Why the "Cheapest" Purchases Often Cost the Most

nihomart
Jul 24
4 min read

在马来西亚特别是新山（Johor Bahru）的中小企业（SMEs）中，许多老板在采购时习惯性的第一句话就是：“这款多少？你能不能便宜一点？”

价格当然重要，但只看价格，往往反而最贵。

今天，我们就来聊聊一个在采购圈越来越被重视的观念——总拥有成本（TCO: Total Cost of Ownership）。

什么是“总拥有成本”？

简单讲，总拥有成本 = 采购价 + 使用中产生的各种隐形成本。

比如你买一批RM1.80的文件夹，看起来比RM2.30的便宜。但如果：

三个月内容易断裂，员工抱怨，客户资料掉落
需要不断更换，造成重新采购和运输成本
公司形象受影响

那这批“便宜货”反而是你最贵的选择。

🧃📁 本地真实案例对比：

我们在新山服务的两类客户对比：

🧍‍♂️客户A：选最低价文具

买最便宜的文件夹（RM1.50/pcs）
3个月后断裂率高达40%
每季度重买、送货、浪费人力
员工信心下降，行政抱怨

➡️ 一年总成本反而更高，平均RM2.20/pcs

🧍‍♀️客户B：选品质稳定的方案（RM2.20/pcs）

文件夹寿命约12–18个月
品质统一，档案整齐，客户印象好
不需频繁补货，行政人力节省
供应商负责配送与更换，售后省心

➡️ 一年实际成本更低，平均RM1.80/pcs

🔍 为什么“看总成本”是未来趋势？

行政时间也值钱你每月重复下单，其实是花了员工宝贵时间，影响效率。
运输和等待的隐形成本频繁换货，导致断货、延迟，耽误业务节奏。
企业品牌形象损耗客户看到破损文件夹、粗糙办公用品，会下意识质疑你的专业度。
可持续采购一次买好，用得久。减少浪费，也符合ESG趋势。

📌 小建议：新山企业该如何开始“精明采购”？

✅ 建立文具标准清单：统一采购品质等级，避免员工乱买乱用。

✅ 选择有售后服务的本地供应商：省事、省心、省时间。

✅ 试行“文具计划”：按使用结算、用多少补多少，降低库存压力。

✅ 记录使用周期数据：清楚知道哪些品牌值得长期合作，哪些是“伪便宜”。

🧠 结语：成本，不只是价钱

文具、文件夹、纸张、打孔机、电池……看起来都是“小东西”，但决定了办公室运作的基础效率。

当你开始从“花多少钱”转向“值不值得”，你就已经领先80%的公司。

💡【Stop Focusing Only on Price】Why the "Cheapest" Purchases Often Cost the Most

In Malaysia, especially among SMEs in Johor Bahru, it's common for business owners to start every procurement conversation with:"How much is this? Can you make it cheaper?"

Price is, of course, important.But focusing only on price often ends up being the most expensive decision.

Today, let’s talk about a concept that's gaining more attention in the procurement world —Total Cost of Ownership (TCO).

🧾 What is “Total Cost of Ownership”?

Simply put:TCO = Purchase Price + Hidden Costs During Usage

For example, you buy a batch of file holders at RM1.80 each — they seem cheaper than the RM2.30 ones.But what if:

They break within 3 months, causing employee complaints and customer documents to fall out
You need to constantly replace them, adding extra procurement and delivery costs
Your company’s image suffers

Then that "cheap deal" becomes your most expensive mistake.

🧃📁 Real Case Comparison from Johor Bahru:

We serve two types of clients in JB:

🧍‍♂️ Client A: Chooses the lowest-priced stationery

Buys the cheapest file holder (RM1.50/pcs)
40% breakage rate within 3 months
Frequent repurchases, deliveries, manpower wasted
Staff frustration, admin complaints➡️ Total yearly cost ends up higher — averaging RM2.20/pcs

🧍‍♀️ Client B: Chooses a quality-controlled package (RM2.20/pcs)

File holders last 12–18 months
Consistent quality, tidy documentation, good client impression
Less need for reordering, admin time saved
Supplier handles delivery and replacements — hassle-free after-sales➡️ Actual annual cost is lower — averaging RM1.80/pcs

🔍 Why “Total Cost” is the Smart Future Trend:

✅ Admin time is valuableIf you’re reordering monthly, your team is wasting precious time and productivity.

✅ Hidden costs of delivery and delaysFrequent replacements mean stockouts, delays — slowing down your business operations.

✅ Brand image takes a hitIf clients see broken folders or cheap-looking stationery, they subconsciously question your professionalism.

✅ Sustainable procurement mattersBuy better, use longer — reduce waste and align with ESG trends.

📌 Tips: How JB Businesses Can Start Smarter Procurement

✅ Create a standardized stationery list: Ensure consistent quality; stop random staff buying.
✅ Choose local suppliers with after-sales support: Save effort, time, and stress.
✅ Try a “Stationery Subscription Plan”: Pay by usage, restock as needed, reduce inventory pressure.
✅ Track usage data: Know which brands are worth keeping and which “cheap buys” to avoid.

🧠 Final Thought: Cost ≠ Price

Staplers, files, paper, hole punchers, batteries...They may seem like "small things," but they form the backbone of office efficiency.

When you shift your mindset from “how much it costs” to “is it worth it?”,you’re already ahead of 80% of your competitors.

💬 How do you currently choose your office supplies?Have you ever tried to save money and ended up spending more?Let’s talk in the comments!

📦 Want to learn about our “Stationery Plan Service”?Contact us — we’ll arrange a professional consultant to visit your office for a full assessment.