Case Study | Print Management Simplification
Nationwide Nonprofit Simplifies Print Management and Reduces Print Costs by 41%
This print management simplification case study is a real-world example of how a nationwide nonprofit reduced print costs, consolidated leases, and improved financial visibility across more than 80 locations.
At A Glance
- Industry: Nonprofit
- Category: Print Management | Equipment Leasing
- Environment: 80+ locations with four separate lease tranches and limited operational oversight
- Previous Cost: $19,851.82
- New Cost Structure: $11,562.66
- Estimated Savings: $397,879.68
- Outcome: 41% cost reduction
- Additional Gain: $75,000 donor contribution to the foundation
The Challenge
A nationwide nonprofit managing more than 80 locations was dealing with a print environment that had become expensive, fragmented, and difficult to manage.
The organization had four separate tranches of leases to cover different devices, locations, and operating needs. The first tranche alone included 14 different leases covering 28 devices across 23 locations, creating a meaningful accounting and administrative burden.
Contract escalators, inconsistent structure, and high cost made the environment harder to oversee and more difficult to align with actual usage. The objective was not just to reduce print costs. It was to achieve print management simplification and create a more practical long-term structure.
What We Found
Once we reviewed the lease structure, device deployment, and operating requirements, the core disconnect became clear.
Lease Complexity Was Driving Administrative Burden
Multiple lease tranches with different terms and pricing structures made it difficult to manage contracts, forecast cost, and maintain clean financial oversight.
Escalators and Structure Were Inflating Cost
Contract escalators and inconsistent lease design were increasing cost over time and creating a less predictable print environment.
Device Deployment Needed Better Alignment
The organization needed a more practical device strategy based on actual usage needs rather than inherited structure and vendor preference.
Our Approach
DE Bottom Line conducted a structured review to identify the nonprofit’s actual print requirements, lease friction points, and long-term operational needs.
- Reviewed the existing lease structure across all locations
- Identified where complexity, escalators, and structure were inflating cost
- Consolidated 14 separate leases into a single lease structure
- Aligned devices to actual usage requirements rather than legacy placement
- Accounted for additional volume needs going forward
- Built a cleaner, more manageable print environment with better oversight
The goal was not just to lower the invoice. It was to create a more practical and scalable print model that better reflected how the organization actually operated.
The Results
- Reduced cost from $19,851.82 to $11,562.66
- Generated total term savings of $397,879.68
- Achieved an overall 41% cost reduction
- Consolidated 14 leases into 1 simplified structure
- Improved financial management across 80+ locations
- Improved operational efficiency and administrative control
- Helped enable a $75,000 donor contribution to the organization’s foundation
From $19,851.82 To $11,562.66
The new arrangement delivered print management simplification, reduced cost by 41%, and gave the nonprofit a much cleaner structure for long-term visibility and control.
Beyond The Savings
The savings were meaningful, but the broader benefit was control. Print management simplification gave the organization a clearer and more manageable structure across a large multi-location footprint.
Lower cost was only part of the outcome. The nonprofit also improved financial visibility, reduced administrative friction, and created a print environment better aligned to real operating needs.
That matters because strong cost reduction does not come from cutting blindly. It comes from simplifying the environment, improving fit, and removing waste that has built up over time.
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