Controlling business printing costs in 2026 remains essential. Rising energy prices, day-to-day running expenses and the need to work more efficiently are pushing organisations to review where they spend money and where they can realistically make savings. However, many still overlook printing.
Printing often runs quietly in the background of many workplaces, but poor cost control can make it expensive very quickly. Devices, toner, repairs, paper waste and downtime all contribute to a print bill that is often higher than expected. Understanding the best approach to controlling business printing costs in 2026 can help organisations regain control without compromising productivity.
This blog looks at practical, proven ways to manage printing costs and explains how working with SOS Group can help businesses create a more reliable and cost-effective print setup.
Why Printing Costs Are Commonly Underestimated
Many organisations only consider the upfront cost of a printer or photocopier. In reality, printing costs are made up of several ongoing expenses, including:
- toner and consumables
- servicing and repairs
- energy use
- paper waste
- staff time spent dealing with faults
- unplanned downtime
- unmanaged or unnecessary printing
When these costs are not tracked, they can increase gradually without being noticed. This is one of the main reasons businesses struggle with controlling business printing costs in 2026 using a reactive approach.
Managed Print Services: A More Controlled Way to Print
A Managed Print Service (MPS) is one of the most effective ways to bring printing costs under control. Rather than simply supplying a device, a Managed Print Service actively analyses how your organisation uses printing and then applies structure to control it.
As a result, SOS Group’s Copy • Print • Scan Solutions help reduce waste, improve reliability and give you clear visibility of costs.
A Managed Print Service typically includes:
- supply and installation of suitable devices
- setup and configuration to match your workflows
- proactive monitoring and maintenance
- automatic toner replacement
- engineer support when required
- reporting on usage and performance
- predictable, manageable costs
This approach removes uncertainty and makes controlling business printing costs in 2026 far more achievable.
Reducing Waste Without Restricting Your Team
Unnecessary printing is one of the biggest contributors to rising costs. Documents printed in error, multiple copies of the same file and colour printing where it isn’t needed all add up over time.
Managed Print Services help reduce waste by introducing sensible controls such as:
- secure print release, so documents are only printed when collected
- default double-sided printing
- clearer rules around colour printing
- better visibility of print usage
These measures are not about limiting staff. They support more thoughtful printing while keeping workflows smooth and efficient.
Lower Energy Use Means Lower Running Costs
Energy use is now a key consideration for many organisations. Older printers often consume more power than necessary, particularly if they are left running for long periods.
Modern Copy • Print • Scan devices supplied through SOS Group are designed to use less energy and operate more efficiently. Lower energy consumption helps reduce running costs while supporting sustainability goals, both of which are increasingly important when controlling business printing costs in 2026.
Downtime Has a Cost Too
When printers fail unexpectedly, the cost is not just the repair. Staff time is lost, work is delayed and frustration builds across teams.
Managed Print Services focus on prevention. Devices are monitored continuously, allowing issues to be identified and resolved early. Toner and parts are replaced before they cause problems, which then reduces emergency call-outs and disruption.
For organisations that rely on printing daily, avoiding downtime plays a major role in keeping costs under control.
A Print Setup That Can Adapt as You Do
Business needs change. Teams grow, office layouts evolve and printing requirements shift over time. A rigid print setup can quickly become inefficient.
Managed Print Services allow organisations to adjust their print environment as needs change. Devices can be upgraded, added or removed based on real usage, helping avoid paying for equipment that no longer fits.
This flexibility supports long-term cost control rather than short-term fixes.
Finance Options Explained Clearly and Responsibly
For some organisations, spreading the cost of print equipment can help with budgeting. SOS Group can provide access to finance options for print solutions, allowing businesses to manage expenditure more evenly.
It’s important to be clear that SOS Group does not offer financial advice. However, any finance arrangements are subject to provider terms and regulatory requirements. For this reason, organisations should take time to fully understand their options before proceeding.
When used appropriately, finance options can support controlling business printing costs in 2026 by avoiding large upfront costs while maintaining access to modern, efficient devices.
Print Security Helps Avoid Hidden Costs
Printers process sensitive information every day, from invoices to personal data. Weak print security can lead to data breaches, compliance issues and reputational damage, all of which carry financial risk.
Managed Print Services help protect organisations by offering:
- secure print release
- user authentication
- encrypted scanning
- controlled access to devices
- secure handling of old equipment
Reducing risk is an important, though often overlooked, part of controlling overall costs.
Why Businesses Work With SOS Group
SOS Group supports organisations across the UK with reliable, well-managed print solutions backed by responsive support and experienced engineers. Being big enough to cope, small enough to care means clients receive both technical capability and personal service.
By combining Managed Print Services with modern Copy • Print • Scan devices, SOS Group helps businesses improve reliability, reduce waste and gain clarity over printing costs.
The most effective way of controlling business printing costs in 2026 is to move away from reactive printing and towards a structured, managed approach. Organisations can achieve real, measurable savings by understanding how printing is used, reducing waste, improving reliability and choosing the right partner.
Managed Print Services provide a practical solution that balances cost control with day-to-day efficiency. For businesses looking to start 2026 with clearer budgets and fewer disruptions, SOS Group is here to help.
