When deciding on the right kind of printing solution for your office or workspace, one of the key considerations to take into account is whether you’d be better served by ink-based prints or toner. Inkjet printers, as the name suggests, utilise ink; while laser printers use toner.
The truth isn’t that one option is superior to the other, but rather that they’re both suited to different purposes. In this article, we’ll provide you with a deeper dive into each print type, costs, speed, quality, and which use cases they’re best suited to. So, read on to learn more.
What Is the Difference Between Printer Ink and Toner?
If you’re unfamiliar with the difference between ink and toner, here’s a quick rundown to help.
Liquid Ink vs Toner Powder - How Each Technology Works
If you ever used an affordable at-home printer when you were growing up, chances are it was an inkjet printer. These printers make use of ink cartridges (also called inkjet cartridges) and fundamentally work by spraying different inks onto the paper. As it’s ink-based, it typically takes a minute or two for the printed ink to fully set into the paper.
Laser printers, on the other hand, use toner, which is a fine powder that is fused to the page through the use of heat. This means toner sets into the paper almost instantly and is less likely to smudge. Because of this, laser printers and - by extension - toner tend to be popular options for larger printing batches and where efficiency is the premium.
Key Differences in Technology and Print Quality
While inkjet cartridges may seem like the less viable option on the surface, it’s important to understand that they result in very different outputs from toner. While toner results in crisp text, sharp lines and tends to be more efficient, ink cartridges are far superior options for colour accuracy and visual fidelity. They are simply the better option for printing photos, graphic design pieces, posters, and more. So, if your business specialises in graphic works or photography, ink may be the better choice.
This goes back to the fact that it’s not a matter of which is better, but which option more appropriately aligns to the needs of your business.
If printing out contracts, reports, and other fundamental business documents efficiently is your focus, then we highly recommend toner. But if visual fidelity and colour accuracy is essential to your business, then ink could be the way to go.
Comparing Printing Costs, Speed and Efficiency
Cost-Effectiveness and Cartridge Yield
By the nature of how both printing technologies work, you’ll generally find that toner cartridges lead to the highest page yields (this simply means how many pages can be printed on a single cartridge). This makes them a cost-effective option when the primary pieces you’re printing are documents, reports, contracts, and so on.
While inkjet cartridges comparatively tend to have a lower yield per cartridge and, therefore, a higher overall cost, they’re still the best option for any graphics-heavy work. The superior colour profile and saturation provides end results that toner and laser printers simply cannot attain. And the good news is that there are plenty of high-yield ink cartridges out there, typically denoted by an XL. Because inkjet offers the most vibrant colours and contrast, there are less instances of having to reprint your work.
In general, when comparing ink to toner (and inkjet printers to laser printers), inkjet starts at a lower cost and can increase over time. Laser printers (and toner) require a higher initial investment but become more cost-effective over time. So, whichever way you go, there will be important cost considerations.
Print Speed and Hidden Costs to Watch For
When it comes to printing speed, laser printers are generally faster and more suitable for high-volume and batch printing, which is why they’re commonly used in busy shared office spaces. Inkjet is slower, but the pace is efficient enough where colour accuracy and design-focused pieces need to be reliably created.
Regardless of the type of print cartridges you’re using, some costs can pop up that you may not immediately be aware of. For laser printing, this includes the imaging drum (a cylindrical component where the toner powder sticks before being fused onto a page) which, over time, will need to be replaced. While replacing a drum isn’t a frequent requirement (it can last for 20,000 to 30,000 pages or more), it is still something to be mindful of. Maintenance kits can also be a necessary investment, but are used infrequently (usually after anywhere between 100,000 to 200,000 pages worth of printing has occurred).
For inkjet printers, additional costs can occur if you use the ink infrequently and it dries out (necessitating replacement cartridges), as well as potential replacements - particularly for the print head. Also remember that specialty paper, such as photo paper, will cost more than your standard print paper.
As long as you’re mindful of these potential added costs down the road, you can budget accordingly to avoid any price shock.
How to Reduce Printing Costs and Improve Printer Performance
There are several little things you can do to keep printing costs more manageable and ensure that your printer, inks, and toners are going the distance.
Extending Cartridge Life and Avoiding Maintenance Mistakes
Getting the most out of your ink or toner doesn't have to mean overhauling how your office prints - a few small habits can make a difference. Switching to draft mode or greyscale for internal documents and drafts is one of the easiest ways to stretch cartridge life, saving full-colour, high-quality settings for the documents that actually need them.
How you store spare cartridges also matters. Keep them in a cool, dry place, away from direct sunlight, and in their original packaging until you're ready to use them. But always double-check the manufacturer’s storage recommendations. Avoid letting your printer run completely dry, as printing on empty can strain the print head or cartridge components.
A few common mistakes tend to catch businesses out: ignoring built-in print head cleaning cycles (which are there to prevent bigger problems down the track), using paper stock that isn't suited to your printer type, and skipping firmware updates that often include performance and efficiency improvements. Staying on top of these basics goes a long way toward avoiding unnecessary running costs.
Genuine vs Compatible Cartridges
When it comes to choosing cartridges, it's not a matter of one option being "better" than the other - it really comes down to what matters most for your business.
Genuine cartridges, or Original Equipment Manufacturer (OEM) cartridges, are built specifically for your printer model, so you get guaranteed compatibility and consistent results every time, print after print.
Third-party compatible cartridges offer a budget-friendly alternative without compromising on reliability. These are a great option for businesses looking to manage printing costs without skimping on quality.
Ultimately, the right choice comes down to your budget and preferences, not a trade-off between quality and cost.
However you land, the real key to an efficient office printing setup is matching the right printer to your actual print volume and needs, and keeping up with regular maintenance - the small habits that keep everything running smoothly and cost-effectively over time.
Whichever type of printer or printing cartridge you need, Office Choice can help. View our selection of ink and toner, and printers and office machines today.