Churches: 3 Reasons Why You Should Be Doing Your Own Printing

If you’ve ever been a member of or involved with a church, you know it’s busy all year long. Many churches deal with the weekly (and sometimes daily) pressure of preparing things like sermon notes, small-group guides, event flyers, and youth ministry notes on time.

Now consider that many churches still outsource all or most of these materials. Outsourcing can work, but it can also lead to stress, delays, and extra costs. This is especially true for ministries that print frequently or print on tight deadlines.

We’ve worked closely with churches across Texas and Oklahoma and know how much smoother things run when a church has access to its own printer. Better yet, one that fits their budget, volume, and ministry needs. In this guide, we’ll walk you through the top three reasons churches decide to move their printing in-house and how it can support both your staff and your congregation.

Table of Contents

• Reason #1: More Flexibility and Control
• Reason #2: Real Savings (Direct and Indirect)
• Reason #3: Higher Quality at an Affordable Price
• Bonus: What Churches Typically Print In-House
• Conclusion + Next Steps

 

Reason #1: More Flexibility and Control

Ask anyone who works in church administration, and they’ll tell you the same thing: printing needs change constantly. There’s nothing worse than receiving your fresh stack of handout flyers from the print shop, just to see that someone’s misspelled the word “Redeemer”. Or that someone forgot to send in the updated version, so the agenda still has last week’s speakers listed. 

Having a printer that’s accessible whenever you need it, whether it’s the middle of the night or right before a Sunday service, makes a world of difference for convenience and flexibility.

When you outsource printing, even small changes become a hassle. You might have to:

• Reorder prints
• Pay rush fees
• Live with the mistake
• Or, worst of all, wait until next week to correct it

This can put unnecessary pressure on a ministry that works week to week and often day to day.

In-house printing gives you the freedom to:

• Print bulletins the night before (or morning of)
• Fix typos instantly
• Adjust quantities without waste
• Reprint corrected versions on the spot
• Create small-run materials whenever you need them
• Support last-minute events, funerals, weddings, and prayer meetings

For churches with full calendars and those that rely on volunteers, an in-house printer can be a reliable safety net.

For a deeper comparison between doing your own printing and sending it out, check out: In-House Production Printing vs. Outsourcing: Which Is Right for Your Business?

Reason #2: Real Savings (Direct and Indirect)

Outsourcing print jobs can also end up hurting a church’s budget. Yes, it can be convenient to simply send a file to an off-site print vendor or print shop and then pick up the order. But the cost of doing this can add up quickly, especially for churches that print at a high volume.

Some common outsourcing fees include:

• Per-piece pricing (higher than in-house cost per page)
• Rush fees
• Shipping or pickup costs
• Extra fees for revisions
• Paying for more prints than you need due to minimum orders

Some churches even give the print shop advertising space on the back of their bulletins to offset costs, but that means the print shop gets the revenue, not the church.

In-house printing changes the math.

With your own device, you can:

• Print exactly what you need each week
• Avoid minimum quantities
• Keep all advertising revenue
• Eliminate delays and reprints
• Save on fuel, pickup trips, and shipping fees
• Reduce volunteer and staff time spent coordinating outsourced orders

Budget-conscious churches often find that a few months of in-house printing already begins paying off the device investment.

If you’re wondering how to pick the right printer without overspending, check out How to Choose a Printer for Your Budget and Business Needs.

Reason #3: Higher Quality at an Affordable Price

With the amount of events and activities at churches, there are also endless opportunities to inspire members and guests through printouts and deliverables. And while it might seem that high-quality printing requires a giant commercial machine or a high-dollar investment, modern print technology has changed dramatically in the past few years.

Entry-level production printers like the Xerox PrimeLink C9270 are designed specifically for organizations that want professional-level output without the high cost or complexity of a true production press.

They sit between an office multifunction printer and the large production machines you’d see in a print shop. That means:

• You get beautiful color and crisp text
• You can print larger volumes without slowdown
• You can print on heavier paper stocks
• You can produce bulletins, booklets, programs, flyers, and brochures all in-house
• You still get a familiar, user-friendly touchscreen interface

Not only can you expect excellent print quality, but you can also add finishing options and accessories to make the machine even more versatile. For example, the PrimeLink C9270 comes with the option to add the Xerox Business Ready Booklet Maker Finisher. This finisher can turn your weekly bulletins or seasonal booklets into clean, saddle-stitched, professional-looking pieces.

If you’d like to learn how entry-level production printers compare to bigger commercial devices, read Entry-Level vs. High-Volume Production Printers: Which One Is Right for Your Business?

Bonus: What Churches Typically Print In-House

Sometimes churches don’t realize just how many things they print until they see a list. Common items include:

• Weekly bulletins
• Sermon outlines
• Small-group guides
• Ministry calendars
• Camp handouts
• Fundraiser flyers
• Holiday service programs
• Funeral and wedding programs
• Children’s worksheets
• Youth ministry devotionals
• Visitor cards

With a printer on-site, you can print these materials more easily, quickly, and cost-effectively.

“Is This Too Complicated for Us?” (A Common Concern)

Many churches hesitate to bring printing in-house because they worry the equipment will be too technical, or that volunteers won’t know how to use it. However, modern printers are built to feel familiar and feature simple touchscreen interfaces. If you can use a tablet or office copier, you can use an entry-level production printer.

Vendors like us also train your team, walk you through your most common print jobs, and offer ongoing support. You don’t have to worry about being left to figure things out on your own. And if you choose to pair your device with Managed Print Services, supplies like toner can even be tracked and delivered automatically.

In short, you don’t need to be a print shop to run your own printing. You just need the right device and a partner who’s there to help when you need it.

Making Printing Easier, Cheaper, and More Reliable for Your Church

Churches usually don’t list printing in their ministry descriptions. However, printing is central to church missions, from teaching and communication to welcoming new members and supporting ministries.   

By bringing printing in-house, you not only add convenience but also help your church by:

• Reducing stress
• Saving money
• Improving quality
• Supporting your staff and volunteers
• Keeping your ministry running smoothly week after week

If you’re looking for a printer and want help choosing the right one for your church, check out our free printer buyer’s guide. It covers the pros and cons of buying versus leasing, what features to prioritize, the real costs of owning a printer, and how to choose the right printer for your needs.