How Much Do Managed Print Services Cost in New Zealand?

July 08, 2026

Resources Planning

Understanding the Cost and Value of Managed Print Services

The cost of Managed Print Services (MPS) in New Zealand depends on several factors, including the size of your organisation, print volumes, device requirements, number of locations and the level of support required.

A small office with a limited number of users will have very different requirements from a large organisation managing multiple sites, high-volume printing and complex document workflows.

While the purchase price of printers and multifunction devices is often the starting point when evaluating print technology, the true cost of printing extends beyond hardware.

A complete print environment includes:

Hardware investment
Toner and consumables
Maintenance and repairs
IT support time
Device downtime
Energy consumption
Security risks
Inefficient printing behaviours

Many businesses discover that unmanaged print creates hidden costs through unnecessary devices, inconsistent purchasing, inefficient workflows and limited visibility into usage.

Managed Print Services helps organisations understand these costs, improve control and create a more secure, efficient and predictable print environment.

What Is Included in Managed Print Services?

Managed Print Services is a complete approach to managing an organisation’s print environment.

Rather than purchasing and maintaining printers independently, businesses partner with a provider to manage the technology, support and optimisation of their print infrastructure.

A Managed Print Services solution may include:

Printer and multifunction device supply
Device lifecycle management
Flexible leasing options
Toner and consumables management
Preventative maintenance
Technical support
Print monitoring and reporting
Security solutions
Document workflow optimisation

The exact cost depends on the combination of services, technology and support required.

What Determines the Cost of Managed Print Services in NZ?

There is no single price for Managed Print Services because every organisation has different requirements.

The main factors influencing MPS costs include:

1. Number and Type of Devices

The size and complexity of your print fleet directly impacts cost.

Managed Print Services can support a range of environments, including:

Small Office Environments

Smaller businesses may require:

A4 desktop printers
Compact multifunction devices
Basic print and scan functionality
Simple support requirements

Medium and Large Organisations

Larger businesses may require:

A3 multifunction devices
Departmental printers
High-volume print solutions
Multiple office locations
Advanced workflow integration

High-Volume Print Environments

Organisations with significant print requirements may need:

Production print devices
Specialist finishing options
Advanced monitoring and reporting

Understanding device requirements helps ensure businesses invest in the right technology rather than simply adding more equipment.

2. Print Volumes and Usage Requirements

Print volume is one of the most important factors in determining MPS costs.

Businesses typically assess:

Monthly page volumes
Colour versus mono printing
Scanning requirements
Number of users
Department requirements

A Managed Print Services assessment identifies actual usage patterns and helps create a solution based on real business needs.

3. Service and Support Requirements

Managed Print Services includes more than equipment.

Support requirements can influence the overall investment, including:

Service response levels
Preventative maintenance
Remote monitoring
Automated supply replenishment
Local technical support

For New Zealand organisations, local service capability can be an important consideration when selecting an MPS provider.

4. Software and Workflow Integration

Modern Managed Print Services often extends beyond printing to improve document workflows.

Solutions may include:

Print management platforms
Secure print release
Cloud document workflows
Scan automation
User authentication
Reporting dashboards

Integrating print technology with existing workplace systems can improve productivity, security and efficiency.

Managed Print Services vs Buying Printers:
Which Provides Better Value?

Businesses typically have two options when investing in print technology:

Purchasing Printers Outright

Buying equipment may suit organisations with:

Simple print requirements
Available capital
Low device volumes
Minimal support requirements

However, businesses remain responsible for:

Equipment replacement
Repairs and maintenance
Consumable management
Technology upgrades

Managed Print Services Agreements

A managed approach combines equipment, support and management into one solution.

Benefits can include:

Predictable monthly costs
Reduced upfront investment
Easier budgeting
Planned technology refresh cycles
Included service and maintenance
Better visibility of print costs

For many organisations, MPS provides greater control over the total cost of ownership.

How Managed Print Services Reduces Total Cost of Ownership

The goal of Managed Print Services is not simply to replace printers. It is to optimise how an organisation manages documents and workplace technology.

A strategic MPS approach can reduce costs through:

Fleet Optimisation

Many businesses operate with more devices than they need or have equipment that is underutilised.

By analysing:

Device usage
Print volumes
User requirements
Department workflows

businesses can create a more efficient print environment with the right devices in the right locations.

Cost-per-Page Visibility

Managed Print Services provides greater visibility through consistent print cost measurement.

This helps organisations:

Understand actual printing costs
Forecast budgets more accurately
Identify inefficient printing behaviour
Improve financial control

Print Governance

Effective print policies can reduce waste and improve accountability.

Examples include:

Duplex printing by default
Mono-first printing
Colour usage controls
User-based reporting
Secure print release

These small changes can create significant improvements across larger organisations.

The Sharp 180-Day Managed Print Optimisation Framework

A successful Managed Print Services programme begins with understanding the current environment.

Sharp takes a structured approach to help organisations assess, optimise and continuously improve their print infrastructure.

Phase 1: Discovery, Assessment and Stabilisation

Comprehensive Fleet Assessment

Sharp reviews:

Existing devices
Print volumes
User requirements
Workflow needs
Current challenges

This creates a baseline understanding of the existing print environment.

Strategic Print Optimisation

Using assessment data, Sharp identifies opportunities to:

Improve device placement
Reduce unnecessary equipment
Align technology with business requirements

Implementation and Stabilisation

Once implemented, Sharp helps consolidate:

Service management
Consumable processes
Technical support

This improves reliability and reduces internal administration.

Phase 2: Efficiency and Cost Optimisation

Following implementation, the focus shifts to improving performance and controlling costs.

Print Policy Management

Organisations can introduce smarter printing practices, including:

Duplex printing
Colour controls
Secure release workflows

Reporting and Analytics

Usage insights provide visibility into:

Print behaviour
Device performance
Cost trends

Automated Supply Management

Proactive monitoring helps ensure:

Toner availability
Reduced downtime
Less manual administration

Phase 3: Security, Workflow Improvement and Continuous Optimisation

Once the environment is stabilised, Sharp continues to improve efficiency and security.

Print Security Improvements

Modern print environments require protection similar to other connected workplace technologies.

Security measures may include:

Secure print release
User authentication
Device monitoring
Protected communications

Workflow Optimisation

Print technology can also support broader digital transformation through:

Document automation
Scan workflows
Cloud integrations
Digital document processes

Sustainability Reporting

Managed Print Services can support sustainability goals through:

Reduced waste
Improved device utilisation
Responsible consumable management
Energy-efficient technology

Ongoing Managed Print Services Optimisation

A print environment should continue evolving as business needs change.

Sharp supports organisations through:

Regular Performance Reviews

Reviewing:

Device performance
Service levels
Usage trends
Improvement opportunities

Continuous Improvement

Recommendations can adapt as organisations:

Grow
Add locations
Change workflows
Introduce new technology

Proactive Monitoring

Remote monitoring helps identify potential issues before they impact productivity.

Beyond Cost Savings: Security and Sustainability Benefits

Managed Print Services provides value beyond reducing expenses.

Improving Print Security

Modern printers are connected business devices that can handle sensitive information.

Managed Print Services can help improve security through:

Secure document release
User authentication
Data protection
Device monitoring

These controls support organisations managing sensitive information and help align with privacy and security obligations.

Supporting Sustainable Printing

MPS can support sustainability initiatives through:

Reduced unnecessary printing
Lower paper waste
Optimised device numbers
Responsible toner recycling
Improved energy efficiency

Understanding the Value of Managed Print Services

The cost of Managed Print Services depends on your organisation’s requirements, but the value comes from improving the entire print environment.

A well-designed MPS strategy can help businesses achieve:

More predictable print costs
Improved security
Reduced administration
Better workplace productivity
Greater visibility into print usage
A more sustainable document environment

The first step is understanding your current print environment and identifying where improvements can be made.

Managed Print Services Cost FAQs

Creating a More Efficient Print Environment

Managed Print Services helps organisations move from reactive printer management to a proactive, strategic approach.

By understanding true print costs, optimising technology and improving security, businesses can create a document environment that supports productivity today and adapts for the future.