Print Supplies 101: What They Are, Why They Matter, and How to Keep Your Office Running Smoothly
- Aztec
- Aug 28
- 5 min read
Updated: Aug 29
If you’ve ever stood in front of the office printer wondering why it stopped working again, you’re not alone. Printers, copiers, and multifunction devices are some of the most essential—and most misunderstood—pieces of office technology.
Most businesses don’t think about their printers until something goes wrong. A blinking light, a streak across the page, or a dreaded “replace cartridge” warning—and suddenly, your entire team is scrambling to figure out what’s wrong.
At Aztec, we’ve spent years helping businesses across Connecticut and beyond untangle these headaches. And one of the best ways to avoid constant printer drama is simple: understand your print supplies.
This blog is your down-to-earth guide to print supplies—what they are, what they do, and how to make sure you’ve always got what you need on hand. No jargon, no overly technical breakdowns. Just clear, practical advice that can help keep your business running without interruption.
Supplies vs. Parts: The Big Difference
Let’s start with a question we hear a lot:
👉 “What’s the difference between a supply and a part?”
It sounds basic, but it’s an important distinction.
Supplies are the things your printer consumes while working. Think ink, toner, labels, ribbons—anything you’ll eventually run out of and need to replace. The good news? Supplies are usually designed so anyone in the office can swap them out.
Parts are the internal components of your machine that help it operate. Fusers, rollers, belts—all the stuff inside that you probably don’t want to mess with unless you’re a trained technician. Parts don’t need replacing as often, but when they do, you’ll usually want professional service.
A lot of frustration in the office happens when people confuse the two. A manager might think, “Didn’t we just buy toner? Why is it still broken?”—when in reality, the drum unit or fuser is the culprit. Knowing the difference means you can quickly diagnose whether it’s a supply issue (easy fix) or a part failure (call Aztec).
Breaking Down the Types of Print Supplies
Not all supplies are created equal. The kind you need depends on your printer type and how your business uses it. Let’s break it down into plain English.
1. Laser Printer Supplies
Laser printers are workhorses in most offices. They’re fast, reliable, and cost-effective for black-and-white printing.
Toner cartridges: The star of the show. Instead of liquid ink, lasers use toner powder that gets fused onto paper with heat. Toner lasts a long time, which is why offices love it.
Drum units: Think of this like the brush in a car wash—it transfers toner onto the paper. Some printers combine toner + drum into one unit, others sell them separately. If your prints start looking streaky or faded, it might be the drum, not the toner.
Waste toner containers: Every once in a while, excess toner powder has to go somewhere. That’s what these are for. Replace them when they fill up, and your prints stay clean.
2. Inkjet Printer Supplies
Inkjet printers are common in smaller offices or for teams that need high-quality color prints—like marketing teams producing flyers or real estate offices printing glossy property sheets.
Ink cartridges: Standard small containers of liquid ink. Easy to replace, but they don’t last as long if you’re printing in bulk.
Ink tanks: Some newer models use refillable ink tanks that cut costs dramatically. Great for businesses that print lots of color but want to avoid replacing cartridges every week.
3. Direct Thermal Supplies
Ever get a receipt that fades after sitting in your wallet for a month? That’s direct thermal printing in action. No ink, no toner—just special heat-sensitive paper.
Thermal labels/tickets: Perfect for shipping, retail, or event ticketing. They’re cheap and simple, but they won’t last forever. Direct sunlight or heat will cause the print to fade.
4. Thermal Transfer Supplies
If you need something more permanent than a receipt, thermal transfer is the way to go.
Wax ribbons: Good for standard labels (like product barcodes).
Resin ribbons: More durable, for labels exposed to chemicals, weather, or rough handling.
Wax-resin blends: The middle ground—durable but not overkill.
These are great for manufacturing, healthcare, or logistics companies that need barcodes or labels to last through shipping and handling.
Why Understanding Supplies Matters for Business
You might be thinking: “Okay, so now I know the difference between toner and a drum. Why does this matter for my business?”
Here’s why:
Downtime costs money. When printers stop, workflows stop. Sales proposals can’t get printed. Shipping labels don’t come out. Doctors can’t access patient forms. Knowing what you need—and when you’ll need it—keeps things moving.
Budgeting gets easier. Supplies are recurring costs. If you’re constantly surprised by replacement needs, your budget will always be off. Tracking usage helps predict costs.
Preventative care saves frustration. Many supply issues show early warning signs. Faded prints? Smudging? Don’t ignore them. Replace the supply before it causes downtime.
Greener choices matter. Eco-conscious businesses can choose high-yield cartridges, ink tanks, or recycled supplies to cut down on waste.
Real-Life Scenarios
Let’s make this more practical with a few examples:
Law firm in New Haven: Prints hundreds of contracts weekly. Their laser printers run through toner quickly, but drums only need replacing every 20,000 pages. By tracking usage, they order toner monthly but only budget for drums once a year.
Retail chain in Hartford: Uses direct thermal labels for receipts and shipping. They don’t need ink or toner at all—but they do need to keep thermal rolls stocked, or every register in the store grinds to a halt.
Healthcare office in Middletown: Labels specimens with thermal transfer ribbons. Using resin ribbons ensures labels stay legible even if exposed to moisture or chemicals.
Aztec’s Role: Taking the Guesswork Out
At Aztec, our goal isn’t just to sell you supplies—it’s to help you never worry about them again.
Here’s how we help:
Automated toner monitoring: Your printers can actually tell us when supplies are running low. No one has to manually check. We ship replacements automatically.
Mixed-fleet support: Whether you bought your devices from us or had them before, we keep supplies stocked for all major brands and models.
Consulting: Not sure if inkjet or laser makes more sense for your office? We’ll walk you through cost-per-page comparisons so you can make an informed choice.
Local service: If a “supply” issue turns out to be a “parts” issue, our Connecticut-based technicians can get you back up and running fast.
Key Takeaways
Let’s recap:
Supplies = consumables like toner, ink, labels, ribbons (user-replaceable).
Parts = long-lasting internal components like fusers or rollers (technician-replaceable).
Match supplies to your environment:
Laser = high-volume office docs
Inkjet = color-heavy graphics
Direct thermal = receipts/tickets
Thermal transfer = durable labels
Understanding supplies saves time, money, and stress.
Final Word
Printers aren’t the flashiest part of office technology, but they’re one of the most relied upon. By understanding your supplies, you can keep your workflows smooth, your team productive, and your IT budget predictable.
And if you’d rather not think about it? That’s where Aztec steps in. We’ll make sure you always have the right supplies at the right time—without the 2 a.m. panic when your toner runs dry.
Ready to make print supplies one less thing to worry about? Reach out to Aztec today—we’re here to help keep your office running.
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