Printing is an often large, but unavoidable expense for many businesses. The devices cost money either through purchase or lease, the materials for printing cost more money, and devices inevitably need to be replaced or updated. For businesses of all sizes, these expenses can add up quickly and put a strain on the bottom line.


Print as a service is the modern solution to the timeless problem of out-of-control and unpredictable print costs.

What is Print as a Service?

Print as a service, or PaaS, is a new way of looking at print costs. Traditionally, businesses would either buy their printing devices or sign a contract to lease the devices. From there, businesses are also responsible for regular maintenance as well as the material costs for printing.


Print as a service removes the overhead of purchasing a printer fleet or paying for a monthly lease. Instead, businesses pay a low monthly rental fee plus the cost of each page printed. The result is a cost that more truly aligns with the actual cost of operating the printer.

Keeping Overhead Costs Low

Possibly the most obvious benefit of PaaS is the low initial cost or monthly cost when compared with purchasing or leasing. A printer is a necessary investment for most businesses in order to operate. This can mean potentially spending thousands of dollars on purchasing devices or signing up for a long term lease agreement that costs less upfront but may cost more over time. With PaaS, the low monthly cost is manageable for almost every business, including startups and small businesses that may be operating on razor thin budgets.


Lower overhead costs also means more money for investing elsewhere in the business. A smaller monthly expense on total print costs could mean more money for marketing, expansion, or increasing staff pay.

Greater Flexibility

Flexibility is important in every aspect of business these days. Print as a service offers flexibility when compared with purchasing or leasing. The provider of the service owns the printers and there is no long term contract or cost to cancel the monthly rental. On the other hand, leasing a printer fleet often comes with a long term contract that can be costly to cancel. Purchasing devices means that the business has some amount of flexibility if they wanted to sell them but they would be faced with the prospect of having to manage that process.


This flexibility isn’t just for getting out of an agreement, either. As the needs of the business change, so can the equipment. For example, perhaps a business grows quickly and now needs a more advanced device with greater print capacity to handle a larger workload. They can simply rent a different model and return the old one.

True Cost Per Page

Cost per page, or CPP, is a method of evaluating the true cost of a printer. However, when leasing or owning a printer, cost per page can be a somewhat murky calculation. Most businesses buy reams of paper and several replacements for toner and ink that are used as needed. This can make calculating cost per page rather challenging. As a result, budgeting for print costs can vary wildly.


With PaaS, it’s much easier to understand CPP because businesses actually pay a low rate per page printed. Their monthly invoice is an accurate description of CPP. This makes budgeting easier and allows businesses to predict and monitor print costs on a month to month basis. This kind of data can be valuable when determining if PaaS is valuable or if the needs of the business have expanded to the level of purchasing their own devices.

Easy Accounting

When leasing a printer fleet, businesses must track the leases as a liability. While this isn’t necessarily a bad thing, it can certainly complicate the accounting process. For small businesses especially, the added accounting work may not prove to be worth it. With print as a service, the devices are held on the balance sheet of the service provider. Businesses are only responsible for the low monthly rental cost as well as the CPP.

Is PaaS Right for Your Business?

Is your business looking to take control of printing costs and get a more accurate picture of cost per page printing expenses? Print as a service may be the solution you’re looking for. To learn more about this low cost, flexible solution for your printing needs, contact the business specialists at Verity Group today.