How to Choose the Right Printer for Your Business (and Save Money Doing It)

If you're shopping for a new printer, you're probably trying to balance cost, reliability, and ease of use. There are hundreds of models out there - from $70 desktop units to large office machines that cost thousands. So how do you know which one is right for your business?

 

Here’s the key idea: a cheap printer isn't always cheap to own. In fact, picking the wrong type of printer can quietly drain your budget over time - even if you only print a few pages a week.

 

In this post, we’ll explain why the upfront cost of a printer can be misleading, why toner costs matter more than you think, and how choosing a business-class printer from a trusted partner like Xerox can save you time, money, and frustration.

 

When you see a printer at your local office supply store for $89, it might seem like a great deal. And it could be - if you’re only printing one page every few months. But these low-cost printers are often sold at a loss by the manufacturer. Why? Because the real profit comes from the supplies, especially toner.

Smaller, cheaper printers use smaller toner cartridges. That means they need to be replaced more often. On top of that, the cost per page is usually much higher. The result? Over time, you can end up spending far more on supplies than you did on the printer itself.

It’s a business model that works for the manufacturer - but not for you.

Let’s break it down. Every time you replace a toner cartridge, you’re paying not just for the toner, but also for:

These costs don’t scale very well on smaller printers. A small cartridge might only print 700 pages, while a larger cartridge in a business printer might print 7,000. The larger one doesn’t cost ten times more to make, so your cost per page drops significantly.

This is where economy of scale really pays off. A higher-capacity cartridge means fewer replacements, lower cost per page, and less hassle overall.

 

The Hidden Cost of Downtime

There’s also a hidden cost to using a smaller printer in a business environment - downtime. If your printer runs out of toner, gets jammed easily, or needs to be replaced every couple of years, you’re losing time and productivity.

Business-class printers are built to last longer, handle more pages, and require less maintenance. They’re designed for reliability, and that means fewer interruptions to your workday.

Even if you only print a few hundred pages a month, having a reliable printer that doesn’t need constant attention can be a game-changer for your team.

 

Now, we’re not saying everyone needs the biggest printer on the market. If you work from home and print a single form once every three months, then yes - a basic printer might do the job.

But if you’re running a busy office, producing documents daily, or handling reports, proposals, invoices, or marketing materials, you need something more capable. The right-sized printer will give you the performance you need without the frustration or ongoing costs of an underpowered device.

And if you’re somewhere in between? That’s where expert advice comes in handy.

 

At Robertson Technology Group, we’ve chosen to partner with Xerox because they are the original innovators of modern printing and copying. Xerox invented the photocopier, and to this day, they continue to lead the industry in reliable, high-performance office equipment.

Being a Xerox partner means we can offer a wide range of devices that are proven, supported, and designed for real business needs. Whether you need a compact desktop unit or a high-speed multifunction printer, we have access to Xerox’s full lineup of devices - all backed by local support and expert advice.

Xerox machines are built with efficiency in mind. They use high-yield toner, offer excellent print quality, and are built for longevity. For small businesses, non-profits, law firms, accounting offices, and just about every type of workplace, a properly chosen Xerox printer can quietly save thousands of dollars over its lifespan.

 

When you’re choosing a printer, it's tempting to look only at the sticker price. But the smarter move is to think long-term.

Ask yourself:

If you’re buying a printer every 18 months and replacing cartridges every couple of weeks, that cheap machine isn’t saving you money. It’s costing you - slowly but surely.

On the other hand, investing in a business-class printer with a larger toner capacity might cost more at the start, but the cost per page drops dramatically. Plus, you’ll likely get better reliability, better print quality, and fewer interruptions.

 

Choosing the right printer doesn’t have to be a guessing game. At Robertson Technology Group, we help businesses in Victoria and across Western Canada find the right equipment for their needs - no upselling, no jargon, just honest advice and reliable service.

We’ll ask about your print habits, your office size, and your goals. Then we’ll recommend the best Xerox device to meet your needs and budget.

If you’re ready to save money on printing, reduce downtime, and finally get a printer that works for you instead of against you, reach out to us today. We’d love to help.