Skip to main content
If your office print bill feels like it's funding your printer’s retirement plan, you're not alone. Many businesses are surprised to learn that printing can consume up to 3% of their annual revenue .
At Strategic Technology Partners of Texas (STPT), we specialize in helping organizations like yours cut down on printing costs through smart printer technology and optimized print environments. Our solutions aim to minimize disruptions, maximize device functionality, and provide clear insights into your printing expenses.
In this article, you'll discover practical, easy-to-implement tips to reduce your printing costs. We'll also introduce advanced solutions like Managed Print Services (MPS), which can further enhance efficiency and savings.
7 Simple Tips to Reduce Printing Costs
Switch to Draft Mode
For internal documents, setting your printer to draft mode uses less ink and speeds up printing. It's perfect for quick reports, notes, or emails that don't require high-quality prints.
Many modern printers offer this feature by default, and setting it as your default mode for internal documents can make a surprising dent in your toner usage over time.
Print Double-Sided
This one’s easy. Turn on duplex printing to automatically print on both sides of the paper. You instantly cut your paper use in half with zero extra effort.
Even better, duplex printing can reduce bulk in printed materials like manuals or meeting packets, making documents easier to store and manage.
This simple setting adjustment can help you save money over time.
Use Appropriate Supplies
Reserve premium glossy paper for client presentations. For everyday printing, standard bond paper is sufficient. Additionally, opting for high-yield toner cartridges can reduce the frequency of replacements and lower costs in the long run.
Check out our blog on the 5 Best Budget Friendly Printer Paper Options.
Utilize Printer Apps
One of the best ways to cut down on printing is to reduce the need for paper in the first place.
Modern printers often come with apps focused on productivity that can help digitize paper processes. These tools can streamline workflows and reduce unnecessary prints.
Apps like Xerox Note Converter help digitize handwritten notes by scanning them directly to editable Microsoft Word documents. By transforming handwritten notes into shareable digital files, this app reduces the need to photocopy or scan later. It’s a small change that can significantly lower paper usage.
You can also use printer apps to convert paper documents into PDFs, route scans to cloud storage, or set up automated rules like deleting unclaimed print jobs.
Check out our blog on the 6 Copier/Printer Apps You Need to Increase Office Productivity.
Print Only When Necessary
Yep, we said it. Not everything needs to be printed. With digital tools, cloud sharing, and e-signatures, you can often skip the printer entirely. Your device and your wallet will thank you.
Get in the habit of asking, "Do I really need a hard copy of this?" If not, hit save instead of print. Encourage your team to do the same by offering digital alternatives.
Related Read: A Comprehensive Guide to Going Paperless
Control Printing Access
Office printers can become the wild west if left unchecked. Print tracking tools let you see who’s printing what, and how much. With user authentication and usage reports, you can prevent waste (and stop that one coworker from printing 100 pages of cat memes).
Even light enforcement of user permissions or print quotas can lead to major behavior changes. People tend to print less when they know it's being tracked.
Upgrade to Cost-Effective Devices
If your printer is older than your coffee machine, it's time to upgrade. Newer printers are more energy-efficient, toner-efficient, and less likely to jam right before a meeting. Not to mention, older printers can also pose a major security risk.
Modern multifunction printers often come with built-in apps to help manage print workflows.
Think of it this way: older devices might be "paid off," but their hidden costs, from wasted supplies to repair needs, often exceed the price of an upgrade.
Check out our blog: Why Are Older Printers Security Risks
Why Printing Costs Add Up So Fast
Printing isn't just about paper and toner. It’s the IT hours spent fixing jams, the delays caused by empty toner, and the productivity hits when staff can't find a working machine. And if you’re managing multiple printers across departments or locations, things get even more complicated.
The true cost of printing includes maintenance, energy, supply storage, device downtime, and lack of visibility into what's being printed and by whom. Left unmanaged, these small inefficiencies can snowball into a serious budget strain.
Check out our blog: How Much Does a Printer/Copier Cost?
Want to Take Your Savings Even Further?
If you're managing multiple printers or just tired of playing toner roulette, there's a next-level option: Managed Print Services (MPS).
With MPS, your printers become smarter, more efficient, and a whole lot easier to manage. You get automatic toner shipments, usage dashboards, simplified billing, and proactive maintenance. It takes the headache out of print management.
We offer a custom MPS solution called e-Valet, designed to give organizations full control over their print environment. But before you dive in, here’s a great next step:
Read: 5 Reasons Why You Need Managed Print Services
It breaks down how MPS works, what problems it solves, and how businesses are using it to slash costs and streamline their operations.
