How to Prepare a Strong Business Case for a Managed Print Services Contract

June 23, 2026

Resources Business Case Roi

Build a stronger business case for Managed Print Services

A Managed Print Services (MPS) business case helps organisations understand the true cost of printing, identify operational risks and demonstrate how a managed print environment can improve efficiency, security and financial control.

For many organisations, printing costs are difficult to measure because they are spread across hardware purchases, toner, maintenance, IT support, administration and lost employee productivity.

A strong Managed Print Services business case moves the conversation beyond the cost of individual printers and focuses on the total business impact.

A complete MPS business case should evaluate:

Current printing costs and inefficiencies
Total Cost of Ownership (TCO)
Security and compliance risks
Employee productivity impacts
Document workflow opportunities
Sustainability improvements
Expected return on investment (ROI)

Managed Print Services Business Case: Key Benefits at a Glance

Business Objective	How Managed Print Services Helps
Reduce operating costs	Optimises devices, usage and service costs
Improve productivity	Reduces downtime and improves document workflows
Increase security	Provides secure printing, authentication and document controls
Simplify budgeting	Creates predictable monthly technology costs
Reduce IT workload	Provides proactive monitoring and managed support
Improve sustainability	Reduces waste, energy consumption and unnecessary printing

What is a Managed Print Services Business Case?

A Managed Print Services business case is a structured document that evaluates the current print environment, identifies improvement opportunities and demonstrates the expected business value of moving to a managed print model.

Unlike a traditional printer replacement proposal, an MPS business case considers the complete lifecycle of printing.

This includes:

Cost Area	Examples
Hardware	Printers, multifunction devices and replacement cycles
Consumables	Toner, drums and maintenance supplies
Service	Repairs, maintenance and support
Administration	Ordering supplies and managing suppliers
Productivity	Employee time lost to inefficient processes
Security	Risk from uncontrolled document handling
Sustainability	Energy use, paper consumption and waste

The goal is to understand the true cost of printing and identify opportunities to improve efficiency.

Why Organisations Invest in Managed Print Services

Many businesses manage printers as standalone devices rather than as part of their wider technology environment.

This often creates challenges including:

Too many devices across locations
Ageing equipment
Uncontrolled colour printing
Unexpected repair costs
Manual toner ordering
Limited visibility of usage
Increased document security risks
Higher IT support demands

Managed Print Services creates a structured approach to managing the entire print lifecycle.

The Managed Print Services Business Case Framework

A successful MPS business case should evaluate five key areas.

1. Assess Your Current Print Environment

The first step is understanding the current state.

A print assessment reviews:

Number of printers and multifunction devices
Device age and condition
Print volumes
Colour versus mono usage
Device locations
User requirements
Existing supplier agreements
Maintenance history
Security settings
Workflow requirements

This provides the baseline required to identify savings and improvement opportunities.

2. Calculate Total Cost of Ownership (TCO)

The cost of printing extends well beyond buying a printer.

A Total Cost of Ownership assessment considers all costs associated with managing documents.

TCO Category	What Should Be Measured
Hardware	Purchase, leasing or replacement costs
Consumables	Toner and supply usage
Maintenance	Repairs and servicing
Labour	IT and administration time
Downtime	Productivity impact from failures
Energy	Device power consumption
Waste	Unnecessary printing and abandoned documents

A Managed Print Services strategy improves TCO by optimising the entire environment rather than focusing only on equipment price.

How Sharp NZ Improves Print Total Cost of Ownership

Sharp NZ uses a structured optimisation methodology focused on four key improvement areas.

ROI Lever	Sharp NZ Approach	Business Outcome
Cost benchmarking	Analyse print volumes, device usage and current costs	Identifies hidden spend and inefficiencies
Fleet optimisation	Match devices to actual business requirements	Reduces unnecessary equipment and improves utilisation
Workflow improvement	Identify opportunities to digitise document processes	Improves productivity
Lifecycle management	Proactive servicing and planned technology refresh	Reduces disruption and unexpected costs

3. Improve Document Security and Compliance

Printers and multifunction devices are connected business systems that handle sensitive information.

A secure print strategy should consider:

User authentication
Secure print release
Device encryption
Firmware protection
Access controls
Network security
Audit reporting
Secure scanning workflows

For New Zealand organisations, protecting documents and personal information supports obligations under the Privacy Act 2020, including preventing unauthorised access, loss or disclosure of personal information.

Managed Print Services helps organisations introduce stronger controls and greater visibility across document processes.

4. Improve Productivity Through Smarter Workflows

Modern Managed Print Services is not only about reducing printing costs.

It also helps organisations improve how information moves through the business.

Potential improvements include:

Faster document capture
Automated scanning workflows
Cloud document integration
Reduced manual processing
Improved collaboration
Less time spent managing printer issues

By connecting print technology with digital workflows, organisations can improve efficiency across departments.

5. Create Predictable Technology Costs

Unmanaged printing often creates unpredictable expenses.

Common challenges include:

Emergency repairs
Unexpected toner purchases
Multiple supplier invoices
Unplanned equipment replacement

Managed Print Services provides greater financial control through:

Predictable monthly costs
Consolidated billing
Managed consumables
Planned refresh cycles
Reduced administration

This allows finance teams to forecast technology expenditure with greater confidence.

What Should Be Included in a Managed Print Services Agreement?

A comprehensive Managed Print Services agreement should include more than supplying equipment.

Service Component	What It Provides
Print assessment	Understanding of current environment and requirements
Device optimisation	Selecting the right technology for each location
Installation	Delivery, setup and configuration
User onboarding	Training and adoption support
Remote monitoring	Visibility into device performance
Consumables management	Automated toner replenishment
Maintenance	Preventative servicing and repairs
Support	Assistance when issues occur
Reporting	Usage and performance insights
Optimisation reviews	Continuous improvement recommendations

Managed Print Services Implementation Process

A successful MPS implementation typically follows six stages.

Stage 1: Discover

Review the current print environment, costs and business requirements.

Stage 2: Assess

Identify inefficiencies, risks and opportunities.

Stage 3: Design

Develop a recommended print environment aligned with business needs.

Stage 4: Implement

Install devices, configure workflows and support user adoption.

Stage 5: Optimise

Review usage patterns and identify further improvements.

Stage 6: Improve

Continue monitoring performance and adapting as business requirements change.

Managed Print Services ROI: Measuring Success

A successful business case should measure outcomes across financial, operational and risk categories.

Measurement Area	Example Outcomes
Cost control	Reduced print-related operating expenses
Productivity	Less downtime and faster document processes
Security	Better protection of confidential information
IT efficiency	Fewer printer-related support requests
Sustainability	Reduced waste and energy consumption
User experience	Easier access to printing and scanning

Actual results depend on the organisation’s current environment, usage patterns and business requirements.

Download the Managed Print Services Business Case Template

Create a clear, evidence-based proposal for your organisation

Building a successful Managed Print Services business case requires more than comparing printer prices.

Decision-makers need to understand:

What printing currently costs
Where inefficiencies exist
What risks need to be addressed
What improvements can be achieved
How the investment supports business goals

The Sharp NZ Managed Print Services Business Case Template provides a structured framework to help IT teams, finance managers and procurement professionals create a clear recommendation.

Who Should Use This Template?

The Managed Print Services Business Case Template is designed for:

IT Managers evaluating print infrastructure
Finance teams assessing technology investments
Procurement teams comparing suppliers
Business leaders reviewing operational improvements
Operations teams improving workplace efficiency

Download Your Managed Print Services Business Case Template

Create a stronger internal proposal based on measurable business outcomes, not just equipment costs.

[Download the Managed Print Services Business Case Template]

Frequently Asked Questions

How do you justify Managed Print Services?

Managed Print Services is justified by comparing the total cost of the current print environment against the expected financial, operational and security improvements of a managed solution.

How much can businesses save with Managed Print Services?

Savings vary depending on current equipment, print volumes, device utilisation and existing processes. Most opportunities are identified by reducing unnecessary devices, improving print behaviour and lowering operational overhead.

Is Managed Print Services only for large organisations?

No. Organisations of all sizes can benefit from Managed Print Services. Smaller businesses often benefit from predictable costs, reduced administration and access to expert support.

What information is needed for a Managed Print Services assessment?

Typically, organisations need information about current devices, print volumes, locations, user requirements, security requirements and existing supplier arrangements.

What is the difference between buying printers and Managed Print Services?

Buying printers provides equipment ownership. Managed Print Services provides ongoing management of the entire print environment, including optimisation, support, monitoring, supplies and continuous improvement.

Does Managed Print Services improve security?

Yes. Managed Print Services can improve security through authentication, secure print release, encryption, monitoring and improved document control.

How long does Managed Print Services implementation take?

Implementation time depends on organisation size, number of locations and complexity. Most projects include assessment, planning, installation, training and optimisation.

Why Choose Sharp New Zealand for Managed Print Services?

Sharp NZ helps organisations move beyond printer replacement by creating smarter, more secure and more efficient document environments.

Our approach combines:

Print assessment and optimisation
Managed hardware solutions
Secure document workflows
Ongoing monitoring and support
Local New Zealand service capability
Integration with broader business technology solutions

Sharp provides a single accountable technology partner for the systems your organisation depends on.

Build Your Managed Print Services Business Case

Understanding your current print environment is the first step towards reducing costs, improving security and creating a more efficient workplace.

Sharp NZ can help assess your current environment, identify opportunities and develop a Managed Print Services strategy aligned with your business objectives.