Remote work killed the all-in-one office printer, but it created a new headache: devices scattered across home offices, coworking spaces, and client sites with no central support. Managed print services (MPS) for distributed teams bridges that gap—handling everything from device procurement to supplies to repairs—but the costs and setup vary wildly depending on your team size and print volume.
Why Remote Teams Need Managed Print Services
Traditional print management assumes devices live in one location under one roof. Remote setups don't work that way. Your team might print shipping labels from a garage, scan receipts from a coffee shop, and submit documents from a home office—all on different devices that break independently.
MPS vendors handle the complexity: they deploy printers or multifunction devices to remote workers, monitor usage remotely, ship supplies automatically, and dispatch on-site technicians when hardware fails. For teams of 10 or more spread across multiple locations, this centralized oversight saves thousands in downtime and wasted spending.
Setup: What Actually Happens
Onboarding with an MPS provider typically takes 2–4 weeks from contract to first device in hand.
Phase one is assessment. The vendor audits your current devices, team locations, and monthly print/copy/scan volume. They ask: Do workers print color documents? Do they need mobile printing? How much scanning happens?
Phase two is device selection and procurement. Based on usage patterns, the provider recommends specific multifunction printers or print systems. For light users (under 300 pages/month), they might suggest a compact laser printer or shared networked device. High-volume users (1,000+ pages/month) get faster machines with larger paper trays and finishing options. This phase takes 1–2 weeks.
Phase three is deployment. Devices ship to worker addresses or offices. The MPS team (or a local tech partner) installs hardware, configures network connectivity, and trains users. Remote deployment is common—workers unbox, plug in, and call a support line for initial setup. In-person visits cost extra but run $150–$300 per location.
Understanding MPS Pricing Models
Managed print services rarely charge one flat fee. Instead, you'll see a mix:
- Device lease or purchase: $80–$400/month per multifunction printer, depending on model. Entry-level color laser printers cost less; high-end production devices cost more. Some vendors bundle this; others itemize it separately.
- Per-page fee: $0.02–$0.08 per color page, $0.01–$0.04 per black-and-white page. This covers toner, paper, maintenance, and support. The MPS company monitors your actual usage via embedded counters and bills accordingly.
- Monthly support fee: $50–$200/month for one or two devices, covering remote monitoring, supply replenishment, and unlimited repairs. Larger fleets often negotiate tiered rates ($30/device/month for 20+ units).
Real-world example: A five-person remote team with three shared devices might pay $250/month per device lease + $0.03/page (estimated 2,500 pages/month = $75) + $100 support fee = roughly $825/month, or ~$165 per person. A 20-person team spreads fixed costs, dropping per-person expense to $60–$100/month.
Key Features to Demand
When comparing MPS providers, ensure they offer:
- Remote monitoring and proactive alerts: Devices report toner levels, errors, and usage in real-time. You never run out of supplies unexpectedly.
- Automated supply ordering: Toner ships automatically when usage hits a threshold; no purchase orders or inventory management.
- Mobile printing support: Workers print from phones or laptops to any managed device using apps like Ricoh's Smart Operation Panel or Xerox Workplace Cloud.
- Secure document handling: Devices include hard-drive encryption and secure erase features, critical when printers hold sensitive data.
- Multi-location reporting: Dashboard shows printing costs, usage patterns, and device health across all remote locations.
Platforms like Mercoly help you compare and find trusted managed print and device services providers in one place, making it easier to vet vendors that match your remote team's needs.
Cost-Saving Tactics
- Consolidate devices: Fewer printers = lower lease costs and lower per-page minimums. Push users toward digital workflows where possible.
- Negotiate volume discounts: 10+ devices usually unlock 15–25% discounts on per-page fees.
- Set monthly print quotas: Cap per-page charges at a baseline estimate to avoid bill shock.
- Bundle services: Add copy, scan, or fax into one contract; bundled rates are typically 10–20% cheaper than buying à la carte.
Frequently Asked Questions
Q: Do I have to sign a long contract, and what happens if I scale down? Most MPS contracts run 3–5 years, but many vendors offer month-to-month or 12-month options with higher per-page rates. Scaling down (fewer devices or lower volume) usually requires renegotiation; check early-termination clauses before signing.
Q: How do security and compliance work with shared remote devices? Managed devices support user authentication, encrypted printing (documents stay on the device until the user enters a PIN), and audit logs. For healthcare or legal firms, MPS vendors can add HIPAA or SOC 2 compliance certifications; confirm this in the contract.
Q: What if a remote worker's device breaks; how long is repair time? Onsite repair typically takes 1–3 business days in major metro areas; rural areas may take longer. Most MPS contracts include a loaner device or temporary replacement while the primary unit is serviced.
Ready to simplify remote printing? Request a quote from a managed print vendor today.