Printing costs eat up 2–3% of most office budgets, yet many businesses have no visibility into what they're actually spending. Managed Print Services (MPS) shifts that burden to a dedicated provider who handles everything from device maintenance to supply ordering, giving you predictable costs and fewer headaches. Here's what you need to know before signing on.
What Does Managed Print Services Actually Cover?
Managed Print Services isn't just about fixing your printer when it breaks. A typical MPS agreement includes hardware maintenance, proactive monitoring, supplies replenishment, security patches, and usually some form of usage reporting. You'll also get access to a support line—often with response times measured in hours rather than days. The scope varies widely, so it's essential to clarify what's in-scope: Does it cover your multifunction devices? Only networked printers? Supplies for color printing? These details shift your monthly cost significantly.
How Much Will It Cost?
Most providers charge a monthly per-device fee, usually between $25 and $80 per printer depending on device complexity and your service tier. Some use a cost-per-page model instead, typically $0.01 to $0.03 per page for black-and-white, $0.05 to $0.15 for color. A 50-person office with ten printers might pay $300–$1,200 monthly on a per-device contract, or $400–$800 on a per-page model if they print light to moderate volumes. Request quotes from three to five providers to compare—costs vary significantly based on your device mix and geographic location.
What Should You Look for in a Provider?
Choose a provider with local or regional presence; response times matter when your office printer is down. Check their expertise with your specific device brands—HP, Xerox, Canon, Ricoh, and Konica Minolta dominate the market, but not every MPS vendor supports all equally. Ask about their uptime guarantees (typically 95–99%) and what happens if they miss them. Verify they offer mobile device management and cloud printing integration if your team works remotely or across multiple locations.
Mercoly helps you compare and find trusted Managed Print & Device Services providers in one place, making it easier to vet options side-by-side.
Contract Terms and Exit Strategy
Most MPS contracts run 3–5 years. Longer terms often mean lower per-device fees, but they lock you in. Ask about early termination clauses—some charge 12 months of remaining fees, others are more flexible. Clarify ownership of the hardware: Are devices leased or do you own them? If leased, what happens at contract end? A provider should allow you to exit without penalty if they fail to meet SLAs (Service Level Agreements). Get all terms in writing, especially around price increases after year one.
Security and Compliance Considerations
If you handle sensitive data (healthcare, finance, legal), ensure the MPS provider includes secure print-release features, hard-drive destruction at end-of-life, and compliance certifications like SOC 2 or ISO 27001. Ask whether they provide audit logs showing who printed what and when—critical for regulated industries. Some providers now offer device-level encryption and endpoint security monitoring, which costs extra but is worth it if data protection is non-negotiable.
Implementation Timeline
Expect 2–4 weeks from contract signature to full deployment. The provider will audit your current devices, determine which to replace or refresh, configure new hardware, and train your team. During this period, maintain normal operations—good providers handle logistics and installation during business hours or after-hours to minimize disruption. Confirm they'll handle decommissioning your old equipment responsibly.
Frequently Asked Questions
Q: Can I switch providers mid-contract if I'm unhappy? Most standard MPS contracts include 30–90-day termination clauses with penalties, though some progressive vendors offer month-to-month terms. Always negotiate exit terms upfront before signing.
Q: What's the difference between MPS and just buying our own printers and supplies? MPS trades capital upfront (buying hardware) for predictable monthly costs plus vendor accountability. Most businesses see 15–30% savings plus reduced IT overhead, but only if they accurately forecast usage.
Q: Do I need separate cybersecurity measures for networked printers? Yes. Even with MPS, request that your provider enable network segmentation, firmware updates, and disable unnecessary ports. Printers are often overlooked attack vectors—treat them like any other connected device.
Start by comparing three to five MPS providers tailored to your office size, device count, and security needs.