Why Does It Cost More to Print in Color?

If you've ever gone to a commercial printer, you've probably noticed that color reproductions cost far more than black & white ones -- we're talking 2-3 times more expensive per page! This jump from 5 to 10 or 15 cents might not seem like much at first, but it can really add up as the pages add up.  

Now these costs per page are significantly reduced when a business opts for in-house printing with a service provider, but even then, color pages will remain pricier than those printed in grayscale. Naturally, this leads one to wonder: "Why does it cost so much more to print in color? And what can I do to bring my company's printing costs down?" 

To answer these questions, we'll compare the various methods of color printing, and how other decisions - such as paper quality, project styles, and printer fleet management - can affect your bottom line.  

Remember back in art class, where you would take the three primary colors (blue, yellow, and red) and mix them together to make the other secondary colors? Blue + yellow = green; yellow + red = orange; red + blue = purple; and all of them mixed together would make a great big brownish mess. (Ahh, the joys of childhood.) 

Color printers work in much the same way, but without the mess (hopefully). These machines use four process colors - cyan (a blueish green), magenta, yellow, and black - to create almost any color by mixing them in different ratios. This process of combining the four CMYK ink or toners together is called "4-color process printing" or "full-color printing". 

When you print in black & white, you're only using the black ink or toner to create the image, with the paper providing the "white". On the flip-side, when your print in color, you have to use more colorizing materials to achieve the final results, and so the cost goes up. 

More colors + more ink/toner used = more money spent per page.  

Now that you know why color printing is more expensive in general, it's important to consider the kinds of printers involved in the process. This is where the real savings begin. 

The two most popular types of office printers today are inkjet and laser. Either style can typically print images and text in both color and black & white. Their main differences lie in how they get those words and pictures affixed to the page. 

• Inkjet Printers: Using liquid ink, these printers spray through tiny nozzles to create their imprints. Inkjets are exceptional at producing sharp, vibrant prints for color photographs and detailed graphics. 

• Laser Printers: Use a fine powder, called toner, that is melted onto a page to create the image. Laser printers are famed for their efficiency and speed, which makes them favorites in busy office environments. They are particularly handy and cost-efficient for large volumes of printing. 

In short, inkjet printers are typically considered "great for vibrant graphics", while laser printers are "terrific for text-based documents," but this oversimplification can lead to overspending. Let's take a closer look at the advantages and disadvantages of these devices, so you can make an informed choice as to which machine is right for your business - and your budget. 

As you remember, printing in color requires using all four CMYK (Cyan, Magenta, Yellow, and black) inks or toners. The more you print in color, the more you'll burn through your costly color cartridges., The more pages your cartridges can yield, the better the value over time.

With advancements in printing technology, the cost difference per page between color and monochrome printing has narrowed significantly with both Inkjets and Laser Printers. Modern printers are designed to be much more efficient, with longer-lasting ink cartridges and better energy efficiency, helping to lower your overall operational costs. Still, it's important to get the printers that will fit your company's needs. 

If your business needs ultra high-quality, true-color images across a variety of printing materials, then Inkjet Printers are clearly the way to go. Sure, Inkjets have a lower per-page output per cartridge, but the dazzling graphics you'll make will be worth the extra costs. 

On the other hand, if you need to prioritize a less expensive per page cost over image quality, then it's Laser Printers for the win. Toner-based machines are ideal for fast, efficient document printing in both color and black & white in high-volume environments, offering lower costs for your business over time.  

Another way you can reduce your company's printing costs, is to reduce the amount of color pages in your overall output. When deciding to print in color or black & white, it's important to consider the intended use and audience of the document: 

• Internal documents such as emails, memos, and drafts are typically suitable for black & white or greyscale, reducing costs per page. 

• Client-facing documents, like proposals and presentations, can benefit from color printing to enhance readability and engagement. 

Pro tip 1: You can set your printer to print in black & white by default, requiring an active choice from the user to print in color. This will cut down on accidental color printing and reduce your costs. 

Pro tip 2: You can use your printer settings to print text in a vibrant solid black color, as opposed to the fainter grayscale reproduction. This can help make even your most straight-forward  text-based documents make a big impression.  

The type of paper used is a pivotal factor in both the appearance and cost of printed materials.  

• High-quality, glossy paper: Can dramatically enhance the appearance of colors, making it ideal for presentations and high-end brochures. Comes at a higher cost.  

• Standard paper: More affordable but does not support the same color quality, potentially making prints appear less vibrant. Better for internal documents. 

It can be helpful to think of high-end paper like fine china - save it for special occasions when you want to really impress someone. Alternatively, your standard paper can be used more like paper plates - it gets the job done and doesn't break the bank if some gets ruined along the way.

Pro tip: You can make it company or department policy that the bypass tray is used for high-end paper only, reducing accidental use of high-end paper for lesser tasks.   

Yes, printing in color can make a big impact, but it can come with a big price tag. It's important to consider your company's primary needs and evaluate whether color or black & white printing offers the best return on investment. If you need high-quality prints less frequently, investing in an efficient color printer might be wise. However, if the majority of your printing is text-based, a robust monochrome printer could be more economical.  

We recommend you reach out to our team for an assessment of your existing print operation and your business needs. Being brand neutral, our only goal is to pair you up with the devices and installation that will be right for your facilities and your business workflows.