Using a multifunction printer (MFP) in your office isn’t just about printing, copying, scanning, and faxing, it’s about doing all of that smartly. The way you use your MFP can either help you save money or lead to ongoing, unnecessary expenses.
With rising supply costs, understanding how to stretch your ink, toner, and paper use can have a significant impact on your bottom line.
In this blog post, we’ll walk through effective, practical strategies for saving money with your MFP. We’ll show you how to use your device efficiently, avoid common wasteful habits, and make cost-saving features work in your favor.
If you’re managing a business and want to get the most out of your office technology, these MFP cost-saving tips are designed just for you.
- Understand the Real Cost of Office Printing
Ink and toner cartridges may seem affordable in isolation. But over time, especially in high-volume offices, these costs add up quickly.
Add paper waste to the mix, and suddenly your monthly printing budget doubles without warning. Businesses, especially small to mid-sized companies often overlook the importance of setting up efficient printing practices. A few small changes can save hundreds, if not thousands, annually.
- Use Draft or Eco Mode for Internal Documents
Not every printout needs to be in high resolution.
If your MFP offers a “draft” or “eco” mode, enable it for internal documents, memos, or notes. These modes use less ink or toner while still providing legible results. It’s a smart way to reduce supply usage without compromising workflow.
For client-facing materials or presentations, you can switch back to high-quality print settings. The idea is to reserve your resources for moments that matter.
- Set Default Double-Sided Printing
This one’s a simple setting change that goes a long way.
Duplex or double-sided printing can cut your paper use in half. For most office tasks, there’s no need to print on a single side, especially for training materials, reports, or employee records.
Make double-sided printing the default setting on your MFP and encourage your team to stick with it. Offices focused on sustainability and cost-efficiency should make this one a priority.
- Take Advantage of Print Preview
Printing errors waste ink, toner, and paper.
Train your staff to use the “Print Preview” feature before sending any document to the printer. This extra step helps catch formatting issues, blank pages, or typos that would otherwise result in unnecessary reprints.
In a fast-paced office environment, it’s easy to hit “Print” too quickly. By making previewing part of your workflow, you can prevent waste from becoming a habit.
- Choose the Right Fonts and Colors
Fonts can impact ink and toner usage more than you think.
Fonts like Times New Roman, Calibri, and Arial use less ink compared to heavier options like Impact or Franklin Gothic. For long documents, these ink-saving fonts can make a real difference.
Also, limit the use of colored text and heavy graphics unless necessary. Color cartridges are significantly more expensive than black toner, and full-color pages burn through supplies at a much faster rate.
- Print in Black and White by Default
Many MFPs automatically detect color, even in documents with a single color hyperlink and print using color toner.
Set your MFP’s default to black and white. Then, adjust the setting manually when full color is required. Businesses that print in color unnecessarily are essentially throwing money away on expensive toner refills.
Being mindful of default settings is one of the easiest ways to cut costs.
- Digitize Where Possible
Not everything needs to be printed.
Your MFP’s built-in scanning and digital storage features can help reduce the need for hard copies. Scan-to-email and scan-to-cloud functions make it easy to store documents securely and share them electronically.
Encourage your team to go digital with meeting notes, invoices, forms, and employee documents. It’s faster, cleaner, and far more cost-effective in the long run.
- Automate Toner Monitoring
Running out of toner unexpectedly leads to rushed purchases at premium prices.
Many modern MFPs come with toner-level alerts or auto-replenishment programs. You can set up notifications when supplies are low, giving you time to order replacements at a better rate.
You can also work with printer service providers like Clear Choice Technical Services to manage and automate supply replenishment affordably.
- Invest in Managed Print Services
If your office regularly deals with high print volumes, a managed print service (MPS) plan might be your best move.
MPS providers assume control of your printing infrastructure, overseeing device maintenance, supply management, and usage monitoring to reduce expenses and enhance efficiency.With expert support, you’ll reduce downtime and extend the lifespan of your equipment.
Clear Choice Technical Services offers reliable MPS solutions in Louisville. We help businesses simplify their print workflows while reducing waste and cost.
- Minimize Waste Through Consistent Maintenance
Like any machine, your MFP performs best with regular maintenance.
Dust, debris, and mechanical wear can cause paper jams and print errors, leading to wasted ink and paper. Schedule regular maintenance checks to keep your multifunction printer running at its best.
You’ll save on supplies and reduce the frequency of frustrating printer issues that slow your office down.
- Educate Your Team on Smart Printing
Technology is only as efficient as the people using it.
Take the time to train your staff on smart printing habits. Teach them which settings to use, when to avoid printing, and how to maximize digital alternatives. You can even post quick-reference guides near the MFP as reminders.
Getting everyone on board with cost-saving strategies leads to long-term change.
Cost-Efficient Office Printing Tips for Workplaces
If you’re searching for ways to cut costs in your office, these MFP strategies are a great place to start. Implementing cost-efficient printing habits can help reduce supply waste and improve your office’s environmental impact.
From using duplex printing to monitoring toner use, even the smallest adjustments add up over time. For offices with more complex needs, local printer leasing and maintenance support can offer a hands-off solution that saves money in the long term.
- Upgrade to a More Efficient MFP Model
Sometimes, saving money means replacing outdated equipment.
If your current multifunction printer isn’t meeting your office’s needs or consumes too much ink and toner, it might be time to upgrade. Newer models are built with energy-saving and ink-conserving features that older machines lack.
Clear Choice Technical Services offers affordable MFP leasing options for businesses. Leasing allows you to access newer models without the upfront cost of buying, and we’ll help you choose the right device for your workflow.
- Work With Local Experts Who Understand Your Business
Every business has different printing needs.
That’s why Clear Choice Technical Services provides customized printing solutions tailored to companies. Whether you need help with printer leasing, supply management, or routine maintenance, we’re ready to support your business goals with cost-effective strategies.
Our local technicians are available when you need them, ensuring your devices stay operational and efficient.
Start Saving with Smarter MFP Use
Getting the most out of your multifunction printer doesn’t require a huge overhaul, just a shift in habits and smarter choices. Businesses can reduce waste and save money with their MFPs through various methods, from setting print defaults to digitizing workflows.
If you’re looking for a trusted provider to help you manage your office printing more efficiently, Clear Choice Technical Services is here for you. We offer managed print services, leasing options, and expert support to help your business run smoother and cheaper.
Contact us today at (502) 208-1577 and start saving smarter with your MFP.
