Printing is an unavoidable cost for most businesses, but it doesn’t have to be a financial burden. Whether you’re running a small business in Toronto, Mississauga, or Vancouver, or managing a large corporate office in Montreal or Calgary, printing expenses can add up quickly—especially when dealing with high-volume printing.
Between ink, toner, paper, and maintenance costs, companies often spend thousands of dollars per year on printing. But here’s the good news: there are simple strategies to cut printing costs without sacrificing quality.
In this guide, we’ll explore practical ways to reduce printing expenses, from choosing the right toner and ink cartridges to optimizing printer settings and leveraging digital alternatives.
1️⃣ Use High-Yield Toner and Ink Cartridges
One of the easiest ways to reduce printing costs is by switching to high-yield toner or ink cartridges. These cartridges print more pages per unit, reducing the overall cost per page.
✅ Example: Standard vs. High-Yield Toner
- HP 26A Black Toner (Standard) – 3,100 pages (~$0.05 per page)
- HP 26X High-Yield Toner – 9,000 pages (~$0.02 per page)
💡 Tip: While high-yield cartridges cost more upfront, they lower long-term expenses by lasting significantly longer.
2️⃣ Switch to Compatible or Remanufactured Toner
OEM (Original Equipment Manufacturer) cartridges—like those from HP, Brother, Canon, and Xerox—are premium quality but come at a high cost. A great alternative is compatible or remanufactured toner cartridges.
✔ Compatible Toner: Brand-new, third-party cartridges designed to work with your printer. Example: Ayibots’ compatible toner for Brother HL-L6200DW costs 40% less than OEM. ✔ Remanufactured Toner: Recycled OEM cartridges refilled and tested for quality. Eco-friendly and up to 60% cheaper than new OEM cartridges.
💡 Caution: Buy from reputable suppliers to ensure compatibility and prevent printer errors.
3️⃣ Optimize Print Settings to Use Less Ink/Toner
Most businesses waste ink and toner without realizing it. By adjusting your default printer settings, you can reduce toner usage by up to 30%.
🛠 Settings to Change:
- Use Draft Mode – Reduces ink/toner usage for internal documents.
- Lower DPI (Dots Per Inch) – 300 DPI is enough for standard prints.
- Enable Toner Save Mode – Available on HP, Brother, and Canon printers.
- Set Default to Black & White – Color prints cost 3-5x more than black.
- Use Double-Sided Printing – Cuts paper consumption by 50%.
💡 Pro Tip: On Brother printers, go to Settings > General Setup > Toner Save Mode to enable it.
4️⃣ Reduce Paper Waste with Digital Alternatives
Switching to digital solutions significantly reduces paper and toner consumption. Many businesses are moving toward paperless workflows, which saves money and improves efficiency.
🚀 Best Digital Alternatives:
- Google Docs & Microsoft OneDrive – Store and share files without printing.
- E-signature Tools – Use DocuSign or Adobe Sign instead of printing contracts.
- Cloud-Based Accounting Software – Reduce invoice and billing printouts.
- Internal Messaging Apps – Use Slack, Microsoft Teams, or email instead of printing memos.
💡 Fact: Companies that adopt digital workflows reduce paper usage by 80% within one year.
5️⃣ Maintain Printers to Avoid Costly Repairs
Neglecting printer maintenance can lead to expensive breakdowns and wasted toner. Simple maintenance can extend the life of your printers and prevent unnecessary expenses.
🛠 Printer Maintenance Tips:
- Clean printheads and rollers regularly to prevent streaking.
- Use high-quality paper to reduce dust buildup inside printers.
- Keep printers in a dry, dust-free environment to prevent damage.
- Turn off printers when not in use to extend lifespan and reduce power consumption.
💡 Did You Know? Proper maintenance can extend a printer’s lifespan by 30-50% and reduce wasted toner from clogged nozzles.
6️⃣ Buy Toner & Ink in Bulk for Business Discounts
If your company prints frequently, buying in bulk can save 10-30% per cartridge. Many suppliers offer volume discounts for businesses that purchase toner and ink in large quantities.
🔹 Where to Buy Bulk Toner in Canada?
- Ayibots – Offers wholesale pricing on labels, ribbons, and toner cartridges.
- Staples Business Advantage – Bulk office supplies with corporate accounts.
- Ingram Micro / Tech Data – IT resellers can get wholesale printer consumables.
💡 Tip: Sign up for a business account with your supplier for better rates.
7️⃣ Implement Print Management Software
Large businesses and offices with multiple printers should consider print management software. This software tracks who prints the most, enforces print policies, and reduces unnecessary printing.
🚀 Best Print Management Software:
- PaperCut – Tracks print usage and sets print quotas.
- HP Web Jetadmin – Manages multiple printers remotely.
- Print Conductor – Automates batch printing to reduce waste.
💡 Fact: Businesses using print management software reduce printing costs by 20-35% annually.
8️⃣ Use Cloud-Based Printing Solutions
Cloud-based printing eliminates the need for expensive on-premise print servers and provides better control over office printing.
✔ Google Cloud Print (For Chromebooks & Android devices). ✔ HP Smart App (For wireless printing & remote management). ✔ Canon PRINT Business (Mobile printing for offices).
💡 Tip: Cloud-based printing allows employees to print remotely, reducing local infrastructure costs.
Final Thoughts: How to Cut Printing Costs Without Compromising Quality
By following these cost-saving strategies, businesses in Toronto, Mississauga, Brampton, and across Canada can significantly reduce their printing expenses while maintaining efficiency.
✅ Switch to high-yield or remanufactured toner.
✅ Adjust printer settings to reduce toner usage.
✅ Go paperless with digital workflows.
✅ Maintain printers to prevent costly repairs.
✅ Buy in bulk & use print management software.
At Ayibots, we provide affordable toner, ink, labels, and ribbons to help businesses lower their printing costs. Contact us today for bulk pricing and discounts!