What Can a Print Audit Do for You?

Printing is one of those business costs that often goes unchecked. Supplies are reordered, devices are maintained, and everything seems to work, but few organisations have a clear view of what their print setup is really costing them.

A print audit helps you understand exactly how your printing environment is performing. It highlights where money is being spent, where inefficiencies exist, and where improvements can be made.

If you’re looking for ways to reduce costs, improve visibility, and make smarter decisions about your print infrastructure, a print audit is a practical place to start.

What Is a Print Audit?

A print audit is a structured review of your current printing environment. Its purpose is simple: to give you a clear picture of how your printers are being used, what they’re costing you, and where improvements can be made.

It replaces assumptions with data. Instead of estimating your print spend or relying on supplier invoices alone, you gain visibility into the full picture.

A typical print audit looks at:

• The number and type of devices in use

• Print volumes across departments or teams

• Paper, toner and consumable usage

• Running costs, including maintenance and energy

• Device security and access controls

From there, it highlights what’s working well and what isn’t. That might include under‑used devices, unnecessary duplication, avoidable waste, or security gaps.

Why Many Businesses Don’t Know Their True Print Costs

In most organisations, printing evolves over time rather than being strategically planned.

A new department is created, so a new printer is added. A device breaks down, so it’s replaced. Someone orders toner when it runs low. Before long, you have multiple devices, different suppliers, and varying usage habits, but no single, clear view of the overall cost.

There are a few common reasons for this:

• Costs are spread out. Paper, toner, maintenance, leases and energy often sit in different budgets.

• Usage isn’t monitored. Most businesses don’t track who is printing what, or how much.

• Devices are added reactively. Printers are installed to solve short‑term issues rather than as part of a wider plan.

• If printing isn’t causing daily problems, it rarely gets reviewed.

The result? Printing becomes a background expense: consistent, necessary, but rarely questioned.

Without clear data, it’s difficult to know:

• Whether devices are being under‑ or over‑used

• If you’re paying more than you need to for consumables

• Whether old equipment is costing more to run than it should

• How much time your team spends dealing with print‑related issues

A print audit brings all of this into one place. It turns scattered costs and assumptions into something measurable and manageable.

What Can a Print Audit Reveal?

Once the data is gathered and analysed, a print audit often highlights opportunities that aren’t obvious day to day.

Some are small and easy to fix. Others can have a significant impact on cost and efficiency.

Here are some of the most common findings:

1. Unnecessary Devices

It’s common to find printers that are rarely used, duplicated across departments, or positioned inefficiently. Every additional device increases spend on toner, servicing, energy and support time.

In some cases, fewer devices, placed more strategically, can improve performance while reducing overall cost.

2. Imbalanced Workloads

Some printers may be overworked and frequently breaking down, while others sit under‑used. This imbalance can lead to unnecessary downtime, frustrated staff and higher maintenance costs.

A clear usage picture allows workloads to be redistributed more effectively.

3. Hidden Consumable Waste

Toner and paper usage can vary significantly between teams. Without visibility, over‑ordering, unnecessary colour printing, or excessive single‑sided printing can quietly increase spend.

Even small behavioural changes can make a noticeable difference over time.

4. Ageing Equipment Driving Up Costs

Older devices may seem “fine,” but they can be less energy‑efficient, slower, and more expensive to maintain. A print audit helps identify where running costs are creeping up due to ageing hardware.

Sometimes the most expensive printer is the one you’ve kept the longest.

5. Security Gaps

Printers are network‑connected devices. If they aren’t properly configured, they can present risks, from unsecured print jobs to open access and outdated firmware.

A review can highlight:

• Whether sensitive documents are left unattended

• If access controls are in place

• Whether devices are configured securely

For organisations handling confidential data, this visibility is essential.

How a Print Audit Helps You Take Control of Costs

Identifying inefficiencies is only useful if it leads to better decisions. The real value of a print audit is that it gives you the clarity to act with confidence.

Instead of reacting to issues as they arise, you gain a structured understanding of your print environment and that changes how you manage it.

Here’s how that clarity translates into control.

Clear, Measurable Data

Rather than estimating your print spend, you can see:

• What you’re printing

• How much you’re printing

• Where it’s happening

• What it’s costing

This makes budgeting more accurate and removes guesswork from decision‑making.

Smarter Device Planning

With real usage data, you can determine:

• Whether you have too many or too few devices

• If certain printers are underperforming

• Where consolidation would make sense

Reduced Waste

When usage patterns become visible, it’s easier to address unnecessary printing habits. That might involve simple policy changes, default settings adjustments, or clearer accountability.

Small adjustments across an organisation can lead to noticeable savings over time.

Better Budget Forecasting

Unexpected maintenance issues, emergency toner orders and inconsistent supply costs can all disrupt budgets.

A clearer overview allows you to plan ahead rather than absorb surprise expenses throughout the year.

Informed Strategic Decisions

Most importantly, a print audit gives you options.

You may decide that only minor adjustments are needed. Or you may realise that a more structured approach to managing your print environment would reduce cost and complexity long term.

Who Should Consider a Print Audit?

If printing plays a consistent role in your day‑to‑day operations, it’s worth understanding whether it’s running as efficiently as it could be. A print audit is particularly valuable for:

Growing Businesses

As teams expand, devices are often added to solve immediate needs. Over time, this can lead to duplication, inconsistent equipment, and rising costs.

Multi‑Department or Multi‑Site Organisations

When printing is spread across locations or departments, visibility becomes harder. Costs and usage patterns can vary significantly, making it difficult to maintain consistency or control.

Businesses Focused on Cost Reduction

If you’re reviewing overheads and looking for areas to improve efficiency, printing is often an overlooked opportunity.

Organisations Handling Sensitive Information

If your business prints contracts, financial documents, HR records, or customer data, it’s important to understand how secure your print processes are.

Companies That Haven’t Reviewed Print in Years

If your setup has evolved gradually and hasn’t been formally assessed, there’s a strong chance there are opportunities for improvement.

What Happens After a Print Audit?

Once the findings are presented, you have a clear picture of your current print environment, including costs, inefficiencies, and potential risks.

From there, you have options.

In some cases, businesses choose to make small adjustments. That might involve redistributing devices, changing default print settings, or addressing specific inefficiencies that were uncovered.

In other situations, the audit reveals that a more structured, long‑term approach would deliver greater savings and control. This is often where organisations begin exploring Managed Print Services as a way to simplify oversight, reduce administrative burden, and bring their print infrastructure under a single, accountable strategy.