Outsource or DIY? The True Cost of Printing Your Own ID Cards

DIY printing sounds cost-effective - until the printer jams, the ribbons run out, or someone prints Steve's photo upside-down.

This guide breaks down the hidden time, cost, and stress of doing it yourself — and why outsourcing ID cards is smarter, faster, and genuinely easier for UK businesses.

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✅ Quick Take

• Compare costs of in-house vs outsourced
• Discover hidden admin time sinks
• See how outsourcing boosts onboarding
• Try our Online Designer or Managed Services ID card portal
• Join thousands of UK teams who switched to outsourcing their ID cards to us

Thinking of Printing ID Cards In-House? You're Not Alone.

Many UK businesses start out printing staff ID cards themselves. It seems like the cheaper option, right?

You buy a £500 desktop printer, grab some blank cards, and assume you’re set. But then reality hits — suddenly the printer’s out of ribbons, the software keeps crashing or there's another update, and you’ve got a backlog of new starters waiting for ID badges.

We hear this story all the time. So let’s take a clear-eyed look at what it really costs to DIY your ID cards, and why more teams are switching to a smarter, outsourced solution.

The Hidden Costs of Printing ID Cards Yourself

Let's break it down:

•  Printer purchase: £500+ for a single sided printer
•  Software licence: £40–£2000 per license
•  Ribbons, film & cleaning kits: From £40 per 100 cards
• Photo uploads & formatting: Time = £££
•  Mistakes & reprints:  Usually caught when it's too late

And let’s not forget the hours your team spends fiddling with alignment, cropping photos, or troubleshooting that one machine that always jams on a Friday.

One customer told us:

“We used to print in-house, but it always broke down right when a new starter arrived.”

What DIY ID Cards Say About Your Business

It’s not just about money. When you hand someone a flimsy, faded ID badge with a pixelated logo, what does that say?

• Onboarding: First impressions count. Give your team a card they’re proud to wear.
• Professionalism:  Visitors notice the details. Clean, clear, branded ID cards build trust.
• Security: Proximity cards, expiry dates, QR codes and overlays, promote & enhance security

You wouldn’t handwrite someone’s contract. So why leave their ID badge to chance?

Ask Yourself Why Outsourcing Just Makes Sense

When you outsource ID cards, you're not just saving money — you’re reclaiming time and headspace.

Here’s what you get with The Photo ID Card People:

✅ Same-day dispatch for Online orders
✅ Guaranteed next day dispatch for Managed Services ID Card Portal
✅ Easy photo uploads & reprints
✅ Clear, consistent designs every time
✅ Friendly UK support (yes, real humans)

And no more fiddling with ribbon settings. Bliss.

Image: Comparison of in-house vs outsourced ID Card Printing - download the full checklist here.

You'll never have to touch a printer again!

Whether You Want Control or Convenience, We've Got You

Want to keep some control?

Use our Create Your Own tool — it's fast, friendly, and even a bit fun. Perfect for smaller teams who just need the job done right, once in a while.

Want to make ID cards really simple?

Check out our Managed Services ID card portal — perfect for HR teams, office managers, or anyone managing regular starters and leavers.
You get:

• Centralised billing
• Multiple templates
• Cardholder management
• Next-day dispatch

Ditch & Switch - it's time to ditch the printer and switch to outsourcing.

Join thousands of UK organisations who trust us to handle their staff ID cards with speed, care, and zero faff.

Don't just take our word for it, check our Feefo and TrustPilot reviews.

Download our handy checklist:

Download: In-House vs Outsourced ID Cards – What’s Really Involved?