Managed Print Services Explained: What They Are, How They Work, and How Much They Cost
Every business prints documents. Whether it's invoices, contracts, patient records, shipping labels, or marketing materials, printing remains an essential part of daily operations. Yet many companies don't know how much time and money they spend managing printers until problems begin to affect productivity.
If your employees frequently deal with broken printers, empty toner cartridges, or slow repairs, your business may benefit from Managed Print Services (MPS).
This guide explains what Managed Print Services are, how they work, what they typically include, how much they cost, and how to determine whether they're the right solution for your organization.
What Are Managed Print Services?
Managed Print Services (MPS) is a proactive solution that allows a specialized provider to manage every aspect of your organization's printing environment.
Instead of purchasing supplies, scheduling repairs, monitoring printer usage, and troubleshooting equipment yourself, your Managed Print Services provider handles these responsibilities for you.
The goal is simple:
- Reduce printing costs
- Improve printer reliability
- Increase employee productivity
- Strengthen print security
- Simplify fleet management
Rather than reacting when equipment breaks,
Managed Print Services continuously monitor your devices and resolve issues before they become costly interruptions.
How Managed Print Services Work
Most Managed Print Services programs follow the same structured process.
Step 1. Print Environment Assessment
A provider evaluates your current printing environment by reviewing:
- Number of printers
- Copier models
- Monthly print volume
- Toner usage
- Service history
- Maintenance costs
- Employee workflows
This assessment identifies inefficiencies and opportunities to reduce expenses.
Step 2. Fleet Optimization
Many businesses own more printers than they actually need.
Your provider may recommend:
- Replacing aging equipment
- Consolidating devices
- Relocating printers
- Standardizing brands
- Upgrading inefficient machines
The result is fewer devices that perform more efficiently.
Step 3. Continuous Monitoring
Modern printers automatically report:
- Toner levels
- Error codes
- Maintenance alerts
- Page counts
- Device health
Remote monitoring allows technicians to identify issues before employees even notice a problem.
Step 4. Automated Supply Fulfillment
Instead of someone checking toner levels every week, supplies ship automatically when devices indicate they are running low.
Employees never need to worry about ordering toner or maintaining inventory.
Step 5. Preventative Maintenance
Rather than waiting for equipment to fail, scheduled maintenance helps extend printer life while reducing downtime.
This proactive approach often prevents expensive repairs.
Step 6. Reporting and Optimization
Most Managed Print Services providers supply reports showing:
- Total print volume
- Color versus black-and-white printing
- Department usage
- Cost per page
- Equipment performance
- Opportunities for additional savings
These reports help businesses make informed decisions about future printing needs.
What's Included in a Managed Print Services Contract?
While contracts vary, most Managed Print Services agreements include the following services.
| Service | Included |
|---|---|
| Fleet assessment | ✓ |
| Remote printer monitoring | ✓ |
| Automated toner replacement | ✓ |
| Preventative maintenance | ✓ |
| On-site repairs | ✓ |
| Help desk support | ✓ |
| Usage reporting | ✓ |
| Device optimization | ✓ |
| Print security recommendations | Often Included |
| Equipment upgrades | Optional |
Some providers also assist with printer leasing, hardware replacement planning, and document workflow improvements.
How Companies Save Money with Managed Print Services
Many organizations assume printing costs begin and end with paper and toner.
In reality, printing expenses often include hidden operational costs.
Hidden Costs of Printing
- Employee downtime
- IT support labor
- Emergency service calls
- Overstocked supplies
- Printer replacement
- Energy consumption
- Lost productivity
- Security risks
A Managed Print Services program addresses each of these expenses.
How to Know if Your Business Needs Managed Print Services
If several of these statements describe your organization, it may be time to consider Managed Print Services.
✓ Employees regularly complain about printer problems
✓ IT spends too much time fixing printers
✓ Toner runs out unexpectedly
✓ You don't know your monthly printing costs
✓ Multiple printer brands create management challenges
✓ Repairs are becoming more frequent
✓ Equipment is over five years old
✓ You have no centralized printer management
✓ Printing delays affect employee productivity
✓ Your organization has security or compliance requirements
The more boxes you check, the greater the opportunity for improvement.
Print Spending Statistics
Organizations often underestimate the true cost of printing.
Research has shown that:
- Printing can account for 1% to 3% of an organization's annual revenue, depending on industry and print volume.
- Many businesses lack visibility into total print costs because expenses are spread across supplies, maintenance, IT labor, and equipment.
- Print environments with proactive monitoring and standardized equipment typically experience fewer service interruptions than unmanaged fleets.
- Consolidating printer fleets often reduces unnecessary equipment and lowers operating costs.
These trends highlight why organizations increasingly evaluate Managed Print Services as part of broader operational efficiency initiatives.
Frequently Asked Questions
What is Managed Print Services?
Managed Print Services is an outsourced solution that manages printers, copiers, supplies, maintenance, repairs, monitoring, and reporting to reduce costs and improve reliability.
How much does Managed Print Services cost?
Pricing varies based on print volume, number of devices, service levels, and contract terms. Many providers use a cost-per-page pricing model.
Can Managed Print Services work with my existing printers?
In many cases, yes. Providers often support equipment from multiple manufacturers and can recommend upgrades only when necessary.
Does Managed Print Services include toner?
Most Managed Print Services agreements include automated toner replenishment based on actual usage.
Will Managed Print Services reduce printer downtime?
Yes. Remote monitoring, preventative maintenance, and proactive service help minimize unexpected equipment failures.
Is Managed Print Services only for large companies?
No. Small businesses, healthcare providers, schools, manufacturers, law firms, and enterprise organizations can all benefit from Managed Print Services.
How long does implementation take?
Implementation timelines depend on the size of your print environment, but many organizations can complete onboarding in a matter of weeks.
Does Managed Print Services improve security?
Many providers offer print security features such as user authentication, firmware updates, encrypted printing, and secure release printing to help protect sensitive information.
Ready to Optimize Your Print Environment?
If your organization is dealing with rising print costs, aging equipment, or constant printer issues, a Managed Print Services assessment can reveal opportunities to improve efficiency while lowering operating expenses.
At Tech Assurance, we help businesses simplify printer management with proactive monitoring, automated supply fulfillment, preventative maintenance, and responsive support. Contact our team today to schedule a print assessment and discover how Managed Print Services can help your organization save time, reduce costs, and keep employees productive.
Managed Print Services Across the Southeast and Beyond
Tech Assurance provides managed print services, printer support, supply management, equipment maintenance, and print security solutions for businesses throughout Huntsville and Birmingham, Alabama; El Dorado, Arkansas; Atlanta and Marietta, Georgia; Monroe, Louisiana; Jackson, Ridgeland, and Biloxi, Mississippi; Reno, Nevada; and Tyler, Texas. Contact your nearest Tech Assurance location to schedule a personalized print assessment.
