Most businesses have no idea what they really spend on printing. The cost is scattered across leases, toner orders, service calls, paper and staff time, so it never shows up as a single line anyone can question. A print audit pulls all of that into one clear picture, and it is almost always the first step to spending less.
If you are weighing up managed print or simply want to know whether your current setup is good value, this guide explains what a print audit is, what it involves, what it typically uncovers, and how to get one free.
What is a print audit?
A print audit is a structured assessment of your organisation's printing. It looks at every printer and copier you run, how much each one prints, the split between colour and mono, and what all of that actually costs once toner, servicing, hardware and paper are added together. The result is a single, evidence-based view of your print estate, rather than the rough guess most businesses work from.
Crucially, a print audit is about facts, not sales. Good providers measure first and recommend second, because you cannot sensibly change a print setup you have never properly measured.
What does a print audit involve?
A thorough print audit combines a short site visit with a period of automated data collection, so the findings reflect real usage rather than a snapshot. The process generally includes:
- Discovery visit – a walk-round to map your devices, where they sit and how people use them.
- Automated data collection – lightweight monitoring gathers page counts, colour or mono, device status and error rates over two to four weeks.
- Cost analysis – we bring together your lease, toner, service and paper costs to work out the true cost per page.
- Findings and recommendations – a plain-English report showing where money and time are lost, and a clear way forward.
The monitoring only records usage data, never the content of your documents, and your team carries on printing exactly as normal throughout.
What a print audit reveals
Almost every audit turns up the same patterns, and they add up quickly:
- Hidden costs – the true cost per page is usually higher than people expect once toner and servicing are counted.
- Too many devices – ageing desktop printers sitting alongside underused copiers, each with its own supplies to buy.
- Colour waste – routine documents printed in colour at several times the cost of mono.
- Security gaps – confidential print left uncollected on trays, with no secure release or authentication in place.
- Uncontrolled volume – no visibility of who prints what, so there is nothing to manage against.
The benefits of a print audit
Because it replaces guesswork with data, a print audit gives you a firm basis for decisions and a clear route to savings:
1. Lower, predictable costs
Once you can see the true cost per page, you can consolidate devices, cut colour waste and move to a single predictable bill. Most businesses that act on their audit save up to 30% on print, and stop over-ordering supplies for machines they barely use.
2. The right fleet for the way you work
An audit shows where you have too many devices, or the wrong ones. Right-sizing the fleet means fewer machines doing more, with less to maintain and fewer contracts to track. It also feeds naturally into leasing decisions when a device is due for replacement.
3. Stronger security and compliance
By exposing uncollected print and open devices, an audit is the starting point for secure print release, user authentication and better control of sensitive documents, which matters most in finance, legal and healthcare settings.
4. Less waste, greener printing
Cutting needless colour, enforcing duplex and removing redundant devices reduces paper, toner and energy use, supporting your sustainability goals as well as your budget.
5. A budget you can defend
With real figures in hand, print stops being a mystery spend. You can forecast accurately, justify decisions and hold any provider to account against a clear baseline.
Is a print audit really free?
With Mastercopy, yes. We carry out print audits free of charge and with no obligation, and the report is yours to keep whether or not you choose to work with us. The reason is simple: an accurate audit is the only honest basis for a recommendation, so we would rather earn your business by showing you the real numbers than by guessing at them. Some providers charge for an audit or treat it as a sales visit in disguise, so it is always worth asking exactly what you will receive and whether the findings are yours to keep.
How to prepare for a print audit
You do not need to do much, which is part of the point. It helps to have a rough list of your devices and locations, recent toner and service invoices to hand, and a sense of who prints most across the business. Beyond that, the audit is designed to run quietly around your normal working week.
Why choose Mastercopy for your print audit
Mastercopy has been helping UK businesses take control of their printing for over 35 years. As an authorised HP partner with our own engineers, we bring an independent, evidence-led view to every audit, and we turn the findings into a practical plan rather than a sales pitch.
- Free, no-obligation audit – a full report you keep, whatever you decide next.
- Local engineers, national reach – hands-on support from our Teesside base and across the UK.
- A clear route to savings – audit findings feed straight into a tailored managed print service if the numbers make the case.
Frequently Asked Questions
What is a print audit?
A print audit is a structured assessment of how your business prints. It measures your devices, print and copy volumes, colour versus mono usage, and the real cost per page, then sets out where money and time are being wasted and what to do about it. It is the first step in any managed print service.
Is a print audit really free?
Yes. Mastercopy carries out print audits free of charge and with no obligation. We invest the time up front because an accurate picture of your current printing is the only honest basis for a recommendation, and most businesses are surprised by what it uncovers.
What does a print audit involve?
A print audit usually combines a short walk-round of your devices, a period of automated data collection from the printers and network, and a review of your supply and service costs. We then analyse the data and present a clear report with findings and recommendations, so nothing is guesswork.
How long does a print audit take?
The initial visit takes an hour or two. Automated data collection typically runs for two to four weeks so we capture a representative picture of normal usage, including monthly peaks. You then receive your report shortly afterwards.
Will a print audit disrupt my business?
No. Data collection runs quietly in the background and does not read the content of your documents, only usage data such as page counts, device status and colour or mono. Your team keeps printing exactly as normal throughout.
What happens after the print audit?
You get a plain-English report showing your current costs and a recommended way forward, whether that is right-sizing your fleet, moving to a managed print service, or tightening security and print rules. There is no obligation to proceed, and the findings are yours to keep.
Do I have to commit to anything?
Not at all. The audit and report are free and come with no commitment. If the numbers make a case for change we will show you the savings clearly, but the decision is entirely yours.
Ready to see what your printing really costs? Call Mastercopy on 01642 750404 or email sales@mastercopy.co.uk to book your free, no-obligation print audit.
