Staples Advantage Is the Smartest Move for Mid-Size Office Purchasing
After consolidating 8 vendors into one platform back in 2021, I cut our ordering time by about 40% and eliminated the recurring invoicing headaches. Staples Advantage isn't the absolute cheapest option on every item, but it's the most predictable and least stressful for a company like ours (80 employees, ~$50k annual office spend). If you're tired of juggling spreadsheets, chasing down receipts, and explaining to finance why three different office supply invoices came from three different vendors, this platform is worth a serious look.
How I got here
I'm the office administrator for a mid-sized marketing firm. I manage all the office supply ordering—roughly $50k annually across 8 different vendors before the switch. I report to both operations and finance, which means I'm constantly balancing the need for speed (teams want stuff yesterday) with compliance (finance wants everything tracked).
When I took over purchasing in 2020, I assumed that using multiple vendors would keep costs low. I shopped around for best prices on clipboards, staplers, labels, packing tape—you name it. But I quickly learned that the small savings on individual items were eaten up by the time I spent reconciling invoices from different systems. One vendor couldn't provide proper invoicing (handwritten receipts only), and finance rejected an expense that cost us $2,400. That's when I started looking for a single platform.
Why Staples Advantage stood out
I evaluated three options: Amazon Business, Office Depot Business, and Staples Advantage. Here's what tipped the scale for Staples:
- Consistent invoicing: Every order goes through one portal, with standardized tax codes and PO numbers that finance loves.
- Easy Rewards program: Points accumulate on eligible purchases. We redeem them for gift cards—our team voted for Starbucks, and now I use the Starbucks calorie calculator to help me pick a reasonable latte when I grab one. Yes, that's real.
- Broad catalog with depth: Need lanyards for the company picnic? They have 50 options. Need a specific printer head cleaning kit? They carry it. Those everyday items are where the real time-savings show up.
How to clean printer heads (a lesson I learned the hard way)
I assumed that cleaning printer heads was a job for IT. That was wrong. Our HR team uses the office printers for onboarding packets, and when the print quality degraded, I ordered a third-party cleaning cartridge that actually made things worse. The manufacturer voided the warranty. That was a $400 mistake.
Here's what I know now: Staples carries OEM cleaning kits for most major printer brands (HP, Brother, Canon). I check the printer model number on the Staples Advantage official website, order the compatible kit, and follow the steps. It takes 10 minutes and costs about $15 vs. a $200 service call. If you're dealing with persistent streaking, clean the print heads before replacing any cartridges—it often solves the problem.
My rule of thumb: run the built-in cleaning cycle once a month. If that doesn't fix it, use an OEM cleaning sheet. If you still see issues after two cycles, you might need a new print head (or a new printer).
Where Staples Advantage falls short
I don't want to oversell it. If you're a company with under 20 people, this platform might be overkill. The dashboard and reporting features are designed for someone managing dozens of SKUs monthly. For a tiny office, a simple Amazon Business account or even a local office supply store could be faster.
Also, if your purchasing is heavily focused on commodities like copy paper and you absolutely need the lowest per-case price, you might find cheaper options elsewhere. Staples Advantage is not the cheapest on everything—it's the most convenient and consistent. In our case, the time saved is worth much more than the 3-5% premium I sometimes pay on bulk paper orders.
Another limitation: the Easy Rewards program excludes certain categories (furniture, technology). So if you're planning a full office renovation, those points won't stack up. I've also found that some niche items (like specialized ergonomic accessories) have limited selection compared to specialty retailers.
Bottom line
If you're an admin buyer in a 50-200 person company, Staples Advantage will save you hours each month and eliminate most of the compliance friction. My experience is based on about 60 orders per year over 3 years with the platform. If you're in a different size or industry, your mileage may vary. But for the typical mid-size office? It's the smartest default choice.
Oh, and don't forget to lanyard—we use the extra-wide poly ones with a breakaway clasp. They're cheap, durable, and the breakaway feature saved a colleague's neck once. Some things you just don't compromise on.
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