Managed Print Services Explained
Most businesses spend more on printing than they realise. Managed print services turns that unpredictable cost into a single, fixed monthly line — with equipment, toner, and support included.
What managed print services includes
There’s no universal definition of MPS — different suppliers bundle different things. At minimum, a properly structured contract should cover all of the following.
Equipment supply & installation
Devices supplied, installed, network-connected, and staff trained. Equipment is typically leased rather than purchased outright.
Toner & consumables
Toner, drums, and consumables included and delivered automatically via remote monitoring. You should never need to order toner manually.
Maintenance & repairs
Engineer callouts with parts and labour included — no separate invoices per visit. A 4-hour response time is the reasonable benchmark.
Preventive maintenance
Scheduled servicing before things break down. Keeps machines running efficiently and extends their working life.
Network & driver support
Installation and ongoing support for print management software, network drivers, and connectivity. New staff or devices handled as part of the service.
Usage reporting
Data on what’s being printed, by whom, on which devices — so you can identify waste and make informed decisions.
How managed print pricing works
Cost-per-page (CPP)
A fixed price per page printed across all devices. Mono pages cost less than colour. Equipment leased separately or bundled in.
- Ties cost directly to usage
- Easy to compare providers
- Works best with consistent volumes
Fixed monthly contract
A flat monthly fee covers everything — equipment, toner, maintenance, and support — up to an agreed volume.
- Predictable monthly cost
- Zero admin overhead
- Simplifies budgeting
All-inclusive lease
Equipment, service, toner, and support rolled into a single monthly payment. One figure covers everything.
- Simplest to manage
- Easiest to budget
- Clear total cost of ownership
Six questions to ask any MPS provider
What is the guaranteed response time — and does it cover parts and labour?
A response time is only meaningful if an engineer arrives with the right parts. Ask whether the SLA covers full resolution, not just an initial visit.
Is toner genuinely included, or are there usage conditions?
Some contracts include toner but only for “standard usage” — which may exclude high-coverage printing. Get clarity in writing.
What happens at the end of the contract?
Who removes the equipment? What notice period applies? Are there penalties for early termination?
Is there an automatic renewal clause?
Some contracts roll over automatically if you miss a notice window — sometimes 90 days before the end date. Know the renewal terms before you commit.
Who owns the equipment?
In most MPS arrangements, equipment is leased from a finance company, not the service provider. If the provider closes, your lease obligation continues. This is standard — but worth understanding.
What are the overage charges?
If you exceed your agreed monthly volume, what is the per-page rate for the excess? Is it reasonable or punitive?
What’s included in our managed print contract
Our standard service agreement — in writing, not just marketing copy
- All toner and consumables, delivered automatically
- Free toner delivery — no minimum order
- Parts and labour with no additional callout charges
- Maximum 4-hour response time, 9am–5pm Monday to Friday
- Preventive maintenance visits included
- Network installation and driver support
- Ricoh, Canon, and Sharp — all three brands serviced under one agreement
That 4-hour response commitment is audited annually by Ricoh and Canon as part of our Gold and Advanced Imaging Partner accreditations — it’s not a marketing figure.
Why Midlands businesses choose Digital Office
1997
Established — independently owned
4-hr
Guaranteed response time, audited annually
3 brands
Ricoh · Canon · Sharp under one contract
0
Callout charges — parts & labour always included
Frequently asked questions
What’s the difference between managed print services and a photocopier lease?
A photocopier lease is a finance arrangement — you’re borrowing the cost of the hardware. A managed print contract wraps equipment, toner, and service into a single agreement. Many managed print contracts include a lease as part of the overall package, but the two terms are not interchangeable.
Do I have to replace all my equipment to move to a managed contract?
Not necessarily. Existing equipment can sometimes be brought into a managed service agreement, depending on its age and condition. We assess your current setup before recommending anything.
How long do managed print contracts typically run?
Most agreements run three to five years. We offer terms from one to six years depending on the equipment and financing involved.
Can I mix Ricoh, Canon, and Sharp devices in the same contract?
Yes. We service all three brands and can manage a mixed fleet under a single agreement with one monthly invoice.
What happens if I need more capacity mid-contract?
We can add devices or upgrade to higher-capacity equipment. How that affects your contract terms is worth discussing before you sign — we’re transparent about this upfront.
Reviewing your current print contract?
Tell us what you’re running now and we’ll give you an honest assessment — including whether switching makes financial sense. No obligation.