How to Calculate Your Printing Cost Per Page (CPP)

Submitted by Byanka Ramos on Fri, 14 Mar 2025 - 14:34

A woman holding a printer page in front of a printer

If your business prints a lot, even a few cents per page can add up to thousands of dollars over time. According to studies, companies spend up to 3% of their revenue on printing alone. That’s a big chunk of change that could be going to more important things. The real question is: Do you know how much you’re paying per page? If not, you could be overspending without realizing it.

At Strategic Technology Partners of Texas, we’ve worked with businesses of all sizes to help them lower their printing costs. By understanding cost per page (CPP), you can make smarter decisions about your printing setup and cut unnecessary expenses.

In this article, we’ll break down what CPP is, how to calculate it, and how to reduce it without sacrificing print quality.

What is Cost Per Page (CPP)?

Cost per page (CPP) is exactly what it sounds like—it’s the cost of printing a single page. If your business prints a lot, even a small increase in CPP can lead to huge expenses over time.

The printing cost per page is influenced by several factors, such as ink or toner expenses, paper costs, printer maintenance, and energy consumption. Knowing your CPP helps you budget better and make informed choices about your printing needs.

For example, if your current printer costs 10 cents per page and you print 10,000 pages a month, you’re spending $1,000 monthly. Reducing that cost by just 2 cents per page saves you $200 a month—$2,400 a year.

Factors That Affect Printing Cost Per Page

Several key factors impact your average cost of printing per page:

Toner or Ink Cost – The price of cartridges and how long they last affect CPP significantly.
Paper Cost – The quality, type, and size of paper can change your overall expenses.
Printer Maintenance – Repairs, replacement parts, and servicing add to the cost. Learn more about how much printer service costs here.
Energy Consumption – Some printers use more power than others, affecting electricity bills.
Print Volume – Printing more pages can sometimes lower your CPP if you’re using high-yield cartridges or bulk supplies. Learn more about print volume here.
Printer Depreciation – The lifespan and efficiency of your printer matter. Some printers have lower upfront costs but higher long-term expenses.

Explore long-term savings with a smarter print strategy. See how Managed Print Services can help.

How to Calculate Cost Per Page Printing

The formula for how to calculate cost per page printing is simple:

CPP = Total Printing Cost ÷ Total Pages Printed

Here’s how to break it down:

Ink or Toner Cost – Find the price of your cartridge and divide it by its page yield (how many pages it can print). Example: If a $100 cartridge prints 1,000 pages, the ink/toner cost per page is $0.10.
Paper Cost – Divide the cost of a general use 20 lb ream of paper (500 sheets) by 500. Example: A $10 ream means each sheet costs $0.02.
Maintenance Costs – Factor in any repairs, replacement parts, or service agreements and divide by total pages printed.
Energy Consumption – While harder to measure, printers with energy-saving features help lower this cost.

Example Calculation:

Ink/Toner: $0.10 per page
Paper: $0.02 per page
Maintenance: $0.02 per page
Energy: $0.01 per page
Total CPP = $0.15 per page

Color Print Cost Per Page vs. Black-and-White

Color printing is significantly more expensive than black-and-white. While black-and-white prints might cost around 1 cent per page, a color print cost per page could range from 5 to 8 cents or more, depending on the printer and ink coverage. If you print a lot of color documents, consider limiting them to essential materials to cut costs.

Want more tips on smart color printing? Read: 5 Best Practices for Color Printing

Laser Printer vs. Inkjet Cost Per Page

When comparing laser printer vs. inkjet cost per page:

Laser printers: Lower CPP for high-volume printing, especially for black-and-white documents.
Inkjet printers: More expensive per page but better for high-quality color prints and occasional printing.

For businesses printing a lot, laser printers are typically the more cost-effective option.

Want to learn more about the differences between laser and inkjet printers? Read: Inkjet vs. Laser Printer: Which Is Right for You?

External Factors That Affect CPP

Beyond the direct costs, other factors impact your CPP:

Energy consumption – Some printers are more energy-efficient than others.
Print volume – Printing in bulk can sometimes reduce costs per page.
Waste and inefficiency – Frequent printer errors, reprints, and inefficient print settings increase costs.
Environmental factors – Temperature, humidity, and dust can affect printer performance, leading to higher maintenance costs.

How to Reduce Your Cost Per Page

To lower your CPP without sacrificing quality:

Use Draft Mode for internal documents to save ink.
Print in Black-and-White when color isn’t necessary.
Optimize Printer Settings to use less ink per page.
Buy High-Yield Cartridges, which last longer and lower CPP.
Print Only What’s Necessary to reduce waste.
Maintain Your Printer Regularly to avoid costly repairs.

Get full control over your print environment. Explore Print Management Software (Y Soft).

Calculating CPP for Managed Print Services or Leasing Agreements

For businesses using managed print services (MPS) or leasing agreements, the formula remains the same:

CPP = Total Cost of Contract ÷ Estimated Pages Printed

The contract typically includes maintenance, toner, and service fees, giving businesses a predictable and often lower CPP compared to buying and maintaining their own printers.

Reduce Your Printing Costs Today

Knowing your CPP is crucial for managing expenses, improving efficiency, and making better printing decisions. By understanding the costs and factors involved, businesses can take control of their printing budget, reduce waste, and ensure they’re getting the best value for every page printed.

At Strategic Technology Partners of Texas, we help businesses optimize their print environments through expert solutions like Managed Print Services, print management software, and automated toner replenishment.

Start by gaining full visibility into your printing costs.
Download our free print management tool to monitor all your networked printers in one place and track your usage and supply levels.

Once you’ve identified areas for cost savings, see how Managed Print Services can further reduce expenses and improve efficiency.

Download Your Free Print Management Tool
Learn More About Managed Print Services