The Hidden Costs of DIY Printing for Small Businesses

For many small businesses, printing feels like one of those everyday tasks that ticks along in the background – maybe you have bought a few printers online, have some spare toner in the cupboard and head to Google when something breaks.

In reality, though, that approach often hides a surprising number of costs, and what looks like a manageable setup can quietly eat into your time, budget and productivity.

Over a period of time, those ‘small expenses’ can add up to far more than the cost of a managed solution.

Let’s have a close look at where that money is really going and how small businesses can take control.

The True Cost of Toner and Supplies

Buying toner and other consumables from the high street or online might seem convenient, but it is rarely cost-effective. Retail cartridges are sold at premium prices, and businesses often end up over-ordering to avoid running out.

Add to that the occasional wrong or expired item sitting in a cupboard, and you have a slow leak in your cash flow.

A Managed Print Service solves this by automating the process – toner is monitored remotely and delivered only when needed, meaning there is no panic ordering, no wasted stock, and no inflated prices, just what you need, when you need it.

Downtime and Lost Productivity

Every minute your printer is down, your team is losing time. Whether it’s invoices that can’t be sent, client documents that can’t be signed, or proposals stuck in a queue, downtime can quickly add up.

DIY setups often rely on reactive support, calling for help only after something goes wrong.

In contrast, managed print services use remote monitoring to identify and fix issues before they cause disruption.

At Parallel, 85% of support tickets are resolved remotely within SLA. That means less waiting around, fewer interruptions, and more time spent doing actual business.

The Hidden Cost of Employee Time

It is easy to underestimate how much time staff spend managing printers, whether that is ordering supplies, fixing jams, or troubleshooting errors.

These aren’t just minor inconveniences; they are hours of paid time diverted away from productive work.

A managed service takes all of that off your team’s to-do list. Engineers handle the maintenance, software keeps the devices updated, and automated alerts mean problems are often fixed before you even notice them.

Energy and Environmental Waste

Outdated printers are inefficient by design. They draw more power, waste more paper, and use consumables faster than newer models. Over time, that’s not just an environmental problem; it’s also an energy-cost problem.

All of our devices are designed to be energy-efficient, utilising lower-power modes and print management to minimise waste.

Additionally, every page printed on a Parallel device helps fund reforestation through our partner, Print Releaf, turning your everyday printing into a powerful sustainability message.

Security Risks (and the Cost of a Breach)

Something that is often overlooked in cybersecurity is the risk that printers pose. They handle vast amounts of sensitive data, including invoices, contracts, and HR forms. 

In a DIY setup, these devices are rarely updated, and default admin passwords are often left unchanged.

This creates an easy target for cybercriminals, and a single compromised printer can give hackers access to your entire network.

Managed print services include built-in security, encrypted data transfer, user authentication, and secure print release, which protects your business from threats you might not even know exist.

Unplanned Maintenance and Repairs

When something breaks, small businesses often pay for ad-hoc repairs – call-out fees, parts, and downtime soon add up – and without regular maintenance, these breakdowns tend to repeat themselves.

An MPS contract spreads that cost evenly, turning unpredictable expenses into one fixed monthly fee. It’s not just easier to budget; it’s cheaper in the long run.

Plus, regular preventative maintenance keeps devices running smoothly, extending their lifespan and performance.

No Visibility Means No Control

Perhaps the biggest cost of DIY printing is not knowing what you’re spending.

Without detailed reporting, you can’t see which departments are printing the most, which devices are least efficient, or where waste can be reduced.

Managed print services give you full visibility. You’ll see usage patterns, costs, and savings opportunities which help you to make smarter decisions and plan budgets with confidence.

 The Parallel Approach

At Parallel, we work with small and growing businesses to make print simple, sustainable, and stress-free.

Our managed solutions cover everything, from devices and toner to security, support, and sustainability tracking through PrintReleaf.

We believe technology should work for your business, not against it. By switching from a DIY approach to a managed one, our clients consistently save money, reduce downtime, and gain control over an area of their business that previously caused headaches.

DIY printing might feel like the cheaper route, but in reality, it’s full of hidden costs that quietly eat into your profits.

From wasted toner and time to security risks and energy inefficiencies, the true price of unmanaged print is much higher than it seems.

If you haven’t reviewed your setup recently, now is the time.

A free print audit from Parallel can help you uncover where your money’s going, and how to keep more of it in your business.