3 Practical Ways to Save Money on Office Equipment and Supplies

As a business owner, you probably know just how expensive office equipment and supplies can be. Although buying printers and copiers might be a one-time cost, maintaining and operating this equipment can prove quite costly. 

On the other hand, office supplies are an everyday expense that can snowball if not carefully monitored. If you wish to spend less on your office supplies and equipment, read on to find out how.

Maintenance, Maintenance, Maintenance

One of the best ways to lower your expenditure on office equipment is to conduct regular maintenance checks. This means examining your printer, copier, or shredder habitually to ensure that they perform at their very best. It’s also worthwhile building a relationship with a good quality supplier similar to Office Monster ( who can provide you with quality equipment that lasts as long as possible, or has a guarantee in case maintenance isn’t possible. If the supplier has a great returns policy, lasting guarantees, and favourable Trustpilot reviews, then it will speak for itself.

If you are keen on machine maintenance, you will be better able to spot problems before they become critical issues. This can save your company a lot of money.

The last thing you want is for your scanner to fail you when you need to email critical documents to a client in another town. Even worse is finding out that your printer is faulty when a client is awaiting a report or other document. It can ruin your relationship with your clients, which can be quite costly.

Don’t forget the opportunity cost that comes with broken machines as well. When employees have to wait two days for a broken printer to be repaired, it derails them from their work and demotivates them.

Rather than pay the hefty cost of broken equipment, make a habit of inspecting them for any issues regularly. If you notice that you are draining ink faster than usual, ask a professional to look at your machine. This could save you a lot of money and stress in the future.

To Repair or to Replace?

While getting timely repairs can help you save tons of money, sometimes, repairs are not the ideal course of action. This is particularly true for equipment that breaks down frequently and constantly needs repairs.

If you find yourself spending hundreds of dollars on repairs to your old copier or shredder, it might be time to replace that item. Fortunately, you can get quality office equipment at affordable prices online.

Track Your Expenses 

If you want to save money, you have to know how much you are spending first. Unmonitored expenditure exposes your business to a lot of spending loopholes, which ultimately leads to wastage of money.

Start by taking stock of your current office supplies. How many boxes of paper do you have left? What about pens and bottles of ink? Knowing what you already have prevents you from buying things you do not need, thus saving you money.

Additionally, it helps to know your average usage of everyday items in the office. This will help with budgeting, and it also enables you to identify areas where you can save more money.

For instance, if you realize that you spend a fortune on ink, you may consider sticking to black ink instead of coloured ink. You might even consider going paperless in some aspects of your business.

Consider also sensitizing your employees on how to use office resources responsibly. You may ask that they confirm the correctness of documents before printing them or be mindful of how they use their stationery.


Running a business can be an expensive affair. Even things that seem inexpensive, like pens and paper, can increase the cost of managing your company exponentially.

Thankfully, you can follow a few tips to ensure that you spend only what is necessary on your office equipment and supplies. Follow the tips on this post to save some of your hard-earned money.

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