A cost-per-page (CPP) contract — sometimes called a managed print contract — is exactly what it sounds like: you pay a fixed rate for every page your office prints, and that rate covers toner, maintenance, and service. One number, no surprises. This applies whether you’re comparing cost per page vendors for the first time or re-evaluating your current provider.
What’s Included in a Typical Cost-Per-Page Contract
A well-structured CPP contract covers:
- All toner and supplies — delivered automatically when levels drop
- All parts and labor for service calls
- Preventive maintenance visits
- Remote monitoring of the equipment
- A response time commitment when something breaks
When evaluating cost per page options, the rate is typically split between black-and-white pages and color pages — color costs more per page because the supplies cost more. A common structure might be $0.015 per black page and $0.07 per color page, though rates vary by equipment and volume.
What Is Not Included
CPP contracts typically don’t cover paper, staples, or damage from misuse. The equipment itself is usually either purchased, leased, or included in the contract depending on how it’s structured. Make sure you understand what’s in your specific agreement — not the general category. Ask about cost per page experience specifically — not just generic IT or print support.
How Cost-Per-Page Compares to Buying Supplies Outright
When you manage your own supplies, you pay for toner when you order it, call for service when something breaks, and handle the billing as separate events. The variable nature of those costs makes them easy to underestimate and hard to budget. For most Tallahassee businesses, the right cost per page choice depends on company size, industry, and growth plans.
CPP converts all of that into a predictable line item. For most offices, the total comes out to less than what they were actually spending once you factor in: emergency toner orders, service calls, staff time managing supplies, and downtime.
When a Cost-Per-Page Contract Makes Sense
CPP contracts tend to work well when:
- You print a consistent volume each month
- You want predictable technology expenses for budgeting
- Your staff has better things to do than manage supplies
- You want a single point of contact for equipment issues
When It Might Not Make Sense
Very low-volume offices — say, fewer than 500 pages a month — may not benefit as much from a CPP structure. At that level, buying a cartridge every few months and calling for service rarely is often cheaper. But most offices that think they print low volume actually print more than they realize.
Before making that call, it’s worth doing an actual print assessment rather than estimating. Most businesses are surprised by what their actual print costs look like once you add everything up.
Related Resources from ABS
Related Resources from ABS
Want to Know What You’re Actually Spending on Printing?
ABS offers free print assessments for Tallahassee businesses. We’ll tell you what your print environment actually costs — and whether a CPP contract would save you money.