing printers is usually more cost-effective than buying because it turns unpredictable capital spend into predictable monthly operating costs. With leasing, maintenance, parts, servicing and often toner are included, removing the risk of expensive breakdowns and emergency repairs.
Businesses also benefit from automatic upgrades to newer, more efficient devices, lower downtime, and better cost control. In contrast, buying printers often leads to higher long-term spend due to ageing hardware, rising repair costs and unmanaged consumable usage.
For most UK businesses, managed leasing delivers a lower total cost of ownership.
ROI of Managed Print Services
What Return on Investment Can You Expect?
Organisations switching to Managed Print Services typically see:
20–40% reduction in print costs
Up to 60% less downtime
30–50% fewer devices following consolidation
The ROI isn’t just financial — it improves productivity, reliability and reduces pressure on IT and admin teams.
How to Estimate Your Own Print Savings
A Simple Way to Calculate Your Hidden Print Costs
Ask yourself:
How many people print in your business?
How many printers do you currently operate?
How often do your printers go down?
Do you track usage by person or department?
If you can’t answer these clearly, there’s a strong chance your business is overspending.
How About a FREE Print Audit for Your Business...
Discover How Much You Could Save
The fastest way to understand your real print costs is through a professional print audit.
A print audit isn’t about selling you anything — it’s about giving you clear visibility. It shows you what’s working, what’s costing you, and what could be improved, so you can make informed decisions.
Most businesses are shocked by what they uncover.
Book your free office print audit with Blackbox Solutions
0203 435 4674 | [email protected]
