Find your print cost-per-page and what you should be paying.
Most companies spend 1 to 3 percent of revenue on printing and don't know it. This calculator shows your true cost-per-page, benchmarks against industry, and shows the managed-print number.
No login, no popup. Inputs stay in your browser until you choose to share them. Built for facilities managers, COOs, and procurement leads tired of opaque toner and service invoices.
in the training dataset
across managed print clients
for a 5 to 25 device fleet
BBB A+ accredited since 1986
Five line items your finance team is not tagging as "printing."
Most CFO-level dashboards show one print line: the toner invoice. The actual cost is hiding in five places that no one is summing. The calculator above models them.
Toner over-ordering
Without fleet telemetry, the cabinet stockpile creeps up. We routinely audit office supply rooms and find 18 to 24 months of toner sitting on a shelf. That is working capital sitting there, plus eventual obsolescence when devices get refreshed.
Idle devices
Every fleet has at least one printer that prints fewer than 50 pages a month. The lease, monitoring fee, supplies, and service window for that device are pure waste. Managed print fleet telemetry surfaces idle devices in week one and right-sizes at the next refresh cycle.
Color when B/W would do
Print drivers default to color. Users hit print without thinking. A quarter of color pages we measure are emails, calendars, and confirmation pages that did not need color. At 12 cents versus 2 cents, that is a 10x cost premium on every accidental color page.
Manual ordering
Office manager spends 15 minutes a week reordering toner from three different vendors. That is 13 hours a year of loaded labor, plus the AP cost of paying multiple invoices. Managed print pushes that to zero with auto-replenishment based on real cartridge level.
No usage reporting
Without per-device, per-user, per-department reporting, you cannot allocate cost or set quotas. Most fleets we onboard have never produced a usage report. After 30 days on managed print, the heaviest 20 percent of users typically account for 60 to 70 percent of color volume.
Six things managed print does that one-off toner contracts cannot.
A managed print contract is not just bulk toner. The reason it saves money is the operational layer on top: telemetry, automation, right-sizing, and a single line item for your finance team.
Four steps from your current fleet to a right-sized managed print contract.
Right-sizing is the single biggest source of savings in managed print. Most offices we onboard are running 30 to 40 percent more devices than they actually need. Here is how we get to the right number.
Fleet discovery
SNMP scan of every networked device on your LAN. Pulls model, serial, firmware, page counters, drum life, fuser life, and last 12 months of utilization. Two-day exercise, fully read-only.
Utilization analysis
We map device utilization against rated monthly duty cycle. Devices below 10 percent of rated duty get flagged for removal. Devices above 80 percent get flagged for upgrade or supplemental.
Workflow audit
Walk-through of the office floor plan to validate printer placement matches actual workflow. Departments that send work to a printer 50 feet away get redistributed.
Proposal and rollout
Written proposal with proposed fleet, cost-per-page, monthly all-in, and rollout schedule. Existing devices stay if they are healthy. Replacements roll out one zone per week to limit disruption.
Like the savings number? Get the proposal in writing.
Drop your details below and a real account manager will email you a custom managed print proposal within one business day. Calculator inputs travel with the form so we are quoting against your actual numbers from minute one.
Real savings from a real customer who ran the numbers.
Ten questions about your print spend.
What is my true cost per page?
True cost-per-page is the all-in cost of producing one printed sheet at your office. Add up your monthly cartridge spend, paper, drum and fuser amortization, on-site service tickets, and the loaded labor of whoever orders supplies. Divide by total monthly pages. Most SMBs land between 4 and 7 cents on B/W and 14 to 22 cents on color when you include everything. The calculator above is conservative and only includes per-page rates plus annual supply spend, so the gap to managed print is usually larger than what you see.
Is my data private when I use the calculator?
Yes. Inputs stay in your browser and are never logged unless you explicitly submit the lead form. We do not run server-side tracking on calculator inputs and we do not sell or share any of the data. The lead form is the only handoff to our team, and it sends your inputs along with your contact info so we can build a real apples-to-apples written quote.
Why does the calculator default cost-per-page to 2.0 cents B/W and 12 cents color?
Those are the median per-page rates from a sample of 1,200 small-business print fleets we audited in the last 18 months. The actual range we see is wide: B/W spans 1.4 to 4.5 cents (toner-only deals run higher) and color spans 8 to 22 cents. If you have a recent invoice or supply audit, override the defaults with your real numbers for a sharper answer.
What is included in your 0.85 cent B/W and 6.5 cent color rate?
Toner, drum, fuser, parts, on-site service, standard delivery, and remote fleet monitoring. Paper and staples are not included. Color rate covers all-CMYK pages including high-coverage marketing prints. The per-device $25 per month covers the management fee, real-time fleet telemetry, automatic toner replenishment, and quarterly fleet right-sizing.
How does managed print actually save money?
Five compounding levers. One: volume-direct OEM toner pricing instead of one-off purchases at retail. Two: zero waste from over-ordering, because we ship toner just-in-time based on real fleet telemetry. Three: right-sizing your fleet (most offices are 30 to 40 percent over-provisioned). Four: routing color jobs to color-quota-controlled queues so accidental marketing prints stop happening on the wrong device. Five: predictable monthly cost so your CFO has a number, not a surprise.
Do I have to replace my printers to use managed print?
No. About 60 percent of new managed print contracts start on the customer's existing fleet. We onboard your printers as-is, install fleet monitoring, take over consumables and service, and right-size at the next refresh cycle. The other 40 percent of customers want a hardware refresh up front, in which case we propose a tier-matched fleet and roll the lease into the same monthly contract.
Will you support all my printer brands or just yours?
All of them. We are an authorized dealer for Canon, Ricoh, Xerox, Kyocera, HP, Sharp, Konica Minolta, Toshiba, and Lexmark, but our managed print platform is brand-agnostic and supports any networked device that exposes SNMP. Most fleets we onboard are mixed and we keep them mixed if that is the right call.
What about scanning, secure print, and document workflow?
Included as add-ons in the Enterprise tier or as separately scoped modules. Secure print release (badge or PIN), departmental cost recovery, scan-to-folder, and document management integrations (M-Files, Microsoft 365, Google Drive, SharePoint) are all available. The calculator above only models the print line item, so any document workflow savings are upside on top of what you see.
Is there a contract term and exit clause?
Standard managed print agreement is 36 months matching the device lease term, with a 60-day exit clause after month 12. Page-rate-only contracts (no equipment) run on annual terms with 30-day notice. We do not gate exit on equipment buyback. If you decide to leave, we hand off telemetry credentials and last 12 months of fleet data so the next vendor can pick up cleanly.
How fast is onboarding?
Three weeks end-to-end for a typical 5 to 25 device fleet. Week one is fleet discovery and SNMP agent install. Week two is supply transition (we pre-stage toner so there is no gap). Week three is the QBR template setup and color-quota policy review. Multi-location fleets above 50 devices run four to six weeks. Onboarding is fixed-fee, scoped per device count, and credited if we miss the agreed go-live date.
Like the savings? Get a written managed print proposal in 24 hours.
Or call us and we will rerun the calculator with you on the phone, walking through every line item against your actual toner and service invoices. No demo, no slide deck.