When it comes to office technology, one of the most essential pieces of equipment remains to be an office printer or copier. However, there are few purchase that cause more confusion than the decision to buy a new printer. When it comes to buying print equipment for the office, the goal is to get the best value – a device that’s going to fit all of your printing needs at the lowest cost. With many organizations today having very basic print needs, many approach this decision with the mindset of ‘I’ll just buy the cheapest one.’ However, one of the most common misconceptions is that a cheap printer automatically means cost savings.
While the initial price tag may seem appealing, the reality is that buying a cheap printer often ends up being far more expensive in the long run. From hidden supply costs to frequent maintenance needs, believing in printer myths like “the cheaper, the better” will usually end up costing your business time, money, and productivity. Keep reading below as we debunk five of the most common printer myths and uncover the truth behind what really makes a printer cost-effective.
Debunking Five Common Printer Myths
People think they have printers all figured out, especially when it comes to the basic needs. With the mindset of “I only need it to print” or “I just need basic printing and scanning function” most people think I’ll just buy whatever is the least expensive. This mindset usually ends up costing businesses way more than just money; it also leads to more office inefficiencies, and more office technology induced frustration. So, let’s go ahead and tackle some of the biggest myths—starting with the “cheap printer = low costs” misconception.
Common Printer Myth #1: A Cheap Printer Means Low Operating Costs
The Belief: Buying a cheap printer, or the least expensive printer, will save you money.
Debunking the Myth: That bargain printer on sale might look appealing with its low-cost price tag, but what that low upfront price tag isn’t showing you is the expensive costs associated with operating the printer. Toner cartridges for these low-end print devices are usually more costly per page, and the cartridges tend to yield fewer prints as well. This means you’re replacing supplies more frequently—sometimes spending more on supplies than you spent to purchase the printer itself in just a few months. Cheap printers are also not built for heavy workloads (this is why it’s always important to investigate a printer’s recommended monthly volume), leading to more breakdowns, more repairs ($$$), and a shorter lifespan overall. A higher-quality business office printer may cost more upfront but delivers significant savings in total cost of ownership (TCO) through efficiency, durability, and better supply yields.
Key Takeaway: Don’t let sticker shock drive your decision when it comes to purchasing your next office printer. Consider long-term operating costs, as well as the purchase price, when evaluating your options.
Common Printer Myth #2: All Printers are the Same…Basically.
The Belief: If it prints that’s all I need, a printer is a printer.
Debunking the Myth: Even though they may have the same functionality (print, copy, scan, fax, etc.), all laser printers are not created equal. There are major differences in print speed, scan speed, duty cycle, recommend monthly volume, connectivity, and even security features. A cheap printer and robust desktop printers are not built the same. A budget printer might work well for light use in a personal office or home office but will struggle in a busy office environment with consistent print volume. Business-class printers and MFPs are engineered for reliability, scalability, and efficiency—saving both time and money in the long run.
Key Takeaway: Match your printer to your actual needs. The right print device prevents bottlenecks, supports productivity, and will provide you with the most seamless and stress-free experience.
Common Printer Myth #3: Managed Print Services Are Only for Large Organizations
The Belief: Only enterprise and large business benefit from managed print services (MPS).
Debunking the Myth: Managed print services for small businesses and mid-sized businesses often offer the most benefits. Challenges like wasteful printing and unmanaged supplies orders add up quickly, and often have a more significant impact on tighter budgets. There are many benefits managed print services can deliver like predictable monthly costs, automated supplies replenishment, and proactive maintenance. However, just like all printers are not created equal, not all managed print services providers are created equal either. This is why choosing the right MPS provider is equally as important.
Key Takeaway: No matter your business size, working with an MPS provider can help your organization reduce waste, control costs, increase security, and boost efficiency.
Common Printer Myth #4: Third-Party Toner is as Good as OEM Toner (and Cheaper)
The Belief: Off-brand bargain toner is less expensive without any downside.
Debunking the Myth: While bargain toner, also referred to as compatible toner, may have a lower price tag than original equipment manufacturer (OEM) toner, these types of printer supplies can come with hidden costs. OEM toner (like Xerox genuine toner) may be more expensive, but OEM supplies offer guaranteed compatibility, superior print quality, and full support under the printer manufacturer’s warranty. Third-party toner or compatibles may yield fewer pages, produce inconsistent quality, and in some cases damage your printer. Worse, using non-OEM supplies can void your printer’s warranty. So similar to the myth that a cheap printer means lower cost, what looks like supplies savings often results in higher expenses over time.
Key Takeaway: When it comes to your printer supplies, stick to OEM and trusted supplies partners to protect your print devices and ensure consistent quality.
Common Printer Myth #5: Printing is Becoming Obsolete in Today’s Digital Age
The Belief: With everything moving to the cloud, printing is a thing of the past.
Debunking the Myth: While workplaces are increasingly digital, print is far from obsolete. Many industries—like healthcare, education, legal, and finance—still rely heavily on hard copies. In fact, hybrid and remote work environments have created a greater need for secure, reliable, and flexible print solutions.
Key Takeaway: Print isn’t disappearing, it’s just evolving to support the needs of modern workplaces with hybrid and remote employees and with digital infrastructure.
Don’t Fall Victim to Common Printer Myths!
Printers often get underestimated—but making decisions based on myths can lead to unnecessary costs and headaches. When it comes to purchasing your office printer, you should really approach it in a similar manner as you would for buying or leasing a car (yup, you heard that right – you can check out our blog with more info on that topic here). And by separating myth from reality, you can make smarter decisions about your organization’s print environment, uncover hidden savings, and reduce printer issues and frustrations.
Are you ready to find out what your printers are really costing you? Schedule a no-obligation print assessment with our team to see what inefficiencies may be hiding; we can help you to take back control of your print budget!
