What Are the Different Types of Print Supplies? What Do They Do?

When it comes to printers, one of the most common points of confusion for end users—and sometimes even resellers—is understanding the difference between supplies and parts. Knowing what each does, how they’re replaced, and what role they play in keeping a printer running smoothly can help IT resellers and MSPs better educate their customers while building stronger service relationships.

At Image Star, we make it a priority to educate our reseller community so you can deliver confidence, clarity, and cost savings to your end users. Let’s break down the major categories of print supplies and what they do.

Supplies vs. Parts: A Key Distinction

Before diving into specific types of supplies, it’s important to draw a clear line between supplies and parts.

• Supplies are consumables—components that naturally run out or wear down over time. They’re designed to be replaced by the customer/end user without requiring technical expertise. Examples include toner cartridges, ink cartridges, or thermal ribbons.

• Parts, on the other hand, are long-life components that typically need to be replaced by a trained technician. Examples include fusers, rollers, or transfer belts. These aren’t considered “customer replaceable” and usually require professional servicing to keep the printer operating properly.

  
  

This distinction matters for resellers and dealers because it sets the right customer expectations. Supplying the right consumables means helping clients avoid downtime while knowing when to escalate issues that require technical intervention.

Types of Print Supplies

Now let’s take a closer look at the four most common categories of print supplies: laser supplies, ink supplies, direct thermal, and thermal transfer.

1. Laser Supplies

Laser printers are workhorses in offices large and small. Their consumable supplies typically include:

• Toner Cartridges: Toner is a fine powder made up of pigments and polymers. During the printing process, it’s fused onto paper with heat to create crisp, professional-quality text and images. Toner cartridges are the most frequently replaced supply in a laser printer.

• Drums (Imaging Units): The drum (sometimes called an imaging unit) is responsible for transferring toner onto the paper. Some printers integrate the drum with the toner cartridge, while others keep it separate. If separate, drums are still a customer-replaceable supply, though they’re replaced less often than toner.

• Waste Toner Containers: Not all toner gets used in the printing process. Excess toner is collected in a waste toner container. Once full, this supply needs to be swapped out to prevent messes or print quality issues.

Together, these supplies ensure that a laser printer runs efficiently, producing consistent and high-quality prints.

2. Ink Supplies

Inkjet printers, popular for both consumer and business environments, operate using liquid ink supplies.

• Ink Cartridges: Ink cartridges contain liquid ink that’s sprayed onto the paper through tiny nozzles in the printhead. Cartridges are typically small and replaced more often than laser toner.

• Ink Tanks: Ink tanks are a newer, more cost-effective supply solution. Unlike traditional cartridges, which combine the ink and printhead, ink tank printers use refillable reservoirs. This reduces cost per page and makes them attractive for high-volume users.

Ink supplies are all customer replaceable and are critical to delivering the vibrant color and sharp detail that inkjet printers are known for.

3. Direct Thermal Supplies

Direct thermal printers are widely used in retail, logistics, and healthcare for labels, receipts, and tickets.

• Thermal Media (Labels, Paper, Tags): Direct thermal printers don’t use ink or toner. Instead, they rely on specially coated thermal media that darkens when exposed to heat from the printer’s printhead. Because the media itself is the consumable, this is the primary supply end users need to replace.

Direct thermal printing is simple and cost-effective but has limitations, such as fading over time when exposed to heat or light.

4. Thermal Transfer Supplies

Thermal transfer printers are another label-printing solution but use a slightly different method.

• Ribbons: Thermal transfer printers use ribbons coated with wax, resin, or a combination of both. Heat from the printhead transfers the ribbon’s material onto labels, tags, or other media. This method creates durable, long-lasting prints that can withstand harsh environments.

  
  

For industries that need labels to endure (e.g., shipping, manufacturing, or outdoor use), thermal transfer supplies are essential.

Why Print Supplies Knowledge Matters for Resellers

Understanding the types of print supplies and what they do isn’t just “tech talk”—it’s a business advantage.

Here’s why:

• Customer Education: Helping your clients understand why they need both toner and a waste container, for example, builds trust and reduces frustration when unexpected supplies need replacing.

• Margin Opportunities: Supplies are consumables, meaning they drive repeat sales. By positioning yourself as the go-to source for all supplies, you create recurring revenue streams.

• Service Differentiation: Knowing the difference between customer-replaceable supplies and technician-required parts allows you to support clients more effectively. It positions you as a partner—not just a vendor.

• Proactive Sales: By anticipating supply needs (such as knowing when a drum or ribbon replacement will be due), resellers can proactively pitch replacements, improving customer satisfaction and loyalty.

Image Star: Your Print Supply Partner

At Image Star, we don’t just sell supplies—we equip resellers, MSPs, and IT dealers with the knowledge and tools to succeed. We carry a wide range of Hyperion Compatible Toner, OEM supplies, and top brands like Yealink, Dynabook, Innocn, and Capsul printers to give you flexible, profitable options.

And beyond products, we’re committed to education. From insightful blogs like this to regular webinars designed to strengthen your expertise, Image Star is here to make sure you can explain these details confidently to your end customers.

Final Thoughts

Supplies keep printers running. Parts keep them working long-term. For resellers and MSPs, understanding the difference—and knowing the unique role of toner, drums, ink cartridges, thermal media, and ribbons—is key to providing value and earning trust.

The next time your customer asks, “Why do I need both toner and a drum?” or “What’s the difference between thermal and direct thermal printing?”—you’ll be ready with the answer.

At Image Star, our goal is to make sure you’re always equipped to educate, sell smarter, and grow stronger margins.