Printing costs can quickly add up, especially for small businesses where every dollar counts. The good news? With the right strategies, you can reduce your print spend without compromising quality or productivity. Here are the top seven ways to cut costs in 2026.
1. Conduct a Print Audit
Start by understanding your current print usage across your small office printers or office printer fleet. Identify:
- Which employees or departments print the most
- Which devices are most frequently used
- The types of documents being printed
Having a clear picture helps you target waste and unnecessary printing, and gives you insight into which small business printers are driving costs.
2. Implement Duplex (Double-Sided) Printing
Setting printers to default double-sided printing can cut paper use in half. This simple step reduces costs and supports more sustainable operations, helping your business save money and reduce environmental impact.
3. Monitor and Set Print Quotas
Introduce print quotas or limits for staff to encourage mindful printing. Whether it’s a small office printer or a shared multifunction printer, quotas can help control costs and reduce unnecessary print jobs.
4. Use Managed Print Services (MPS)
Partnering with a managed print services provider can deliver major efficiency gains, including:
- Optimising your printer fleet for cost and performance
- Automating toner deliveries
- Reducing printer downtime
In many cases, managed print services pay for themselves through ongoing efficiency and cost savings.
5. Optimise Printer Placement
Strategically place printers to serve multiple users efficiently. Consolidating devices can reduce maintenance costs, lower energy usage, and improve workflow. Consider whether your office printers or small business printers are being used effectively across your space.
6. Choose Energy-Efficient Devices
Invest in modern energy-efficient printers with low cost-per-page printing and smart energy-saving modes. Over time, these devices reduce both electricity bills and overall print costs, making them a worthwhile investment for any business.
7. Digitise Where Possible
Encourage digital workflows to reduce unnecessary printing:
- Scan-to-email or document management systems
- Cloud storage instead of printing drafts
- Digital approvals instead of paper sign-offs
Digitising processes reduces waste, saves costs, and supports a more flexible, hybrid work environment.
Bonus Tip: Track Ongoing Usage
Regularly monitor printer activity and usage patterns. Adjust policies, optimise devices, and maintain cost savings over time. Tracking usage helps small businesses stay on top of print spend and ensures efficiency continues long-term.
By implementing these seven strategies, small businesses can significantly reduce printing costs, cut waste, and improve productivity — all while keeping staff happy and workflows running smoothly.