For this insight, we look at the potential pitfalls when switching to another supplier based on price alone – there’s more to it than you might think.
We used the process of buying paper for this example as the price fluctuates so much over a period of time, it shows that saving a small percentage, could cost more in the long run.
- Intro
- Will the paper run properly?
- What Happens If It Is Not Suitable?
- Who Is Delivering It?
- Will the Price Stay Low?
- Look Beyond the Invoice
- What You Get with Polycopy
Intro
Switching supplier for a lower paper price can look like an easy saving. However, the price per ream is only one part of the true cost.
Paper is a useful example because market prices fluctuate regularly. A saving of 2%, 3% or even 5% may appear worthwhile, particularly when ordering by the pallet. But if the paper causes printing problems, deliveries are unreliable or the introductory price quickly increases, that saving can disappear surprisingly fast.
Will the Paper Run Properly?
Before committing to a pallet, consider whether the paper has been tested in your printers and copiers.
Lower-cost paper may be thinner, produce more dust or feed less reliably. If staff regularly need to clear jams, reload trays or reprint documents, the cost is not limited to the wasted sheets.
Most managed print agreements include a click charge for every page printed. This means a jammed or poorly printed sheet may still incur a charge, with a further click charge added when the document is printed again. Add staff time and machine disruption, and apparently cheap paper can become expensive.
What Happens If It Is Not Suitable?
The paper may arrive and prove different from what you expected. It might feel noticeably thinner, produce poorer print results or simply fail to run consistently through your equipment.
Before ordering, check:
• Will the supplier collect unsuitable paper?
• Is there a collection or restocking charge?
• How quickly will a replacement arrive?
• Will you need to store the unwanted pallet while the issue is resolved?
A low-priced pallet is no bargain if it remains unused in a storeroom.
Who Is Delivering It?
Delivery arrangements are often overlooked when comparing quotations.
Will the paper arrive through the supplier’s own experienced delivery team or through a national pallet network? Will it be taken to the required room or simply left at the nearest accessible entrance?
It is worth checking:
- Who will deliver the paper?
- Can it be delivered to the required room or department?
- Who should you contact if the order is late or damaged?
- How quickly can incorrect goods be collected?
- Can an urgent replacement be arranged?
The quality of a supplier is often clearest when something goes wrong.
Will the Price Stay Low?
Some prices are intended primarily to win the first =order.
Check whether the quoted rate will continue, whether delivery charges apply and whether minimum order quantities could change.
A temporary discount may be less valuable than dependable pricing and consistent availability.
Look Beyond the Invoice
The true cost of paper includes more than the figure shown on the invoice:
- Product quality
- Printer and copier performance
- Click charges on wasted prints
- Delivery reliability
- Returns and replacements
- Administration
- Staff time spent resolving problems
Lower-priced paper can still offer excellent value, provided it performs reliably and is supported by good service.
The most useful question is not simply:
“How much does the paper cost?”
It is:
“What could it cost if the paper or service lets us down?”
What You Get with Polycopy
Polycopy handles large paper deliveries safely and efficiently, using tail-lift vehicles, motorised pallet trucks and experienced drivers who understand individual delivery requirements.
We also focus on consistency. Once a paper has been shown to work reliably in your equipment, we aim to continue supplying the same product, supported by stable pricing rather than short-lived introductory offers.
This matters because packaging alone does not always guarantee consistency. Some suppliers may retain the same wrapper while changing the paper inside, meaning a product that previously performed well may suddenly behave differently.
The wrapper may be the same. The paper may not be.
The Polycopy team is always happy to help you find the right balance of paper quality, performance and price for your requirements. Whether you need a few boxes or regular pallet deliveries, we can recommend a suitable option and arrange a sample for you to test before committing to a larger order.
To discuss all things paper, including grades, sizes, finishes, environmental options and pricing, contact our team for advice on the best products for your requirements and budget.