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Fleet audit: volume and cost per page

The fleet audit (print audit) lists every printer the agent found at a customer with its monthly volume (from the daily counters) and an estimated cost per page, and flags printers that cost too much or are hardly used.

Where: Customers & machines › Printers & agents › Fleet audit (print)For Owners, admins, dispatchers

Step by step

  1. Open Customers & machines › Printers & agents and press Fleet audit (print) at the top right. The Fleet audit page opens.
  2. Choose the Customer (only customers with an agent are listed) and, if you like, one Site (or All sites).
  3. Adjust the cost rates for printers not on a contract: Ink mono p/page, Ink colour p/page, Laser mono p/page, Laser colour p/page (defaults 5p, 15p, 2p and 8p).
  4. Press Update.
  5. Read the tiles: Printers, Pages / month (est.), Cost / month (est.) and Possible saving / month.
  6. Each site has a table: Printer, Type, Pages / month, Cost per page, Cost / month and a Note, most expensive first.
  7. Press Print to print it or save it as a PDF for the customer.

How it is worked out

Volumes come from the agent's daily counter readings over up to the last 30 days, scaled to a month. A printer appears once the agent has read it on two days at least two days apart; until then it shows collecting data.

Machines on an active contract use their contract click rates. Other printers use the rates you entered (consumables only, estimate). Costs exclude paper, energy and the printer's own price.

Type shows On contract, Our machine (linked, no active contract) or Not ours, and whether it is inkjet or laser, colour or mono.

Notes and the possible saving

Inkjet with real volume: expensive per page (inkjet, 200+ pages a month).

Costs well above a contract machine per page (2.5 times the cheapest contract rate, 300+ pages a month).

Hardly used: candidate to remove (under 50 pages a month).

The possible saving is what the flagged printers' volume would cost on the customer's cheapest contract machine.

Tips

  • Install an agent at a prospect for a couple of weeks, then print the audit as part of your proposal.
  • Use your real consumables cost per page in the rate boxes for a fairer comparison.

Ideas to try

  • Offer a free print audit to win new contracts: it shows the customer's hidden inkjet and desktop printer costs.
  • Review the audit with each customer yearly to consolidate printers onto your contract machines.

Questions

Why does a printer show collecting data?

It needs at least two daily readings two days apart. Wait a few days after installing the agent.

Are hidden printers included?

No. Hidden printers are left out of the audit.

Can I change the currency?

Amounts use your firm's currency; the rates are entered in pence per page.

Is the audit saved?

No, it is worked out each time from the latest counters. Print or save it as a PDF to keep a copy.

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