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What to Weigh Before Buying an Inkjet Printer for a Young Company
Office equipment rarely makes it into a founder's planning documents, yet a printer is one of the first purchases many small teams make, and it is easy to get wrong. Procurement professionals tend to agree on one point: the sticker price of an inkjet printer tells you very little about what it will actually cost to own. The real decision rests on a handful of practical issues that are worth thinking through before you commit.
Total cost of ownership, not purchase price
Many inkjet models are priced low because the manufacturer expects to earn its margin on ink. Before buying, compare the cost per printed page using the manufacturer's published cartridge yields and current cartridge prices. Models with refillable ink tanks usually cost more upfront but can be far cheaper per page for a team that prints regularly. If you print only occasionally, a cheaper cartridge model may still make sense, but be aware that ink can dry out in heads that sit unused for long periods.
Match the machine to real usage
- Volume: Estimate realistic monthly pages and check the printer's recommended duty range rather than its maximum figure.
- Output type: Contracts and invoices need crisp text; marketing mock-ups and product photos need good colour handling.
- Connectivity: Reliable Wi-Fi printing, mobile support and easy setup for new hires save time in a shared workspace.
- Scanning: An automatic document feeder is worth paying for if you digitise receipts or signed paperwork.
Subscriptions, lock-in and security
Some manufacturers offer ink subscription plans or firmware that restricts third-party cartridges. These can be convenient, but read the terms carefully, including what happens when you cancel. Networked printers are also devices on your network, so change default passwords, keep firmware updated and restrict access on shared office connections.
Treat it like any other operating decision
The same discipline that applies to software tools applies here: define the need, compare running costs over two or three years, and revisit the choice as the team grows. For more frameworks on making lean, defensible purchasing and operating decisions, explore our insights and the practical guides section.
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