What is a Managed Print Service (MPS)?
A Managed Print Service (MPS) is a comprehensive solution where an IT provider takes full responsibility for a business’s entire document output infrastructure. Instead of treating printers, copiers, and scanners as isolated hardware, an MPS approaches them as an integrated, measurable system. This service goes beyond simply fixing broken hardware; it encompasses proactive monitoring, automated supply replenishment, user access controls, and strategic fleet optimisation.
By outsourcing print management, businesses transition from a reactive break-fix model to a predictable, highly efficient operational expense. The provider continuously analyses printing habits, consolidates redundant devices, and implements security policies (like Entra ID integration or secure release printing) to ensure the network remains protected while reducing overall environmental impact.
Why customers need it
Most organisations severely underestimate the true cost of their printing environment. Unmanaged print fleets often lead to staggering hidden costs: excessive toner stockpiling, wasted paper from abandoned jobs, and the heavy burden placed on internal IT staff who waste hours troubleshooting paper jams or driver issues instead of focusing on core infrastructure.
Customers need an MPS to regain control and visibility. An effective MPS significantly reduces overhead by streamlining hardware, automating consumable deliveries before they run out, and enforcing print policies (such as defaulting to duplex or restricting color printing by department). Furthermore, with the rise of complex compliance requirements, businesses need the robust security protocols an MPS provides—ensuring sensitive documents aren’t left exposed on output trays and that all network-connected endpoints are hardened against external threats.
Frequently asked questions
What exactly is included in an MPS contract?
A standard MPS agreement typically covers all hardware provision or management, automated toner and ink replenishment, routine maintenance, emergency break-fix support, and detailed analytical reporting on usage.
Will an MPS save my business money?
Yes. Most businesses see a reduction in print-related costs by 20% to 30%. Savings are achieved by eliminating desktop printers (which have the highest cost-per-page), reducing supply waste, extending hardware lifespans, and freeing up internal IT resources.
How does automated supply ordering work?
We install secure data collection software that monitors the toner levels and page counts of your fleet. When a device reaches a predetermined threshold, a replacement cartridge is automatically dispatched to your office, ensuring you never run out of supplies or need to stockpile inventory.
Does an MPS improve network security?
Absolutely. Modern printers are essentially computers on your network. We ensure firmware is kept up-to-date, default passwords are changed, and data encryption is enabled. We can also implement “pull printing,” where a job is only released when the user physically authenticates at the device.
Do we have to buy all new printers?
Not necessarily. While consolidating older, inefficient hardware is often part of the optimisation process, we will assess your current fleet and integrate existing, compatible devices into the new management environment wherever it makes financial sense.