Cost Analysis: In-House vs. Outsourced Printing | DOCUmation - Managed IT. Printing & Copiers. Software. VoIP.

Let’s explore a key business decision: choosing between outsourcing your professional print jobs or handling it in-house.

Both options have distinct advantages, drawbacks, and cost implications. Understanding your organization’s specific requirements is essential to determine which approach delivers the best value and efficiency for your needs.

Whether you rely on high-volume color printing or occasional document runs, your decision will impact everything from your budget to how quickly your team can respond to print needs.

In-House Printing vs. Outsourcing: Which Saves More?

The main difference between in-house and outsourced printing is who handles your print jobs.

• In-house printing means your business owns or leases the equipment and manages printing internally—usually with the help the company's Print Provider. You keep your own supply of paper, toner, and other materials on hand.
• Outsourced printing means you send print jobs to an outside print shop or commercial printer. They handle everything from equipment and supplies to the final output, but you give up direct oversight of the process.

Maximizing Long-Term Savings by Switching to In-House Printing

The biggest advantage of in-house printing is control—over quality, timelines, brand consistency, and availability. You don’t have to wait on a third party or worry about last-minute changes, and it's easier to make last-minute edits.

That said, the upfront investment can be significant, especially for smaller businesses or startups. Buying or leasing a production printer, managing supplies like toner and paper, and training staff all require time and capital. For some, that cost may outweigh the benefits.

But for larger businesses or enterprise operations with frequent, high-volume print projects, the long-term value is clear. Renting a production printer can dramatically reduce per-page costs, eliminate delays, and bring print strategy fully under your control. With the right managed print partner, ongoing support and maintenance are built in—making it a smart move for sustained efficiency and savings.

Outsourcing Printing to Reduce Internal Costs and Tasks

Outsourcing print projects can be a smart option for businesses that want to avoid the overhead of managing equipment, supplies, and print staff. It offers predictable costs, reduced internal workload, and hands-off production—since a professional print shop handles everything from start to finish.

However, outsourcing also comes with trade-offs. You may face longer turnaround times, limited control over quality, and added coordination to ensure your brand standards are met. Maintaining vendor relationships and managing communication can become time-consuming—especially for businesses with frequent or custom print needs.

In the end, outsourced printing lowers upfront investment and eliminates the need for managing printers, toner, and maintenance, but it may require more oversight in the long run.

The Future of Your Print Strategy

Considering the associated costs and implications of both printing methods is a successful way to determine whether in-house or outsourced printing is the best option for your business. Connect with an MSP to work with print professionals who help design the perfect printing plan for you.