Managed Print Services (MPS) is a fully managed solution that helps businesses control, support, and optimise their entire printing environment under one contract.
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.
What is
Managed Print Services (MPS)?
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:
- Reduce
printing costs
- Improve
device reliability and uptime
- Increase
document and data security
- Automate
supplies and servicing
- Provide full
visibility of print usage across the business
In simple
terms: MPS turns printing from a reactive cost centre into a managed,
predictable service.
What is
Included in a Managed Print Contract?
A standard
managed print contract usually includes the following core components:
1. Print
Hardware (Printers & Multifunction Devices)
- Supply or
lease of printers, copiers, and multifunction devices
- Device
placement and fleet optimisation
- Replacement
or upgrade planning during the contract
2. Cost
Per Copy (CPC) Billing
Most MPS
agreements use a cost per copy model, where you only pay for what you
print.
How it
works:
- A fixed rate
is charged per page printed (black & white and colour differ)
- Covers
toner, servicing, parts, and maintenance
- Eliminates
large upfront supply purchases
- Provides
predictable monthly billing
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.
3.
Consumables (Automatic Toner & Supply Management)
Consumables
are fully managed through remote monitoring systems:
- Automatic
toner replenishment before depletion
- No manual
ordering required
- Waste toner
bottles, drums, and maintenance kits (depending on contract)
- Just-in-time
delivery to prevent downtime
This removes
the risk of running out of supplies and reduces internal admin workload.
4.
Service, Maintenance & Repairs
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.
5. Print
Management Software & Customer Portals
Most
providers include software platforms that give full visibility of your print
environment:
- Real-time
print monitoring dashboards
- Usage and
cost reporting
- Device
health alerts
- Fleet
optimisation insights
- User-level
tracking and controls
Customer
service portals also allow:
- Logging
service requests
- Viewing
invoices and usage reports
- Managing
devices across multiple sites
6.
Automated Consumable Ordering & Monitoring
Modern MPS
systems use remote monitoring tools to track:
- Toner levels
- Page counts
- Device
performance
- Error alerts
This
enables:
- Automated
supply dispatch
- Reduced
downtime
- Accurate
usage forecasting
7. Print
Security Features (Critical for Modern Businesses)
Security is
now a core part of managed print environments. Based on enterprise print
security standards, key features often include:
- PaperCut for
Secure print release (PIN or card authentication)
- User access
control and permissions
- Encrypted
data transmission
- Secure hard
drive overwrite and data protection
- Audit logs
and print tracking
- Network
protection against unauthorised access
These
features help reduce risks such as data leaks, unauthorised printing, and
network vulnerabilities.
8.
Finance Options: Rental, Lease & Purchase Agreements
MPS
contracts are often paired with flexible finance structures:
Rental
Agreements
- Fixed
monthly fee for equipment use
- Includes
maintenance and consumables (depending on structure)
- No ownership
of devices
Lease
Agreements
- Longer-term
contract (typically 3–5 years)
- Option to
upgrade hardware during or at end of term
- Predictable
monthly costs
Outright
Purchase + Service Contract
- You own the
devices
- Pay
separately for servicing and consumables
- Less common
in full MPS environments
Finance
options help reduce upfront capital expenditure and shift printing into an
operational cost model.
9.
Managed Service & Account Support
A dedicated
support structure is usually included:
- Account
manager for ongoing optimisation
- Regular
print environment reviews
- Device
lifecycle planning
- Cost
reduction recommendations
- IT and
helpdesk support integration
How Does
Managed Print Help Reduce Costs?
- Businesses
typically reduce printing costs by:
- Eliminating
unmanaged printer purchases
- Reducing
toner waste through automated ordering
- Consolidating
printer fleets
- Removing
unnecessary colour printing
- Improving
device efficiency and uptime
- Avoiding
emergency repair costs
Many
organisations also reduce IT workload significantly, freeing internal teams for
higher-value work.
What
Security Add-Ons Are Available?
Additional
advanced security features may include:
- Pull-printing
/ follow-me printing
- Cloud print
management
- Secure
mobile printing
- Data
encryption at rest and in transit
- Advanced
user authentication integrations (Azure AD, LDAP)
- Endpoint
print security monitoring
FAQ
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.
About the Author
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.
Connect with Shaun on
LinkedIn
