Why Office Printing Costs Blow Out in NZ (And How to Fix It)
Office printing costs rarely increase because of one large expense.
Instead, costs typically grow through a combination of unmanaged devices, inefficient printing habits, hidden consumables costs, security risks, and outdated processes.
For many New Zealand organisations, printing remains an essential business function — from contracts and legal documents to invoices, customer records, marketing materials and internal communications. However, without visibility and control, printing can become an overlooked operational expense.
The good news is that businesses can significantly reduce unnecessary print costs by understanding where expenses originate and implementing structured print management strategies.
Key takeaway:
Office printing costs usually blow out because organisations manage printers as individual devices rather than managing printing as a business process.
What Are the Hidden Costs of Office Printing?
The true cost of printing extends far beyond the price of paper and toner. A printer’s total cost includes:
- Hardware purchase or leasing costs
- Toner and consumables
- Maintenance and repairs
- Energy consumption
- Staff time spent managing print issues
- Unnecessary or accidental printing
- Document security risks
- Inefficient workflows
- Device downtime and productivity losses
Industry research commonly estimates that consumables and operational expenses make up the majority of a printer’s lifetime cost, making ongoing print management more important than the initial device purchase price.
For New Zealand businesses, these costs can become difficult to track when multiple printers are purchased independently across departments, branches or locations.
The 7 Reasons Office Printing Costs Increase
1. Too Many Printers Across the Organisation
One of the most common causes of excessive printing costs is printer sprawl.
Many organisations accumulate devices over time:
- Departments purchase their own printers
- Offices retain old equipment after upgrades
- Small desktop printers remain in use despite higher running costs
- Devices are not reviewed regularly
This creates a fragmented print environment where businesses often have:
- Too many devices
- Excessive supply costs
- Duplicate maintenance agreements
- Inconsistent security settings
A print assessment can identify whether the organisation has the right number and type of devices for actual business requirements.
2. Lack of Visibility Into Printing Behaviour
Many businesses know how much they spend on printers but do not know:
- Who is printing?
- What documents are being printed?
- Which devices cost the most?
- How much colour printing is occurring?
- Which printers are underused?
Without visibility, organisations cannot effectively control costs.
Modern print management solutions provide reporting dashboards that help businesses understand:
- Print volumes
- Department usage
- Colour versus mono printing
- Cost allocation
- Device performance
Better visibility allows businesses to make evidence-based decisions rather than guessing where savings exist.
3. Excessive Colour Printing
Colour printing can significantly increase operating costs compared with black-and-white printing.
Common examples include:
- Employees printing emails in colour
- Internal documents using unnecessary colour
- Default printer settings encouraging colour output
- Marketing documents printed repeatedly during review stages
Simple controls such as:
- Defaulting devices to black and white
- Requiring approval for high-volume colour printing
- Using secure print release
can reduce unnecessary colour consumption.
4. Employees Printing Documents They Do Not Need
Unmanaged printing behaviour is a major contributor to waste.
Common examples include:
- Printing documents that are never collected
- Multiple copies being printed unnecessarily
- Duplicate versions of documents
- Printing emails and web pages
- Forgotten print jobs left at devices
Secure print solutions help reduce waste by requiring users to authenticate at the printer before documents are released.
This means:
- Fewer abandoned print jobs
- Greater document security
- Less paper and toner waste
5. Poor Printer Security Creates Unexpected Costs
Printers are often overlooked as part of an organisation’s cybersecurity environment.
Modern multifunction printers store sensitive information including:
- Scanned documents
- Printed documents
- User authentication details
- Network credentials
- Temporary image data
Poorly secured printers can create:
- Data exposure risks
- Compliance issues
- Unplanned IT support costs
For New Zealand businesses, printer security should align with wider cybersecurity practices and privacy obligations, including expectations under the Privacy Act 2020.
Security controls may include:
- User authentication
- Secure print release
- Data encryption
- Firmware protection
- Device access controls
- Secure device retirement
6. Managing Printers Internally Costs More Than Expected
Many organisations underestimate the internal time spent managing printing.
IT teams and office administrators often spend hours:
- Ordering toner
- Troubleshooting printer problems
- Setting up new devices
- Managing drivers
- Responding to print complaints
- Tracking costs
Managed Print Services (MPS) transfers much of this responsibility to a specialist provider.
A managed print approach provides:
- Proactive monitoring
- Automated toner replenishment
- Device optimisation
- Cost reporting
- Technical support
- Security management
7. Printing Processes Have Not Been Digitally Optimised
Printing costs often increase because business processes have not evolved.
Examples:
- Printing invoices that could be digital
- Manually scanning documents
- Storing paper files
- Approving documents manually
- Re-entering information between systems
Digital workflow solutions can reduce unnecessary printing by connecting:
- Document capture
- Cloud storage
- Approval workflows
- Electronic signatures
- Business applications
The goal is not to eliminate printing — it is to make printing intentional.
How Much Can Businesses Save by Managing Printing Better?
The savings available depend on the organisation’s current environment, but businesses commonly reduce print costs by addressing:
| Cost Area | Improvement Opportunity |
|---|---|
| Printer fleet | Remove unnecessary devices and optimise placement |
| Colour printing | Reduce unnecessary colour output |
| Paper waste | Introduce secure print and digital workflows |
| Consumables | Automate supply management |
| Maintenance | Improve proactive servicing |
| User behaviour | Introduce print policies and reporting |
The biggest savings typically come from gaining visibility first, then improving processes based on actual usage data.
What Is Managed Print Services (MPS)?
Managed Print Services is a structured approach to managing an organisation’s printing environment.
Instead of purchasing and managing printers individually, businesses work with a provider to optimise:
- Hardware selection
- Device placement
- Print costs
- Security
- Maintenance
- User experience
A Managed Print Services programme typically includes:
Print Assessment
An analysis of current:
- Devices
- Print volumes
- Costs
- User requirements
- Security risks
Fleet Optimisation
Replacing inefficient devices with the right technology for each business need.
Print Monitoring
Tracking device performance and consumable levels.
Cost Management
Providing reporting and visibility into print expenditure.
Security Controls
Protecting sensitive documents and devices.
How Sharp NZ Helps Businesses Reduce Printing Costs
Sharp NZ helps organisations across New Zealand optimise their printing environments through:
- Managed Print Services
- Business multifunction printers
- Secure print solutions
- Print workflow automation
- Device monitoring
- Document management solutions
Sharp’s approach focuses on understanding how an organisation works first, then recommending technology that improves efficiency, security and cost control.
Solutions can help businesses:
✓ Reduce unnecessary printing
✓ Improve visibility of print costs
✓ Strengthen document security
✓ Reduce administrative workload
✓ Improve workflow efficiency
Office Printing Cost Reduction Checklist
Businesses reviewing their printing costs should ask:
Print Environment
☐ Do we know how many printers we have?
☐ Are all devices actively used?
☐ Are printers positioned efficiently?
Cost Control
☐ Can we measure printing by department?
☐ Are colour printing costs controlled?
☐ Are consumable costs predictable?
Security
☐ Are users required to authenticate before printing?
☐ Are printer hard drives and stored data protected?
☐ Are devices included in cybersecurity policies?
Workflow
☐ Could some printed documents become digital workflows?
☐ Are approval processes automated?
☐ Are documents easy to find and manage?
Frequently Asked Questions
Why are office printing costs so high?
Office printing costs are often high because businesses lack visibility into printing behaviour, operate too many devices, use excessive colour printing, and do not actively manage consumable and maintenance expenses.
What is the biggest hidden cost of printing?
The biggest hidden costs are usually inefficient printing behaviour, device sprawl, staff administration time, and unmanaged consumable usage rather than the printer hardware itself.
How can a business reduce printing costs?
Businesses can reduce printing costs by completing a print assessment, optimising their printer fleet, introducing secure print controls, monitoring usage, and implementing Managed Print Services.
Is Managed Print Services worth it for small businesses?
Managed Print Services can benefit small businesses by reducing administrative effort, improving cost visibility, preventing unexpected supply issues, and ensuring employees have the right printing technology.
How can businesses reduce wasted printing?
Businesses can reduce wasted printing by enabling secure print release, setting default black-and-white printing, improving digital workflows, and monitoring user behaviour.
Are printers a cybersecurity risk?
Yes. Printers are connected network devices that can store sensitive information and should be protected with authentication, encryption, firmware security and access controls.
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