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If your organization is searching for a printer, it’s tempting to go with the immediate cheap option. But a printer that looks affordable today gets expensive once you add toner, service, repairs, and the cost of replacing a machine that cannot keep up. On the other hand, buying more printer than your organization needs can leave you paying for speed and features that rarely get used.
Instead of choosing the cheapest printer, find the most cost-effective printer for the work your business actually does. STPT has helped organizations make that distinction for more than 40 years.
The short answer: Choose a business printer by matching its recommended monthly print volume and capabilities to your workload, then compare its total cost of ownership rather than its purchase price alone. Your volume, color needs, paper sizes, scanning requirements, security expectations and service plan should all influence the decision.
Table of Contents
- How to measure your monthly print volume
- Which printer functions your organization needs
- How to estimate total cost of ownership
- Whether purchasing or leasing makes more sense
- Which printer class and model examples may fit your workload
- Common mistakes to avoid before choosing
- FAQ
How Much Does Your Organization Print?
Monthly print volume is the number of pages or impressions your organization produces in an average month. It’s one of the most important numbers to know because every printer has a recommended monthly print volume: the workload it is designed to handle consistently.
Don’t rely on workgroup size alone. A five-person marketing department might print more color pages than a 20-person professional office. Start with actual usage, then account for busy periods and expected growth.
You can estimate monthly volume in three practical ways:
- Review recent service invoices for black-and-white and color page counts.
- Subtract an earlier meter reading from the current reading, then divide by the number of months between them.
- Estimate monthly paper use if invoices and meter history are unavailable.
For a complete walkthrough, read How to Calculate Your Monthly Print Volume. You can also learn why recommended monthly volume matters more than duty cycle for routine use.
What Does Your Business Need the Printer to Do?
Once you know your volume, define the work the printer has to do. Similar-looking machines can solve very different problems.
- Do you need black-and-white printing, color printing or both?
- Will you print only letter and legal documents, or do you need tabloid-size 11 x 17-inch output?
- Do you need print-only equipment or a multifunction printer that also copies and scans?
- How quickly must the machine print and scan during busy periods?
- Do you need stapling, hole punching, booklet making or specialty-media support?
- Will employees print from mobile devices, cloud platforms or multiple locations?
- Do you need authentication, secure print, encryption or audit capabilities?
- How much floor or desktop space is available?
Separate must-have requirements from nice-to-have features. That makes it easier to stay within your budget without removing capabilities your team genuinely needs.
What Is the Total Cost of Owning a Printer?
Total cost of ownership, or TCO, is the full cost of acquiring and operating a printer over time. A low purchase price doesn’t guarantee a low TCO, especially if the machine uses expensive toner, needs frequent repairs, or must be replaced early.
A practical printer budget should consider:
- The purchase price or total lease payments
- Black-and-white and color cost per page
- Toner, drums and other supplies not included in a service plan
- Maintenance, repairs and replacement parts
- Accessories, finishing equipment, delivery and installation
- Energy use, employee time and disruption caused by downtime
A simple planning formula is: estimated printer TCO = acquisition or lease cost + usage charges + service and supplies + configuration and installation + expected operating costs.
Your actual numbers will depend on the device and agreement. For current pricing considerations, read How Much Does a Printer or Copier Cost?
Should You Purchase or Lease the Printer?
Purchasing usually costs more upfront, but your organization owns the equipment. Leasing spreads the cost into predictable payments. The choice will depend on cash flow, planned ownership period and how quickly your needs may change.
Neither option is automatically cheaper for every organization. Compare the total amount paid, agreement length, upgrade options and end-of-term responsibilities. Our leasing versus purchasing guide explains the tradeoffs in more detail.
Should You Include a Maintenance Agreement?
A maintenance agreement typically combines eligible service, parts and toner into an ongoing plan, although coverage varies. Paying separately may work for a lightly used printer. For a shared device, predictable support can reduce surprise repairs and employee troubleshooting time.
Before signing, confirm what the agreement includes, how usage is billed, and what happens when volume changes. Read about the benefits of a printer maintenance plan before deciding.
Which Type of Business Printer Fits Your Needs?
Printer categories are good places to start. But keep in mind that the recommended volume and specifications for the individual model should drive the final decision.
| Business need | Printer class to explore | Specifications to compare |
| Light everyday printing | Desktop A4 printer or MFP | Recommended volume, toner yield, duplex printing and connectivity |
| Shared office workload | Higher-capacity A4 MFP | Print and scan speed, paper capacity, security and support |
| Tabloid or specialty media | A3 multifunction printer | Paper sizes, image quality, finishing and required space |
| Heavy or complex workload | High-volume A3 MFP | Recommended volume, uptime, workflow tools and service response |
Three Xerox Examples by Business Need
Because STPT is a Xerox Signature Partner, these examples use Xerox equipment. They are meant to be reference points rather than universal recommendations. You can find comparable devices from other manufacturers.
- Xerox VersaLink C415 for compact color multifunction needs
The Xerox VersaLink C415 is a desktop-size color MFP with a recommended monthly volume of up to 10,000 pages. It suits organizations that need printing, copying, and scanning without an A3 floor-standing device. However, it’s not designed for tabloid printing or advanced finishing.
- Xerox VersaLink C7130 for tabloid and finishing requirements
The Xerox VersaLink C7130 is an A3 color MFP with a recommended monthly volume of up to 7,000 pages. It supports 11 x 17-inch output and more paper-handling and finishing options, making it useful when document requirements matter more than compact size.
- Xerox AltaLink C8255 for heavier shared workloads
The Xerox AltaLink C8255 is a color A3 MFP rated for up to 22,000 recommended pages per month and speeds up to 55 pages per minute. It fits demanding workgroups that need higher capacity, workflow tools and advanced finishing, but its size and configuration make it unnecessary for many smaller offices.
3 Printer-Buying Mistakes That Can Hurt Your Budget
Buying for the lowest upfront price
A cheap printer can become expensive if supplies cost more or it wears out under a business workload it can’t safely handle.
Buying more capacity than you will use
A larger machine isn’t automatically a better value. Unused speed and capacity increase cost and required space.
Ignoring future and peak usage
Account for seasonal peaks, hiring plans and new workflows, but do not size the printer around an unlikely worst-case scenario.
For additional guidance, review these five mistakes to avoid when buying a printer or copier.
FAQ
What factors should a business consider when choosing a printer?
Start with print volume, functions, color use, paper sizes, scanning, security, space and expected growth. Then compare total cost of ownership and support.
How much should a business budget for a printer?
There is no universal budget. Include the purchase or lease payment, expected usage, service, supplies, accessories and installation, not only the advertised base price.
How do I know what size printer my office needs?
Use monthly volume and document requirements rather than headcount alone. A small team may need an A3 MFP, while a larger team with light usage may only need A4 equipment.
Is it better to buy or lease a business printer?
Buying provides ownership, while leasing reduces the upfront expense and creates predictable payments. Compare total contract cost, cash flow and your expected ownership period.
Is the cheapest printer more expensive in the long run?
It can be. An inexpensive printer may have costly supplies, limited support or insufficient volume capacity. Compare total cost of ownership over the period you expect to use it.
Choose a Printer That Fits Today and Still Makes Sense Tomorrow
Choosing a business printer involves more than just comparing prices. Consider factors like how well it will support your organization over time. Confirm your volume, define the functions you need and compare each option's total cost.
Skipping those steps can leave you with an undersized printer that needs constant attention or an oversized machine that strains the budget. Your next step depends on how far you are in the process.
Know your approximate volume and must-have features? Use our Product Configurator to compare business printers by workload, capabilities and budget. It can help you narrow the field before you request pricing or speak with a consultant.
Still defining what your organization needs? Download our Complete Guide to Purchasing or Leasing a Printer for a broader look at features, agreements, costs and buying options.
