What’s Included in a Managed Print Contract? (Complete Guide for Businesses)
Instead of buying printers, toner, and support separately, everything is bundled into a predictable service model designed to reduce cost, improve efficiency, and strengthen security.
A well-structured MPS contract typically includes hardware, servicing, consumables, software monitoring, security features, and flexible finance options such as rental or lease agreements.
Managed Print Services (MPS) is a complete print management solution where a provider takes responsibility for your organisation’s printers, copiers, scanners, consumables, maintenance, and optimisation.
The goal is to:
In simple terms: MPS turns printing from a reactive cost centre into a managed, predictable service.
A standard managed print contract usually includes the following core components:
Most MPS agreements use a cost per copy model, where you only pay for what you print.
How it works:
Example structure:
Black & white pages: lower cost per page
Colour pages: higher cost per page
This model ensures businesses only pay for actual usage, helping control waste and overspending.
Consumables are fully managed through remote monitoring systems:
This removes the risk of running out of supplies and reduces internal admin workload.
MPS contracts typically include full maintenance coverage:
All service calls and technician visits
Replacement of wear-and-tear parts
Preventative maintenance scheduling
Remote diagnostics and fault detection
Priority response for critical issues
This ensures maximum uptime and minimal disruption.
Most providers include software platforms that give full visibility of your print environment:
Customer service portals also allow:
Modern MPS systems use remote monitoring tools to track:
This enables:
Security is now a core part of managed print environments. Based on enterprise print security standards, key features often include:
These features help reduce risks such as data leaks, unauthorised printing, and network vulnerabilities.
MPS contracts are often paired with flexible finance structures:
Rental Agreements
Lease Agreements
Outright Purchase + Service Contract
Finance options help reduce upfront capital expenditure and shift printing into an operational cost model.
A dedicated support structure is usually included:
Many organisations also reduce IT workload significantly, freeing internal teams for higher-value work.
Additional advanced security features may include:
What is Managed Print Services (MPS)?
Managed Print Services is a fully outsourced print management solution that includes printers, servicing, consumables, monitoring, and ongoing optimisation under one contract.
How does cost per copy work?
Cost per copy means you pay a fixed rate per printed page. This rate includes toner, servicing, maintenance, and support, giving predictable monthly costs based on usage.
What is included in a managed print contract?
Most contracts include hardware, consumables, servicing, maintenance, print monitoring software, automated toner delivery, and security features.
Can managed print services reduce costs?
Yes. Businesses typically reduce print costs by consolidating devices, eliminating waste, automating supplies, and moving to usage-based billing.
What security features should I look for?
Look for secure print release, encryption, user authentication, audit logging, and network protection features.
What is a managed print finance agreement?
It is a structured payment plan (lease or rental) that spreads hardware costs over time while often bundling servicing and consumables into a monthly fee.
Are consumables included in MPS contracts?
Yes, most contracts include toner and key consumables with automatic replenishment based on usage monitoring.
Shaun Taylor is the National Sales Manager at Sharp New Zealand, with over 20 years’ experience in business technology, print solutions, and managed services.
He specialises in helping organisations improve productivity, strengthen print security, and modernise workplace workflows through practical, scalable technology solutions.
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