The Hidden Cost of Uncontrolled Printing in School Trusts - And How to Fix It

For most multi-academy trusts (MATs), printing is essential for daily operations. But as trusts expand, printing systems often become disconnected and unmanaged, with each school running its own contracts, devices, and suppliers.

This setup feels convenient at first but quietly leads to:

• Multiple contracts across sites

• No central visibility of print volumes or costs

• Excessive colour printing

• Last-minute toner orders at premium prices

• Endless supplier invoices and paperwork

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Across several schools, these small inefficiencies can add up to significant unnecessary spending every year, money that could otherwise support pupils, staff development, or new technology.

The Admin Burden Behind the Numbers

Uncontrolled printing doesn’t just affect budgets, it eats away at valuable staff time.

Central teams spend hours trying to piece together print costs from across multiple sites.

Trust IT dealing with multiple suppliers.

When every school manages its own devices and suppliers, it leads to inconsistent service, different maintenance standards, and slower fixes. By unifying print under a single, trusted supplier, the trust gains consistent reliability, one point of contact for support, and central visibility over usage and costs.

The result? Less downtime, less admin, and more time for staff to focus on what really matters.

The Solution: Centralised Print and Document Management

Centralising your print management can immediately reduce both costs and admin load, without disrupting the way your schools work.

At Orchard Business Systems, we help school trusts:

✅ Standardise print systems across all academies

✅ Monitor and manage usage centrally

✅ Consolidate suppliers into one simple agreement

✅ Automate toner deliveries and maintenance requests

✅ Track costs and waste to improve accountability

This approach gives trusts full visibility, predictable budgeting, and less admin stress - while ensuring every school gets the support it needs.

The Wider Benefits: Efficiency and Sustainability

Smarter print management isn’t just about cost-cutting, it’s about long-term sustainability and operational improvement.

Trusts that introduce a managed print system typically see:

• Clearer oversight of spending

• Fewer device breakdowns and supply issues

• Reduced waste through better print controls

• Improved compliance and document security

  
  

And because everything is handled centrally, your teams spend less time on repetitive admin and more time supporting teaching and learning.

Why Print Management Matters for School Trust Efficiency

With public sector budgets under pressure, every operational saving matters. Modern print management gives you control, visibility, and peace of mind - ensuring that your trust runs efficiently, compliantly, and sustainably.

It’s not about printing less; it’s about printing smarter.

Take the First Step - Free Print and Process Audit

If your trust’s schools currently manage their own printers, now’s the time to take a closer look.

Our free print and process audit helps you understand:

• Where inefficiencies exist

• How much they could be costing you

• What practical improvements can be made

  
  

Book your free audit today and start reducing admin costs across your trust.

👉 www.orcchardsystems.co.uk/audit