Top Benefits of Using a Managed Print Service for Your Business

1. Cost Reduction

Managing company printing in-house can get expensive fast—supplies, repairs, new devices—it all adds up, and usually faster than you think. A managed print service (MPS) cuts down those costs by consolidating everything into one, easy-to-predict monthly bill. This means you’re not scrambling to fix surprise breakdowns or hunting for the cheapest toner when you run out mid-month.

Some clear ways an MPS cuts costs:

• Automatic supply replacement prevents paying premium prices in an emergency
• Only the devices you really need are active, so you’re not paying to maintain or run old, inefficient machines
• Support and repairs are handled quickly, which means less downtime and fewer expensive fixes

Here’s a simple breakdown of typical yearly savings when switching to an MPS:

Expense	Average Yearly Cost (Traditional)	With MPS (Estimated)
Replacement Toner	$2,500	$1,500
Emergency Repairs	$1,200	$400
Device Replacement	$3,000	$1,800
Energy Consumption	$700	$400
Total	$7,400	$4,100

Every business wants to trim unnecessary expenses, and the savings from an MPS can be more than you’d expect after a year or two. It’s not just about the big, obvious costs—the small wins add up, too.

2. Enhanced Security

These days, printers are a serious weak spot in a company’s security chain. If you’ve ever worried about confidential papers just sitting on a tray or documents getting sent to the wrong printer, you’re not alone. Managed print services (MPS) bring real peace of mind by locking down printing and keeping sensitive info from falling into the wrong hands.

Here are a few ways MPS keeps things safer:

• Pull-printing requires employees to log in or scan a badge to release a print job—no more pages hanging out on the machine.
• Regular security updates and patches happen without you lifting a finger, stopping hackers before they start poking around.
• Centralized control means you can track who printed what, and when, making it easy to spot anything fishy.

Security Feature	Typical Benefit
Print Authentication	Stops unauthorized access
Data Encryption	Secures data in transmission
Audit Trails	Tracks all print activity

Printing used to feel like the wild west in our office, but after switching to managed print, we actually know who’s printing, and our client files aren’t just lying around anymore.

3. Improved Productivity

A Managed Print Service (MPS) can really give your team’s productivity a boost. No one likes being stuck trying to figure out why a printer is jammed or hunting down toner at the last minute. With MPS, much of these day-to-day headaches disappear, and your staff can focus on real work instead of printer problems.

Here’s how Managed Print Services make a difference in everyday office life:

• Automatic toner replacements keep your devices stocked and ready, so you don’t have to send someone on emergency supply runs.
• Fast device repairs and remote support cut down on downtime, so there’s less standing around waiting for tech help.
• Print job management tools help people send files to the right devices without a fuss.

If you’ve ever watched a group of employees huddle around a broken printer, you know how much time gets wasted. An MPS takes all those little interruptions out of your day and keeps things moving.

Implementing an MPS isn’t just about saving money—it’s about making sure everyone in the office spends more time on meaningful tasks and less time worrying about printing.

4. Predictable Budgeting

Having control over print-related expenses can make a world of difference when planning your yearly budget. Managed print services (MPS) often work on a consistent monthly fee, so surprise costs are rare and unexpected bursts in spending are nearly gone. You aren’t caught off guard by things like malfunctioning printers, last-minute toner runs, or unplanned repairs.

Here’s what typically changes for the better:

• One fixed bill covers printing hardware, maintenance, and supplies.
• No more frantic late-night orders or hasty trips to office supply stores.
• Easier forecasting for quarterly or annual budgets, since charges stay consistent each month.

Traditional Printing	Managed Print Service
Spikes in maintenance costs	Set monthly payments
Last-minute supply orders	Supplies included
Confusing repair fees	Repairs covered

With a managed print service, it’s a lot easier to stick to your company’s budget. There’s less guesswork, and that’s something your finance team is bound to appreciate.

5. Sustainability Initiatives

Managed Print Services (MPS) go a long way in helping businesses cut down on waste and support eco-friendly goals. By tracking print jobs and optimizing equipment, companies can lower their carbon footprint and use fewer resources. It’s not only about setting up printers—MPS can help you choose energy-efficient models and monitor usage so there’s less unnecessary printing. Plus, most providers recycle cartridges and old equipment.

Here are a few ways MPS encourages sustainability:

• Recommends double-sided (duplex) printing to reduce paper use
• Automatically routes print jobs to the most energy-efficient devices
• Offers recycling programs for ink and toner cartridges

Sustainability Benefit	Example
Paper Waste Reduction	30% average cutback
Energy Usage Savings	Up to 40% less power
Cartridge Recycling Rate	Nearly 100% possible

Small adjustments, like cutting out unnecessary print jobs, can really add up to make your office greener—and you might notice the savings, too.

6. Simplified Print Management

Dealing with office printers can be a real hassle. Managed Print Service takes this hassle away by handling your entire print setup—everything from routine printer repair near me searches to ordering ink cartridges online, and even managing your print fleet.

When you leave print management to professionals, all those everyday annoyances suddenly vanish. Here’s why this really makes a difference:

• You don’t have to troubleshoot stubborn printer errors—just call for help, and it gets fixed fast.
• Supplies like toner and paper are tracked and restocked without anyone running out to grab more.
• Software updates and device monitoring happen in the background, so you’re not kept up late by tech issues.

Letting a Managed Print Service handle your office’s print needs means no more printer drama at your desk, freeing up time for more important work.

And if you’ve ever lost track of who printed what, or why the same printer keeps breaking, managed print management keeps things organized and under control. It’s straightforward and keeps everyone focused instead of frustrated by print problems.

7. Access to the Latest Technology

Keeping up with printing technology can feel like a full-time job all by itself. When you use a managed print service, your business automatically gets access to the newest printers, software, and features—without needing to buy or research anything yourself.

Some big perks that come from always having the latest tech include:

• Faster print speeds, which means less waiting around for jobs to finish
• Automatic updates, so security and maintenance patches take care of themselves
• Fresh features, like mobile printing or advanced scanning, often included as standard

Here’s a quick table to show how managed print services compare to old-fashioned, self-managed setups:

Feature	Managed Print Service	Traditional Setup
Automatic Upgrades	Yes	No
Security Patches	Automatic	Manual
Latest Devices	Included	Need to purchase
Downtime	Low	Higher

It’s so much easier not worrying if your office printers are outdated or struggling. The headaches of sudden breakdowns or software issues are taken away, and your team can just focus on getting work done instead.

8. Proactive Maintenance and Support

Managed print services don’t just set up your printers and leave you to it—they keep everything running smoothly behind the scenes. With proactive maintenance and support, problems often get fixed before you even notice them.

Here’s how proactive support makes life easier for your business:

• Automatic alerts let service providers know if there’s a problem, so you aren’t stuck dealing with outages.
• Toner and supply levels are checked remotely, meaning replacements arrive just when you need them.
• Routine health checks and updates help keep your devices from breaking down at the worst time.

Benefit	How It Helps
Downtime Avoidance	Less lost work time
Supplies Management	No last-minute ordering
Fewer Emergency Calls	Less workplace stress

If you’re tired of printers breaking down or running out of toner right when you need them most, proactive maintenance is basically a game-changer. Your team can focus on actual work while someone else takes care of the hiccups.

9. Scalable Solutions

Scalability is a big deal for any business that’s growing or changing. A Managed Print Service (MPS) can easily keep up when your needs shift, no matter if you’re expanding fast or just adding a few new folks.

Here’s how MPS makes scaling your print environment smooth and stress-free:

• Adjusts resources quickly as you add or remove printers and users
• Helps avoid unnecessary hardware and supply costs during periods of change
• Lets you unify print policies across new locations or departments

Sometimes, you just need to handle high print loads during a busy season, and other times, things slow down. MPS takes care of that flexibility without calling in tech staff or placing sudden big orders.

Growth Scenario	Action by MPS
New office opens	Installs printers, updates software
Staff increases	Adds user accounts, adjusts print quotas
Downsizing	Removes devices, reallocates supplies

When your business changes, you don’t want your print setup holding you back. MPS just adapts in the background, letting you focus on everything else that comes up.

10. Streamlined Workflow

Printing shouldn’t slow everyone down or leave your team scrambling. Managed Print Services (MPS) help make sure every part of your document process runs smoother from start to finish. Instead of people dealing with jams, running out of toner, or struggling to scan something important, MPS takes care of those things behind the scenes.

Here’s how an MPS can help your workflow:

• All print jobs are sent to the most available or efficient printer, so no one waits around.
• Automated supply shipments mean no one panics about running out of paper or ink.
• Devices are monitored remotely for problems, so broken machines get fixed fast.

With automated print routing and real-time tracking, your team spends less time fixing issues and more time focusing on work that matters.

Plus, everything is managed in one place. This makes handling print requests, maintenance schedules, and supply orders simpler for your IT staff—and keeps everyone in the office on the same page (literally and figuratively).

Conclusion

So, after looking at all the ways a managed print service can help, it’s pretty clear why so many businesses are making the switch. You get to save money, cut down on wasted time, and avoid those annoying printer problems that always seem to pop up at the worst moments. Plus, your team can focus on their actual work instead of messing around with paper jams or running out of toner. If you’re tired of dealing with printing headaches, maybe it’s time to let someone else handle it. It’s just one less thing to worry about, and honestly, who doesn’t want that?

Frequently Asked Questions

What is a managed print service?

A managed print service is when a company takes care of all your printing needs. They handle things like printers, ink, paper, and fixing problems, so you don’t have to worry about it.

How can a managed print service help save money?

Managed print services help you use less paper and ink. They also fix problems quickly and keep your printers working well, so you spend less on repairs and supplies.

Is it safe to use a managed print service?

Yes, it’s safe. Managed print services use special tools to keep your documents and information protected from people who shouldn’t see them.

Will my team have to learn new things to use a managed print service?

No, your team can keep printing like they always do. The managed print service works in the background and helps with any problems if they come up.

Can a managed print service grow with my business?

Yes, managed print services can add more printers or change plans as your company gets bigger or smaller. They make it easy to adjust to your needs.

What happens if a printer breaks?

If a printer stops working, the managed print service will fix it fast or bring a new one, so your team can keep working without long delays.