What is included in managed print services?
The exact scope depends on the provider and the organisation, but a managed print service can bring together most of the operational responsibilities associated with a printer and photocopier fleet.
Fleet assessment
Review of existing printers, multifunction devices, locations and print volumes.
Hardware
Supply, replacement or rationalisation of devices where required.
Installation
Device installation, network setup and configuration.
Toner
Supply of toner and other agreed consumables.
Maintenance
Reactive repairs and preventative maintenance.
Remote monitoring
Visibility of toner levels, device alerts and meter readings where supported.
Meter collection
Automated or managed collection of device counters.
Reporting
Usage information to help understand cost and fleet utilisation.
Print management
Optional secure release, authentication, print rules and user reporting.
Ongoing optimisation
Reviews to identify underused devices, excessive colour or changing requirements.
A business does not always need to replace every existing device before moving to managed print. Where current equipment is suitable, a provider may be able to incorporate some of the existing fleet into the wider plan.
How do managed print services work?
A good managed print project starts by understanding the current environment before recommending new equipment or a new contract.
Print audit
The provider reviews devices, locations, print volumes, user requirements, support issues, costs and existing agreements.
Fleet design
The estate is redesigned around actual requirements, identifying where devices can be consolidated, replaced or repositioned.
Commercial proposal
Hardware, service, expected print volumes, software and support are combined into a proposed commercial model.
Installation and configuration
Devices are installed and configured around the organisation’s network, users, scanning, authentication and print-management requirements.
Ongoing management
Once live, the provider manages service, supplies, monitoring, reporting and future optimisation of the fleet.
The ongoing management stage is what makes MPS different from a one-off hardware purchase. The aim is to keep reviewing whether the fleet still fits the organisation as users, offices and print volumes change.
Managed print services vs a printer maintenance contract
A printer maintenance agreement is generally focused on keeping individual devices working. Managed print services should go further by managing the estate as a whole.
| Area | Maintenance contract | Managed print service |
|---|---|---|
| Repairs | Usually included | Usually included |
| Toner management | May be separate | Commonly managed |
| Fleet-wide reporting | Usually limited | Core part of the service |
| Device optimisation | Not normally included | Ongoing reviews can identify improvements |
| Print software | Usually separate | Can be integrated into the wider solution |
In simple terms, maintenance focuses on keeping machines operational. Managed print focuses on managing the entire print environment.
Why do businesses use managed print services?
Print management often becomes fragmented because different parts of the business handle different pieces of it. IT handles network issues, procurement orders toner, finance receives invoices and individual offices log support calls.
Managed print creates one clearer point of responsibility.
More predictable costs
Bring more of the print estate into a structured commercial model.
Less administration
Reduce routine toner ordering, meter collection and supplier management.
Better uptime
Give users one support route and introduce proactive monitoring where available.
Fleet visibility
Use print and device data to understand how the estate is actually being used.
Stronger security
Introduce secure print, authentication and device controls where required.
Better planning
Use historic data to make future replacement decisions based on evidence.
What businesses are suitable for managed print?
Managed print can work for both single-site and multi-site businesses. The key question is not simply company size; it is whether print is creating unnecessary cost, risk or internal workload.
MPS becomes especially useful when you have:
Does managed print include security?
It can, and security should form part of any modern managed print discussion. Printers and multifunction devices are network-connected systems that process business documents and can interact with email, cloud storage and internal applications.
Depending on the environment, managed print security can include secure print release, card or PIN authentication, role-based restrictions, print auditing, firmware management and controlled scan destinations.
Is managed print the same as leasing photocopiers?
No. Photocopier leasing is a way of funding equipment over an agreed period. Managed print services describe the wider service around the print estate.
A managed print arrangement may include financed equipment, but it can also cover service, toner, monitoring, reporting, print-management software and existing devices.
Are managed print services worth it?
It depends on the starting environment. A small business with one reliable printer and very low print volumes may not need a complex managed service.
Where a business has several devices, fragmented support, unpredictable costs, regular toner administration or weak visibility of usage, managed print can provide much greater control.
The best way to establish whether MPS makes sense is to audit the existing estate rather than assume that outsourcing will automatically be cheaper.
A useful starting question
If you cannot quickly explain how many devices you have, what they cost, how much they print and who is responsible when something goes wrong, a managed print review is probably worthwhile.