How to calculate the true cost of owning an office printer

TL;DR / Summary

The true cost of owning an office printer is usually 2–3× the purchase price over its lifetime. For most SMBs, that equals R18,000–R72,000 over 3–5 years, or R1,500–R6,000 per month, once consumables, maintenance, energy, and downtime are included. The upfront price is typically less than 40% of the real cost.

Key Points / Cost Breakdown

• Purchase price:
  Initial hardware cost ranges from R6,000–R20,000, depending on whether you choose a business-grade mono printer or colour printer.
• Consumables:
  Toner, drums, developer units, and paper cost R500–R2,500 per month, driven mainly by print volume and colour usage.
• Maintenance & repairs:
  Call-outs, labour, and spare parts typically add R1,500–R6,000 per year for SMBs without a service agreement.
• Electricity:
  Office printers consume 50–150 kWh per year, costing roughly R200–R600 annually.
• Downtime costs:
  Printer downtime costs R100–R500 per employee per hour in lost productivity, especially in admin-heavy offices.
• Lifespan:
  Most office printers reach end-of-life or become unreliable after 3–5 years.

Example Table: Total Cost of Ownership

How Toshiba solves the true cost problem

Toshiba removes unpredictable printer expenses by converting ownership into a fixed, controlled cost. Instead of paying separately for consumables, repairs, and call-outs, SMBs run Toshiba mono printers and colour printers under a comprehensive service and maintenance agreement.

What the Toshiba service & maintenance agreement covers

• Replacement Toner – fully included
• Drum units – included
• Developer units – included
• Spare parts – included
• Labour – included
• Call-out charges – included
• Travel expenses – included
• Preventative maintenance – included at no additional cost

Why this changes the math

• Eliminates surprise repair bills
• Reduces downtime through scheduled preventative maintenance
• Converts printing from a variable cost to a predictable monthly expense
• Lowers total cost of ownership by 20–40% over 3–5 years for most SMBs

Conclusion / Actionable Takeaway

If you only budget for the printer purchase price, you are underestimating real costs by 60–70%—true cost calculation must include consumables, maintenance, and downtime, or be fixed through a service agreement.

FAQs

Q1: Why is the printer purchase price misleading?
A: Hardware typically accounts for only 25–40% of total ownership cost over a printer’s life.

Q2: What costs do SMBs underestimate the most?
A: Consumables and downtime, which often exceed the hardware cost within 18–24 months.

Q3: Are mono printers cheaper to own than colour printers?
A: Yes. Mono printers generally have lower consumable and maintenance costs, while colour printers cost more but support client-facing output.