Why Your Printer Bill Can Stay High When You Print Less
Costs & contracts
Printing fewer pages does not always mean a much smaller bill. Here is what to check—and when a cost assessment could help.
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Your printer bill can stay high because some charges do not change with usage. Equipment rental, minimum service charges and other fixed fees may still apply. Colour printing, billing dates and adjustments can also explain why the bill has not fallen.
Separate the costs that stay the same
Start with the monthly equipment rental and any minimum service charge. These may still be payable when staff are away or the office prints less. Only the usage part of the bill may have fallen.
Check whether your package includes a page allowance. Printing fewer than the included pages will not necessarily reduce the package price. If lower usage has become normal, it may be worth reviewing the arrangement when your agreement allows.
Check how much colour you are printing
A smaller number of colour pages can cost more than a larger number of black-and-white pages. Look at the two meter readings separately, rather than only the total page count.
Documents with a colour logo or chart may be recorded as colour. Where colour is unnecessary, set the job to black and white. Keep colour available for the presentations and client documents where it adds value.
Make sure you are comparing the same dates
A bill may cover a longer period than the month you are thinking of. Check the opening and closing reading dates, whether readings were estimated, and whether a correction from a previous bill has been added.
Look for agreed annual increases and one-off charges. If something is unclear, ask for the calculation behind it. Our page-cost guide explains the main billing structures.
Find out whether your setup still offers good value
Keep a recent invoice and meter reading, and tell your provider what has changed. Perhaps the team now works remotely, uses fewer devices or scans more than it prints.
RAC’s free print cost assessment looks at your current equipment and spending, then identifies practical ways to reduce unnecessary costs. That could involve a more suitable Toshiba machine or a better balance of devices and service cover. We compare the proposed costs rather than assuming a new machine will always save money.
Request a free print cost assessment. You can remove account details and other sensitive information from an invoice before sharing it.
Straightforward answers
Common questions
Should my rental payment fall when I print less?
Not usually. The equipment payment follows your agreement. Page charges may fall, but minimum charges or fixed packages can limit the reduction.
What should I send for a print cost assessment?
Start with your machine model, approximate monthly pages and current monthly spend. A recent invoice can help us understand the charges; your full contract is not needed to start.
Talk to RAC Technologies
Could your office printing cost less?
Tell us what you use and what you would like to improve. RAC can review your printing costs, recommend suitable Toshiba equipment and explain the support available.