​How to Calculate Printer & Copier Cost Per Page

The cost of printing and/or copying is crucial for managing business expenses. Whether you're a small business owner or run a large office, knowing how to calculate cost per page can help you make informed decisions and control your budget.

Why Calculate Cost Per Page? 

Cost per page ("CPP") gives you a clear picture of how much each print or copy job costs your business. It helps in budgeting, shows costs between multiple machines or service providers, and can help to identify opportunities to reduce expenses overall. This metric takes into account various factors such as toner or ink usage, paper costs, and maintenance expenses, giving you a good top-level view of all print and copy expenditures. 

Cost Per Page - Four Factors

• Consumables (Toner or Ink): The primary cost component is the toner or ink used per page. Different printers and copiers consume different amounts of toner or ink, so this is one of the most critical factors in CPP.
• Paper Costs: The paper used affects CPG. Higher-quality paper costs more but might be necessary for specific uses like presentations or marketing materials.
• Maintenance and Service: Regular maintenance, repairs, and service all contribute to CPP. Some service contracts include these costs, while others charge separately. 
• Depreciation and Initial Cost: Although not calculated in CPP, the purchase price of the printer or copier and its expected lifespan impact long-term cost considerations. 

Steps to Calculate Cost Per Page 

1. Gather Data: 
   1. Page Yield: The number of pages a toner or ink cartridge can print.
   2. Toner or Ink Cost: Price of replacement toner or ink. 
   3. Paper Cost: Cost of each piece of paper. 
2. Calculate Cost per Page: 

Formula: Cost per page = (Cost of consumables per page + Cost of paper per page) / Number of pages printed 

• Cost of consumables per page: Divide the cost of a replacement cartridge by its page yield. For example, if a toner cartridge costs $100.00and prints 2,500 pages, the cost per page for toner would be $100.00 / 2,500 = $0.04 per page. 
• Cost of paper per page: Divide the cost of a ream of paper by the number of sheets in the ream. If a ream costs $10.00 and contains 500 sheets, the cost per page for paper would be $10.00 / 500 = $0.02 per page. 

3. Add these together to get the total CPP. 

Consider Additional Costs: 

• Include maintenance and service costs if they are not covered in the above calculation. 
• Factor in the initial purchase price and depreciation of the printer for a comprehensive assessment. 

Tips for Cost Optimization 

• Choose Efficient Machines 
• Use Economical Settings
• Monitor Usage
• Buy Paper, Ink and/or Toner in Bulk

Start applying these principles today to gain better control over your office equipment costs and enhance your overall operational efficiency.