Pricing and maintenance

Pricing for wide-format printers and plotters can span a huge range, but continues to fall every year. The biggest variables are size and quality: you'll see bigger price tags for more accurate color reproduction and higher resolution.

Low-end wide-format printers, usually 24" inkjets, range from $1,300 to $4,000. Most businesses investing in LED or inkjet plotters can expect to pay $6,000 to $15,000 for a full-featured printer that produces professional results. Color inkjets for commercial use can run $15,000 and more. The newer color LED plotters can total $30,000 and up.

Production-class printers get even more expensive, reaching $50,000 to $250,000 and more. These machines are designed for much higher volumes of printing: hundreds of thousands of square feet per month, with speeds to match. These pricey machines are only needed by specialized print shops or the largest CAD shops.

Adding scanning/copying functionality to a wide-format printer can almost double the price, in some cases. $6,000 to $15,000 printers jump to $15,000 to $30,000 with scanning add-ons.

At these prices, you may be tempted to look at used wide-format printers, and in some cases you can get a good deal on a reliable LED printer. Inkjets' operational lives are generally fairly short – they get outdated by improving technology within 3 to 5 years – so it's usually not worth buying used inkjets. If you do buy used equipment, be sure to carefully evaluate the warranty and service plan options available.

Check costs for consumables
Remember that the initial purchase price is only part of the total expense of a printer: consumables, most significantly ink or toner, will be a part of your budget for years to come. Per-page costs are always higher with inkjets than LEDs: toner cartridges provide much more coverage than ink refills. Paper and other media costs are usually comparable across different plotter models, but should also be considered in your budget.

Ask your dealer for cost estimates, preferably per page or square foot. Then try to verify those costs elsewhere – for example, by asking the customer references they gave you. And don't hesitate to look for third-party sources for ink and toner: while you should always turn to the dealer for service and repairs, you can often get better deals on basic supplies from other sources.

Maintenance and service agreements
Like copiers, LED printers require regular maintenance: cleaning, inspection, and replacing worn parts. Keeping your printer well-maintained is the best way to prolong its useful life and make sure that it runs smoothly between cleanings. A maintenance agreement will usually cover toner, drums, and all other replaceable parts, as well as regular visits to your office by a technician.

Inkjet printers don't have as many service requirements. You can purchase a warranty that covers all major parts, but you'll be responsible for buying ink refills and print heads, the two most common inkjet needs.

For both LED and inkjet printers, you'll need to download periodic software upgrades, as well.

Maintenance agreements can be priced per square foot printed per month, or simply at a fixed rate per year. If you're new to wide-format printing, or if you'll depend on the printer for day-to-day production, we strongly recommend that you purchase the maintenance agreement.

Make sure the agreement covers on-site labor, and see if guaranteed response times are included. Parts, if needed, should be guaranteed for next-day delivery.