When you’re looking at your company’s budget for 2026, Printing supplies are probably not the first thing that comes to mind. But here’s the thing: those seemingly small cartridge purchases add up fast. According to industry research, printing and document-related costs can consume up to 15% of a company’s annual revenue. That’s a chunk of change that could be going toward growth, employee benefits, or that fancy espresso machine everyone’s been asking for.
The good news? There are smart, practical ways to slash your Printing supplies costs without sacrificing quality or productivity. Let’s walk through five strategies that actually work.
1. Implement a Print Management System
You know what’s shocking? Studies show that up to 30% of printed documents are never picked up from the printer. They just sit there, wasting toner and paper, until someone eventually tosses them.
A print management system tracks who’s printing what, when, and how much. This isn’t about being Big Brother, it’s about awareness. When employees see their printing habits laid out in black and white (pun intended), behavior changes naturally. People start asking themselves, “Do I really need to print this entire 50-page report, or can I just print the summary?”
Many modern systems also include features like default duplex printing, which automatically prints on both sides of the paper. This simple switch can cut your paper and toner usage nearly in half.
2. Right-Size Your Toner Inventory
Here’s where surplus toner really shines. Instead of ordering toner cartridges one at a time when you run out (usually at the worst possible moment), build a smart inventory using surplus supplies.
Think of it like buying groceries. Buying in bulk when prices are good makes sense, especially for non-perishable items. Toner cartridges have a long shelf life, typically two to three years when stored properly. By purchasing surplus toner in strategic quantities, you can lock in lower prices and avoid those panic “I need it tomorrow” premium shipping charges.
Just make sure you’re storing cartridges correctly: keep them sealed, in a cool and dry place, away from direct sunlight. Your toner will stay fresh and ready when you need it. Bonus Tip: Just in case you think they’re of no use to you tomorrow, you can still sell them to surplus toner buyers for some quick cash.
3. Embrace Liquidated Toner and Surplus Toner Markets
Here’s a secret that savvy procurement managers have known for years: liquidated toner is a goldmine for cost reduction. When retailers overstock, companies rebrand, or businesses close, perfectly good toner cartridges end up in the liquidation market at a fraction of retail prices.
Surplus toner, brand new, unopened cartridges that are simply excess inventory, can save you anywhere from 30% to 70% off regular prices. We’re talking genuine OEM (Original Equipment Manufacturer) products, not sketchy knock-offs. These are the exact same cartridges you’d buy at full price, just acquired through smarter channels.
Before you worry about quality, know this: reputable liquidated toner buyers and suppliers offer warranties and guarantees. You’re not gambling with your printer’s health. You’re just refusing to pay the “convenience tax” that comes with traditional retail channels.
4. Optimize Your Printer Fleet
Not all printers are created equal when it comes to cost efficiency. That old inkjet in the corner might seem harmless, but it’s probably drinking toner like it’s going out of style.
Take a hard look at your printer fleet. Are you running five ancient printers when two modern, efficient models could handle the load? Newer printers typically use toner more efficiently and have better yield ratings, meaning you get more pages per cartridge.
Also, consider the cost-per-page metric when evaluating printers. A printer that costs less upfront might have expensive proprietary cartridges that cost you more in the long run. Sometimes the slightly pricier printer with cheaper, more readily available toner (including liquidated toner options) is the smarter investment.
5. Educate Your Team on Toner-Saving Practices
Cost reduction isn’t just about what you buy, it’s about how you use it. Simple changes in printing habits can extend the life of your toner cartridges significantly.
Encourage your team to use draft mode for internal documents, proofread on screen before printing, and choose toner-saving fonts like Century Gothic or Times New Roman. Some fonts use up to 30% less toner than others.
Also, adjust print quality settings based on need. That internal memo doesn’t need the same high-quality setting as a client presentation. Even small changes in how employees interact with printing systems make a big difference in overall printing supplies usage.
Ready to Start Saving?
The bottom line is this: cost reduction in 2026 doesn’t mean cutting corners or accepting lower quality. It means being strategic about where you spend your money. By tapping into liquidated toner markets, managing your supplies smartly, and fostering better printing habits, you can easily cut your printing costs by 40% or more.
Take action today: Review your current toner spending, reach out to reputable surplus toner buyers by calling 855-418-6637, and implement just one of these strategies this month. Your finances will thank you, and your budget will breathe a little easier. Don’t let anything hold you back from making the switch to smarter printing supply management in 2026.