Not every printing project belongs on an office printer. But that doesn’t mean every job needs to go to a commercial printing company, either.
For businesses with higher print volumes or more demanding production requirements, in-house production printing equipment may also be an option.
The challenge is deciding which approach makes the most sense: everyday office printing, in-house production printing, outsourcing to a commercial printing partner, or a combination of these.
The right choice depends on cost, quality, turnaround, equipment capabilities, and the time and resources available to manage the work.
When In-House Printing Makes Sense
Having printing equipment in your office gives your team immediate access to the documents they need.
In-house printing is often a practical choice for everyday materials such as:
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Internal reports and presentations
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Forms and administrative documents
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Frequently updated training materials
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Small batches of customer handouts
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Time-sensitive documents that need immediate revisions
For organizations with consistent printing volumes, the right equipment can also help control costs and reduce dependence on outside vendors.
However, equipment is only part of the equation. Paper, toner, maintenance, employee time, and finishing requirements all contribute to the actual cost of producing a document.
When In-House Production Printing Makes Sense
For organizations that regularly produce larger volumes of printed materials, production printing equipment may offer capabilities beyond traditional office copiers and printers.
Depending on the equipment and configuration, production printing can support projects such as:
- High-volume reports and business documents
- Training manuals and instructional materials
- Booklets, brochures, and presentation materials
- Personalized or variable-data printing
- Projects requiring more advanced paper handling and finishing
Bringing this work in-house can give organizations greater control over production schedules, last-minute changes, and recurring printing needs.
However, production equipment also requires an investment in the right technology, supplies, maintenance, and staff resources. Businesses should consider how frequently they’ll use the equipment and whether their printing volume justifies the investment.
For some organizations, production printing becomes an important part of their internal operations. For others, outsourcing occasional high-volume or specialized projects remains the more practical choice.
When Outsourcing Printing Makes More Sense
Some projects require capabilities that go beyond what typical office equipment can deliver.
Commercial printing may be the better choice when you need:
- Professional marketing materials: Brochures, postcards, presentation folders, and other customer-facing materials where appearance matters.
- Larger quantities: Projects where commercial production can offer a more efficient cost per piece.
- Specialty paper and finishes: Materials requiring particular stocks, coatings, binding, or finishing.
- Consistent results: Multiple pieces that need to match in color, appearance, and quality.
- Specialized legal printing: Litigation materials, trial exhibits, and other legal documents that require careful organization, specific production requirements, and dependable turnaround.
- Additional production support: Assistance with preparing files, coordinating production, and finishing a project.
Outsourcing can also free employees to concentrate on their primary responsibilities rather than managing printing projects.
Look Beyond the Price Per Page
One of the most common mistakes businesses make is comparing only the visible printing cost. A more useful comparison includes the total cost of producing the finished piece.
Here are several factors to consider:
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Equipment: In-house printing involves purchasing or leasing equipment, while outsourced printing includes equipment costs in the provider’s pricing.
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Supplies: Printing internally requires paper, toner, and other consumables. With outsourced printing, these costs are generally included in the quote.
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Employee time: In-house printing requires staff to handle setup and production. Outsourcing reduces that responsibility, although someone still needs to coordinate the project.
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Finishing: In-house finishing options depend on the equipment available. Commercial printing providers typically offer additional finishing capabilities.
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Maintenance: Businesses are responsible for maintaining their in-house printing equipment, while outsourced printing providers manage their own equipment.
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Turnaround: In-house printing offers immediate access for suitable jobs. Outsourced printing timelines depend on production requirements, finishing, and scheduling.
Neither approach is automatically less expensive. The best choice depends on the type of project, quantity, equipment, and resources available.
A Hybrid Printing Strategy Often Works Best
Many organizations benefit from using different printing approaches depending on the project.
For example, a business might use office copiers and printers for everyday documents, in-house production printing equipment for recurring high-volume jobs, and a commercial printing partner for specialized marketing materials or projects requiring additional finishing capabilities.
Not every business needs all three. The goal is to match each project with the most practical and cost-effective production method.
This approach gives organizations flexibility without requiring them to invest in equipment for every possible printing need. It can also help them adapt as volumes, deadlines, and business requirements change.
How KDI Can Help
KDI Office Technology supports businesses across the full range of printing needs, from everyday office equipment to higher-volume production printing and outsourced commercial printing services.
Our Copiers & Printers and Production Print solutions help organizations evaluate equipment based on volume, workflow, quality, and finishing requirements.
Through our Business Printing Solutions, including Media Copy for commercial printing and Kelly + Partners for specialized legal printing and litigation support, we also help businesses and law firms manage projects that are better suited to professional printing services.
Whether you’re evaluating equipment, considering outsourcing, or looking for a combination of both, KDI can help you explore your options.
Not sure which approach makes sense for your next project? Explore KDI’s Business Printing Solutions or contact our team to discuss your needs.
Frequently Asked Questions
What’s the difference between office printing and production printing?
Office printing typically handles everyday documents such as reports, forms, and presentations. Production printing equipment is designed for more demanding workloads and may offer higher output volumes, expanded media handling, advanced finishing, and additional workflow capabilities.
When should a business consider investing in production printing equipment?
Production printing may be worth evaluating when an organization regularly produces large quantities of documents, needs greater control over turnaround times, or requires printing capabilities beyond standard office equipment. Print volume, equipment utilization, staffing, and total operating costs should all be considered.
Is outsourcing commercial printing more cost-effective than printing in-house?
It depends on the project. In-house printing may be economical for frequent, predictable work, while outsourcing may be more practical for specialized projects, larger quantities, or jobs requiring equipment and finishing capabilities that a business doesn’t have. Comparing total costs provides a better picture than looking at price per page alone.
Can a business use both in-house and outsourced printing?
Yes. Many businesses use office or production printing equipment for routine and recurring work while outsourcing specialized projects. A hybrid approach allows organizations to balance convenience, production capabilities, quality, and cost.
