This may be a simple question, but most businesses don’t know the answer.
Understanding your print volume is one of the most important factors when choosing the right photocopier, controlling costs, and avoiding long-term contract mistakes.
Why Print Volume Matters
Your monthly print volume directly impacts the type of copier you need, your monthly lease cost, your cost per page, and how often your machine requires servicing. Choosing the wrong print volume bracket can lead to overpaying for capacity you don’t use or overworking a machine that isn’t designed for your needs.
Typical Business Print Volumes
Most businesses fall into one of three categories:
- Small Office
1,000 – 5,000 pages per month. Small teams, light daily printing, and mostly internal documents. - Medium Office
5,000 – 20,000 pages per month. Growing teams, regular document printing, and mix of internal and client-facing materials. - High-Volume Business
20,000+ pages per month. Larger teams, heavy document workflows, and frequent printing and scanning.
How to Find Your Print Volume
If you’re unsure, you’re not alone.
Here are a few simple ways to check:
- Look at your current copier’s meter reading
- Review past toner or ink orders
- Check service or maintenance reports
- Ask your current supplier
Even a rough estimate is better than guessing.
Why Businesses Get This Wrong
Many companies choose a copier based on monthly price, brand name, and recommendations, instead of their actual usage. This often leads to machines breaking down due to overuse, paying for capacity that isn’t needed, and higher long-term costs.
How Print Volume Affects Cost
Your print volume influences the size and speed of the copier machine, your service agreement, your cost per page, and your total contract value.
Put simple, the more you print, the more important it is to get this right.