Executive Summary

Traditional CPP (Cost-Per-Print) models gave organizations control over print costs per page, but at the expense of flexibility and transparency. The emerging PaaS (Printer-as-a-Service) model — with a one-time device access fee and on-demand toner/service — provides a more agile, transparent, and customer-centric approach.

This model shifts printing from a metered service into a value-based operational partnership, improving cash flow, operational efficiency, and user experience.

1. Financial Flexibility and Transparency

✅ PaaS Advantage

  • One-time device access fee (which is typically dramatically less than the cost of an out-right purchase) eliminates monthly rental payments, lease or loan payments and ongoing “per-page” charges.

  • Toner and service purchased as needed, meaning you only pay when you consume.

  • Simplifies billing — no meter reads, no complex reconciliations, no minimum page volumes.

  • Converts costs into true operational expenditures, not tied to usage reporting systems.

⚠️ CPP Limitation

  • Per-page billing adds complexity, requiring volume tracking, audits, and reconciliations.

  • Typically includes minimum print commitments, meaning you may pay for unused capacity.

  • May also include escaltors for higher page coverage document printing.

  • Pricing opacity — per-page rates often embed hidden margins for service, consumables, and amortized hardware.

→ PaaS Business Advantage: Predictable, controllable expenses and easier budgeting for variable print environments.

2. Simplified Operations and Administrative Efficiency

✅ PaaS Advantage

  • Removes the need to track and report page volumes monthly.

  • No separate contracts for toner, maintenance, or equipment — all services linked to device ID.

  • Full on-site service coverage ensures fast response without service call authorizations or tiered pricing.

  • Less administrative time spent managing supplier invoices or disputes over meter readings.

⚠️ CPP Limitation

  • Requires ongoing monitoring of usage data and dispute resolution.

  • IT and procurement teams often need to reconcile print reports against bills.

  • More complex to scale up/down quickly (e.g., seasonal sites, project-based work).

→ PaaS Business Advantage: Streamlined vendor management and fewer internal administrative burdens.

3. Customer Control and Usage Independence

✅ PaaS Advantage

  • Users can print freely without worrying about incremental per-page costs.

  • Encourages optimal utilization of devices rather than cost avoidance behavior.

  • Allows flexible toner sourcing cadence — ideal for fluctuating or unpredictable print volumes.

⚠️ CPP Limitation

  • “Per-page penalty” mindset can discourage legitimate printing needs.

  • Can lead to underutilized devices or productivity delays.

  • Customers are dependent on provider’s page tracking systems for accurate billing.

→ PaaS Business Advantage: Empowers users and departments to print based on need, not cost anxiety.

4. Lifecycle and Service Value

✅ PaaS Advantage

  • The one-time access fee includes the device and full on-site service coverage for the contract term.

  • Provider retains ownership, ensuring regular refresh cycles and proactive maintenance.

  • No surprise repair costs or downtime — all covered as part of the service model.

⚠️ CPP Limitation

  • Service is reactive and priced per page; cost recovery depends on volume.

  • Repairs outside scope or misuse may incur additional charges.

  • Hardware refresh may require new CPP contract renegotiation.

→ PaaS Business Advantage: Consistent device performance and reliability without contract friction.

5. Sustainability and Modernization

✅ PaaS Advantage

  • Devices are provider-owned, allowing end-of-life recycling, refurbishment, and responsible reuse.

  • Reduces electronic waste and aligns with ESG goals.

  • Encourages providers to deploy energy-efficient, right-sized devices — since their fleet optimization directly benefits both parties.

⚠️ CPP Limitation

  • Focused on maximizing print volume (profit per page), not minimizing environmental impact.

  • Customers often retain older devices longer to avoid new per-page commitments.

→ PaaS Business Advantage: Demonstrates environmental responsibility and supports circular economy initiatives.

6. Risk Reduction and Vendor Relationship

✅ PaaS Advantage

  • No metering risk: eliminates disputes over inaccurate counters or data sync errors.

  • No minimum usage clauses: freedom to scale print activity down during quiet periods.

  • Provider motivated to ensure uptime and toner delivery (their brand experience drives renewals).

⚠️ CPP Limitation

  • Reliant on accurate meter readings — errors can create billing disputes.

  • Minimum volume clauses penalize low-usage months.

  • Often locks customers into long-term print volumes regardless of actual demand.

→ PaaS Business Advantage: A trust-based, service-focused relationship rather than a transactional one.

Conclusion

The Printer-as-a-Service (one-time access fee + on-demand supplies) model offers a simpler, fairer, and more strategic alternative to Cost-Per-Print:

  • No meters. No minimums. No hidden costs.

  • Customers enjoy predictable ownership-like use without the burden of management.

  • Providers maintain ongoing value through service excellence, not page counts.

  • Ideal for hybrid, agile, or sustainability-conscious organizations seeking flexibility and transparency.

→ In short:

PaaS liberates print management from the limitations of CPP — delivering predictable value, effortless service, and full control without compromise. The CPP model on the other hand does not, by its very nature, align well with the modern office ESG efforts of printing less. In fact the success and profitability of the CPP model is inextricably connected to capturing as many printed pages as possible.