Case Study | Print Fleet Consolidation
Print Fleet Consolidation Reduces Costs by 83% in a Nonprofit Medical Organization
This print fleet consolidation case study shows how a nonprofit medical organization reduced costs by more than 83% by consolidating devices, simplifying lease structures, and aligning its print environment with actual operational need across multiple locations.
At a Glance
- Industry: Nonprofit Healthcare
- Category: Print Fleet Consolidation
- Environment: Multi-location print environment with decentralized leases and billing structures
- Starting Fleet: 50 copiers and 120 printers
- Original Lease Structure: 12 leases with varied billing terms and 8 cost-per-copy rates
- Previous Cost: $24,244.54
- New Cost: $4,011.63
- Fleet After Consolidation: 47 copiers and 44 printers under 1 consolidated agreement
- Outcome: 83.45% cost reduction
The Challenge
A regional nonprofit medical organization was operating a large and expensive print environment that had become difficult to control. The organization managed roughly 50 copiers and 120 printers spread across multiple locations, with a mix of networked and local devices.
Over time, the environment became fragmented. The facility was operating under 12 different leases with varied billing terms and 8 different cost-per-copy rates. That made financial tracking cumbersome, increased administrative burden, and limited the organization’s ability to see true total cost of ownership clearly.
The client had also invested heavily in print management software they did not want to replace, so the solution needed to reduce cost and simplify the environment without forcing a broader operational disruption.
What We Found
Once we reviewed the existing fleet, lease structure, and billing environment, the biggest drivers of waste became clear.
Too Many Devices Across the Environment
The organization was carrying more print equipment than it actually needed, with overlapping functionality and unnecessary complexity across sites.
Fragmented Leases and Billing Structures
Twelve different leases and multiple cost-per-copy arrangements created an inconsistent cost structure that was hard to manage and even harder to optimize.
Administrative Friction and Limited Visibility
Separate purchasing, inconsistent invoicing, and decentralized management made it difficult to understand the real financial picture or run the fleet efficiently.
Our Approach
DE Bottom Line structured the engagement around print fleet consolidation rather than isolated negotiation. The goal was to simplify the environment, preserve operational functionality, and materially lower the total cost of ownership.
- Reviewed the existing fleet mix, lease structure, and billing arrangements
- Evaluated how devices were actually being used across the organization
- Identified redundant equipment and opportunities to right-size the environment
- Consolidated 12 lease structures into 1 standardized agreement
- Reduced complexity while preserving compatibility with the client’s existing print management software
- Created a unified cost-per-copy and payment structure that was easier to manage long term
This was not just about reducing a rate. It was about reducing fleet size, simplifying the operating model, and giving the client a cleaner, more manageable environment moving forward.
Print Fleet Consolidation Results
- Reduced cost from $24,244.54 to $4,011.63
- Achieved an 83.45% reduction in total print costs
- Reduced the copier fleet from 50 devices to 47
- Reduced the printer fleet from 120 devices to 44
- Consolidated 12 leases into 1 standardized agreement
- Simplified billing and lowered operational burden across locations
- Preserved the client’s existing print management software investment
From $24,244.54 → $4,011.63
The organization moved from a fragmented, high-cost print environment to a consolidated fleet structure with fewer devices, one lease framework, and dramatically lower ongoing costs.
Beyond the Savings
The most obvious win was the magnitude of the cost reduction, but the broader value came from simplification. The client no longer had to manage a maze of leases, pricing structures, and oversized device counts across the environment.
Print fleet consolidation gave the organization a more controlled operating model, improved financial visibility, and a cleaner path for managing print services across a large, multi-location nonprofit healthcare environment.
The strongest outcomes in print environments often come from consolidation, standardization, and right-sizing. That was the case here.
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