Guide · Managed Print Services
Managed print services explained
Most businesses spend more on printing than they think — and less time managing it than they should.
Managed print services (MPS) is the term for outsourcing the supply, maintenance, and management of your printing and copying equipment to a specialist provider. Done well, it reduces cost, removes the hassle of maintaining equipment in-house, and means you always have working machines and the consumables to run them.
This guide explains what MPS actually involves, how the pricing models work, and what to look for — and watch out for — when choosing a provider.
What managed print services includes
There’s no universal definition of MPS, which is part of the problem. Different suppliers bundle different things into the term. At a minimum, a managed print contract should cover:
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Equipment supply and installation
The provider supplies the printers, photocopiers, or multifunction devices (MFDs) your business needs, installs them, connects them to your network, and trains your staff. Equipment is typically leased rather than purchased outright.
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Toner and consumables
Toner, drums, and other consumables should be included and delivered automatically, usually triggered by a remote monitoring system that tracks your usage. You should never need to remember to order toner.
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Maintenance and repairs
When something goes wrong, the provider sends an engineer to fix it. A good MPS contract specifies a response time — four hours is a reasonable benchmark. Parts and labour should be included; you should not be receiving invoices for individual callouts.
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Preventive maintenance
Scheduled visits to service equipment before it breaks down. This keeps machines running efficiently and extends their working life.
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Software and network support
Installation and ongoing support for print management software, network drivers, and connectivity. If you add a new device or a member of staff needs access, that should be handled as part of the service.
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What may not be included
Some providers include document management software, cloud printing, security auditing, or usage reporting — but these are not always standard. Ask specifically what is and is not included before you sign.
Pricing Models
How managed print pricing works
MPS pricing generally follows one of three models:
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Cost-per-page (CPP)
You pay a fixed price per page printed, across all your devices. Mono pages cost less than colour. The per-page rate covers toner, maintenance, and support. Equipment is either leased separately or bundled into the per-page price.
✅ Works well for businesses with consistent, predictable print volumes.
⚠️ Watch out for:
Minimum volume commitments. Some contracts specify a minimum monthly page count — if you print less, you pay for pages you haven’t used.
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Fixed monthly contract
A flat monthly fee covers everything: equipment, toner, maintenance, and support, up to an agreed volume. You pay the same amount each month regardless of how much you print, up to the cap.
✅ Suits businesses that want predictable costs and tend to have stable print volumes.
⚠️ Watch out for:
Overage charges. If you exceed the agreed monthly volume, you’ll typically pay a higher per-page rate for the excess. Make sure the volume cap is realistic.
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All-inclusive lease
Equipment, service, toner, and support are all rolled into a single monthly lease payment. You pay one amount, covering everything, for the duration of the agreement.
✅ The simplest model to manage and the easiest to budget for. Makes it straightforward to compare the total cost of ownership against buying outright.
Is it right for you?
Who managed print services suits
MPS works well for most businesses that rely on printing as part of their day-to-day operations. It tends to be a particularly good fit when:
You have multiple devices
Managing toner orders, maintenance calls, and equipment lifecycles across several machines in different locations is time-consuming. A single managed contract removes that overhead.
Downtime is costly
If a broken printer disrupts your work meaningfully — a legal firm missing a deadline, a school unable to print exam papers, a construction office that can’t produce site drawings — a guaranteed response time matters. An ad-hoc repair call from a manufacturer’s support line does not.
You want cost certainty
The true cost of running printers in-house — hardware depreciation, consumables, maintenance, staff time, downtime — is rarely fully accounted for. A managed contract converts that unpredictable spend into a fixed line item.
You’re due a refresh
If your equipment is ageing, a managed contract is often the most cost-effective way to move to newer, more efficient machines without a large capital outlay.
MPS is less suitable for businesses with very low, irregular print volumes — a small team that prints occasionally may find a straightforward pay-per-use arrangement more economical.
Due Diligence
What to ask any MPS provider before you sign
The quality of managed print contracts varies considerably. These questions will separate a well-structured offer from one with hidden costs:
1. What is the guaranteed response time, and does that cover parts and labour?
A response time is only meaningful if an engineer with the right parts turns up. Ask whether the SLA covers full resolution, not just an initial visit.
2. Is toner genuinely included, or are there conditions?
Some contracts include toner but only for “standard usage” — which may exclude high-coverage printing. Ask for clarity in writing.
3. What happens at the end of the contract?
Understand the exit process. Who removes the equipment? What notice period applies? Are there penalties for early termination?
4. Is there an automatic renewal clause?
Some contracts roll over automatically if you don’t give notice within a specific window — sometimes 90 days before the end date. Know what the renewal terms are before you commit.
5. Who owns the equipment?
In most MPS arrangements, the equipment is leased from a finance company, not the service provider. If the provider goes out of business, your lease obligation continues with the finance company. This is standard practice, but worth understanding.
6. What are the overage charges?
If you exceed your agreed monthly volume, what is the per-page rate? Is it reasonable, or punitive?
Our Approach
How we approach managed print at Digital Office
We’ve been supplying and servicing Ricoh, Canon, and Sharp office equipment in the Midlands since 1997. Our managed print contracts are built around a straightforward principle: what we commit to in writing is what you actually get.
Our standard service agreement includes:
- ✓ All toner and consumables, delivered automatically
- ✓ Free toner delivery
- ✓ Parts and labour with no additional callout charges
- ✓ A maximum 4-hour response time, 9am to 5pm, Monday to Friday
- ✓ Preventive maintenance visits
- ✓ Network installation and driver support
That 4-hour response commitment isn’t a marketing figure. It’s audited annually as part of our Ricoh Gold Customer Service Partner and Canon Advanced Imaging Partner accreditations — both of which require us to demonstrate consistent service performance across real customer accounts.
We work with Ricoh, Canon, and Sharp, and we’re not owned by any of them. When we recommend an equipment configuration, it’s based on your requirements, not our parent company’s sales targets.
If you’re reviewing your current print contract, or looking to set one up for the first time, we’re happy to talk through your options without any obligation.
Frequently Asked Questions
Common questions about managed print
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 the same thing.
Do I have to replace all my equipment to move to a managed contract?
Not necessarily. In some cases, existing equipment can be brought into a managed service agreement. It depends on the age and condition of your current machines. We’ll assess your existing setup before recommending anything.
How long do managed print contracts typically run?
Most agreements run for three to five years, though shorter and longer terms are available depending on the equipment and financing involved. We offer terms from one to six years.
Can I mix brands — Ricoh, Canon, and Sharp — in the same contract?
Yes. We service all three and can manage a mixed fleet under a single agreement.
What happens if I need more capacity mid-contract?
We can add devices or upgrade to higher-capacity equipment. How that affects your contract depends on the terms agreed at the outset — this is worth discussing before you sign.
Reviewing your print contract?
We’ll give you straight advice and a competitive quote — no obligation, no pressure. We’ve been doing this since 1997 and we’re not going to waste your time.
Digital Office Ltd, Ricoh Gold Customer Service Partner & Canon Advanced Imaging Partner.
Based in Dudley, West Midlands. Serving businesses nationwide.