We’ve all worked in an office where the printer groans like it’s summoning the dead, or the copier jams more often than it actually copies. You give it a gentle whack, mutter something unrepeatable, and wait for the IT team to sigh their way over. Sound familiar? In this post, we take a closer look at old printer costs and how they impact your business.
Keeping old printers and copiers hanging around might seem like a smart way to save money. After all, if it still turns on, why throw it out, right?
Here’s the thing: that “cheap” hardware is quietly bleeding your budget dry.
Let’s break down why sticking with legacy office tech is a false economy – and what it’s really costing your business behind the scenes.
It’s Not Just One Repair – It’s Death by a Thousand Paper Jams
Old machines fail. A lot. And when they do, it’s not just a quick fix. Spare parts are harder to find (and more expensive), engineers take longer to diagnose problems, and the fix doesn’t always last. Before you know it, you’ve spent more maintaining the machine than it would’ve cost to replace it entirely.
And then there’s the downtime. Every breakdown halts workflows, delays projects, and leaves staff twiddling their thumbs. One broken printer can cause a full-scale bottleneck across the business.
Your Electricity Bill Hates That Copier
Modern print hardware is far more energy-efficient than the dinosaurs still lurking in many office corners. Older machines use more power, generate more heat, and offer none of the eco-friendly features you’d get from newer models.
Over a year, the electricity costs alone can be eye-watering. And if your business has green targets to hit? Good luck with that.
Toner, Ink, and Paper – What?
Legacy printers tend to guzzle supplies like there’s no tomorrow. They don’t default to double-sided printing, use colour unnecessarily, and often waste ink with every boot-up.
It’s not just annoying – it’s expensive. You’re spending more on consumables than you need to, simply because the hardware was built in an era when efficiency wasn’t a priority.
One business we worked with cut their toner spend by 40% just by upgrading to smarter, managed devices. Same volume of printing. Way less waste.
Your IT Team Secretly Hates You
Okay, maybe not you personally. But they’re tired of being called over every week to fix the same flaky printer or coax an ancient copier back to life.
Old machines don’t play well with modern software. Drivers become outdated. Firmware updates stop arriving. Compatibility becomes a daily headache. And who gets stuck trying to make it all work? Yep – your IT team. That’s time they could be spending on actual innovation, not wrestling with hardware from 2009.
Hackers Love Old Hardware
Cybersecurity isn’t just about your servers and laptops. Print devices are part of your network, and older ones often lack basic protections – like up-to-date firmware, encryption, and secure print release.
Leaving legacy machines connected to your network is like leaving your back door open with a note that says “please don’t hack us.”
And with data protection rules tightening (hello, GDPR fines), that’s a gamble most businesses really shouldn’t be taking.
Contracts Creep Up Quietly
Even if you’re not buying ink and toner directly, you’re probably tied into a maintenance or support contract. And here’s the catch: support costs go up as the machine ages. Or worse – your supplier pulls the plug altogether, and you’re left scrambling when something goes wrong.
What used to be a manageable cost suddenly becomes unpredictable. Or completely unsupported.
You’re Missing Out on Features That Make Life Easier
Modern printers aren’t just faster and greener – they’re smarter. Think cloud print, remote management, automated workflows, and secure document handling. Features that actually save time and money.
Still using legacy kit? You’re stuck in the past. Remote workers can’t connect easily. Documents aren’t digitised properly. Tasks that should take seconds drag out for minutes or more.
We’ve seen businesses completely transform their admin processes just by switching to a more modern setup. Less faff, more focus.
So… Why Do So Many Businesses Hang On?
Because replacing hardware feels expensive. But here’s the twist: not replacing it is costing you more. And not just in pounds and pence – in lost time, frustrated staff, and potential security disasters.
The truth is, that crusty old copier in the corner is costing you every single day. Not dramatically. But quietly. Relentlessly. Like a slow leak under the floorboards.
What To Do Next
If any of this sounds familiar, don’t panic. You don’t need to rip everything out overnight. Start with a print audit. Look at the actual costs – energy, supplies, breakdowns, support, and lost time.
From there, you can make a proper plan – whether that’s upgrading one device at a time, switching to managed print, or moving to more sustainable hardware.
The main thing? Stop clinging to hardware that’s holding you back.
You wouldn’t still be using a Nokia 3310 for work calls. Don’t let your printer live in the past either.
Want to know what your ageing printers are really costing you?
We’ve helped dozens of UK businesses run the numbers. Drop us a line and we’ll show you where the hidden costs are hiding – and how to cut them.
