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MANAGED PRINT PRICING
The cheapest printer is often the most expensive one to run.
Managed print cost per page explained
A printer's price tag is a small part of what you pay. Toner, drums, repairs and downtime add up over its life. Cost per page puts all of that into one number you can compare. Here is how it works and the questions to ask before signing any managed print agreement.
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The short answer
- Cost per page is what each printed page really costs: supplies, parts and service divided by pages printed.
- Toner yields are measured at about 5 percent page coverage. Real office pages often use more, so real cost per page is usually higher than the box suggests.
- Color pages cost much more than black and white, so they are priced separately.
- A managed print agreement bundles toner, parts and service into a set rate per page, based on meter reads.
- To compare quotes fairly, compare the same things: rates, what is included, minimums, response time and contract terms.
5%coverage behind toner yields
B&Wand color priced separately
Meterreads set the monthly bill
All intoner, parts and service
How cost per page is figured
| Cost | How it adds up |
|---|---|
| Toner | Cartridge price divided by its rated page yield, adjusted for your real coverage |
| Drums and imaging parts | Replaced on a page schedule, often separate from toner |
| Maintenance parts | Fusers, rollers and transfer kits that wear out with use |
| Service labor | Repairs, cleaning and adjustments |
| Downtime | Staff waiting on a broken printer is a real cost too |
What a good managed print agreement includes
📦Toner deliveredPrinters report their levels and toner arrives before you run out.
🔧Parts and serviceRepairs and wear parts included, with a stated response time.
📊Meter based billingA clear bill from actual page counts.
🛡SecurityFirmware updates, secure settings and data wipes. See copier security.
How to compare quotes
- Black and white rate and color rate, each per page.
- Minimums: a monthly base or page minimum you pay even if you print less.
- What is included: toner, drums, fusers, labor, travel, paper. Paper is rarely included.
- Response time: how fast a technician arrives, and whether they are local.
- Contract length and price increases: look for yearly automatic increases in the fine print.
- Early termination: what it costs to leave, and what happens at the end of a lease.
- Equipment: owned, leased or included, and its age.
Ways to lower your cost per page
- Replace old desktop printers with fewer, efficient shared machines.
- Set black and white and double sided as the default.
- Move high volume jobs to the machine with the lowest cost per page.
- Scan instead of copy where possible. See HP Flow scanning.
- Use genuine supplies matched to the machine, so yields and quality hold up.
How WENO handles managed print
1. Print assessmentWe count your printers, pages and current spending.
2. Right machinesHP printers and copiers sized to your volume.
3. One rate per pageToner, parts and local service in a clear meter based bill.
4. Automatic suppliesMonitored printers trigger toner before you run out.
5. Buy, lease or as a serviceChoose how you want to pay. See hardware as a service.
Questions people ask
Why is my real cost per page higher than the toner box says?
Yields are measured at a light standard coverage. Pages with logos, photos, heavy text or color use more toner.
Is managed print worth it for a small office?
Often yes, once you print a few thousand pages a month or have several printers. It stops surprise costs and downtime.
Can you take over our existing printers?
In many cases, yes. We check their condition and supply costs first.
Know what every page really costs.Free print cost review for High Desert offices.
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General information. Rates and terms vary by equipment and volume.