Most businesses underestimate how much printing really costs. Not the price of the printer itself—but the ongoing, often invisible expenses that quietly drain budgets month after month.
In 2026, with supply costs rising and hybrid teams demanding more flexibility, unmanaged printing has become one of the most overlooked operational expenses for small and mid‑sized businesses. The good news? With the right equipment and a proactive approach, these costs are not only manageable—they’re dramatically reducible.
The Real Cost of Printing: It's Higher Than You Think
Most organizations only track the obvious: paper and toner. But the true cost of printing includes:
For many offices, these hidden costs add up to 3-5% of annual revenue.
Industry research from organizations like Gartner and IDC estimates that printing‑related expenses can account for 3–5% of a company’s annual revenue.
How Outdated Equipment Drains Your Budget
If your office is still running printers from 2017 or earlier, you’re paying for it—literally.
Older devices often suffer from:
Modern multifunction devices are significantly more efficient than older models, often using far less energy and toner thanks to improved print engines and updated toner technology.
How to Calculate Your Real Cost Per Page
Most businesses don’t know their actual cost per copy (CPC). Here’s a simple formula:
CPC = (Toner Cost ÷ Expected Yield) + (Service Costs ÷ Total Pages Printed)
If you want a deeper breakdown, explore how to calculate cost per copy.
Knowing your CPP helps you compare against industry benchmarks and identify overspending.
Practical Ways to Reduce Printing Costs in 2026
Choose the right device for your workload
Many businesses overspend because they’re using a device that’s too small — or too big — for their needs.
Why undersized printers end up costing more
It’s common for offices to start with smaller, desktop-style printers—especially when trying to keep upfront costs low. The challenge is that these devices aren’t designed for sustained business use.
In fact, this is one of the most common issues we see in real office environments: businesses simply outgrow their equipment. Devices that work well for light use at the start often end up being pushed far beyond their intended limits as printing demands increase.
When used beyond their intended volume, smaller machines often lead to:
In many cases, businesses end up replacing these devices within a short period—not because they’ve failed, but because they were never sized for the workload.
The key takeaway
A lower upfront cost can quickly turn into a higher long-term expense when equipment is undersized. Choosing the right machine for your actual print volume helps avoid unnecessary supply costs, downtime, and premature replacement.
Bridgeport can help you assess:
Explore how to choose the right copier.
Keep your equipment properly maintained
Regular cleaning, firmware updates, and timely service calls prevent:
Bridgeport’s service team excels at this hands‑on, relationship‑driven support.
Use toner-saving print settings
Simple changes can reduce toner use by 20–30%:
Upgrade when the math makes sense
If your device is costing more in service than it’s worth, upgrading is the most cost‑effective move.
See signs it's time to upgrade.
How Bridgeport Helps Reduce Your Printing Costs
Bridgeport works with businesses across Manitoba to help them understand and control their printing expenses. Even small adjustments can make a meaningful difference. Here’s how we help:
With the right equipment and a proactive approach, most businesses can significantly reduce printing costs — often without changing how they work day‑to‑day.
Final Takeaway
You don’t need complex software or automated systems to control printing costs. With the right equipment, smart usage habits, and reliable service support, businesses can significantly reduce waste, improve productivity, and gain predictable control over their budgets in 2026.