Shifting to managed print services sounds simple until you realize your office has thirty devices, scattered across three buildings, with no documentation of what you're actually running. Getting organized before an implementation saves weeks of delays and protects you from surprise costs later.
Audit Your Current Print & Device Fleet
Start by physically documenting every printer, multifunction device, scanner, and copier you own. Walk the office. Note the model, serial number, age, and current location of each device. Check your last three months of meter readings if available—print volume directly affects pricing under most managed service contracts.
Don't rely on memory or IT's rough estimates. Vendors will ask for this data anyway, and discrepancies between what you think you have and what's actually there create problems during transition. If devices are scattered across departments, ask managers to confirm their equipment or supply you with a simple list.
Understand Your Current Spending
Gather invoices from the past 12 months covering ink, toner, service calls, maintenance contracts, and consumables. Many organizations are shocked to discover they're spending $15,000–$40,000 annually on print costs without realizing it—these expenses hide across multiple budget lines.
Break this down by:
- Monthly supply spend
- Service and repair costs
- Total devices and their ages
- Energy consumption (if tracked)
This baseline is your benchmark. Managed print services typically cost 20–40% less than reactive buying and emergency repairs, but the savings depend on where you're starting from.
Identify Your Print and Device Usage Patterns
Before a vendor arrives, understand how your teams actually use devices. Are you printing high volumes? What percentage of your printing is color versus black-and-white? Do remote workers need device access? Are devices primarily used for printing, copying, scanning, or a mix?
A marketing department and an accounting office have completely different device needs. Vendors will ask these questions—having real answers (not guesses) means they'll design a service package that actually fits your workflow instead of over- or under-provisioning devices.
Determine Your Integration Requirements
Managed device services often include cloud storage, mobile printing, document management, and security scanning. Before implementation, clarify what your team needs:
- Can devices integrate with your existing cloud storage (Microsoft 365, Google Workspace, etc.)?
- Do you need secure print release features?
- Is mobile printing from phones and tablets essential?
- Do you require audit trails for compliance?
- Will devices connect to your existing network infrastructure?
These integrations affect pricing and implementation timeline. A vendor needs to know your tech environment upfront rather than discovering incompatibilities mid-deployment.
Prepare Your IT Infrastructure
Managed print services rely on network connectivity and system access. Before implementation, confirm:
- Network bandwidth is sufficient (especially if adding scanning-to-email functionality)
- Your IT team can allocate someone to assist with device configuration and user training
- Firewalls and security settings allow print management software to operate
- You have a designated point of contact within IT or operations for the vendor's technician team
Poor network conditions or IT access delays extend implementation timelines from 2–3 weeks to 4–8 weeks.
Document Device Locations and Access
Create a simple map or list showing where each device lives, including floor, department, and whether the space is climate-controlled. Include details like parking access for technician visits and whether anyone needs keys or security badges to reach equipment.
This sounds minor until a technician wastes an hour looking for a printer in a locked server closet that nobody told them about.
Set Budget and Timeline Expectations
Managed print service contracts typically range from $500–$3,000 per month for a small office (10–15 devices) to $5,000–$15,000+ for larger deployments. Pricing includes devices, supplies, proactive maintenance, and support but excludes custom integrations or specialized security features.
Budget 2–4 weeks for full implementation, including device deployment, staff training, and system optimization. Factor in a small transition period where old and new systems overlap.
Using a comparison platform like Mercoly, you can assess quotes from multiple providers side-by-side and understand what each service includes before committing.
Frequently Asked Questions
Q: How do I know if my current print spend is actually too high? A: If you're spending more than $0.05 per black-and-white page or $0.15 per color page including supplies and service, managed services likely offer savings. Ask potential vendors for a cost analysis.
Q: What happens to my old printers when I switch to managed services? A: Most vendors remove them as part of onboarding and either refurbish them for resale or handle responsible recycling. Confirm removal terms in your contract.
Q: Can I cancel a managed print contract early if business needs change? A: Many contracts include early termination fees (typically 10–20% of remaining term value). Negotiate flexible terms upfront if you anticipate significant changes within 2 years.
Start your comparison today—find managed print and device service providers that match your actual needs, not someone's template solution.