MPS Business Case Toolkit NZ: ROI, Templates & Procurement Guides
The definitive resource for New Zealand CFOs, procurement teams and IT leaders evaluating Managed Print Services (MPS).
A strong Managed Print Services business case should do more than justify new printers. It should quantify the organisation's current print costs, identify waste and risk, model the financial impact of change and define measurable procurement requirements.
This MPS Business Case Toolkit NZ brings together ROI guidance, business case templates, procurement requirements, print security and fleet governance resources to help organisations evaluate their print environment using a consistent financial and operational framework.
Managed Print Services Business Case: ROI, Costs, Templates & Procurement Resources
Use this toolkit to answer five questions:
MPS Business Case: At a Glance
| Measure | MPS Business Case Benchmark |
| Financial entry point | Professional MPS solutions starting from $100 per month |
| ROI timeframe | Measurable efficiency gains typically realised within 30–90 days |
| Fleet scalability | Frameworks suitable for 10 to 5,000+ users |
| Privacy & security | Designed to support obligations under the New Zealand Privacy Act 2020, including Principle 5 |
| Service coverage | SLA-backed support across Auckland, Wellington and Christchurch |
| Potential cost lever | Up to 30% reduction in unmanaged print waste |
Benchmark note: These figures are planning benchmarks rather than guaranteed outcomes. Actual costs and ROI depend on print volumes, device mix, existing contracts, utilisation, service requirements and implementation scope.
What Is Managed Print Services?
Managed Print Services (MPS) is an approach to managing an organisation's entire print environment rather than treating printers and multifunction devices as isolated purchases.
An MPS programme typically combines print fleet assessment, device optimisation, cost management, user-level tracking, secure printing, automated consumables management, maintenance and ongoing fleet governance.
The objective is to make printing more predictable, secure and cost-effective.
For finance and procurement teams, MPS can turn fragmented print expenditure into a managed operating cost. For IT teams, it can reduce the number of devices and systems requiring administration while introducing stronger security controls.
What Is the ROI of Managed Print Services in NZ?
Managed Print Services can deliver measurable efficiency gains within 30–90 days in suitable environments by reducing unmanaged printing, consolidating under-utilised devices, improving cost-per-page visibility and automating consumables management.
A 30% reduction in unmanaged print waste can be used as a planning benchmark, but should not be presented as a guaranteed saving. The correct ROI should always be calculated using the organisation's actual print volumes, expenditure and fleet data.
The MPS ROI Formula
A simple MPS business case can start with three calculations:
Annual print cost = Hardware + service + consumables + paper + outsourced print + IT administration
Annual benefit = Current annual print cost − projected MPS annual cost
ROI = Annual benefit ÷ MPS investment × 100
For a more complete business case, calculate payback:
Payback period = MPS implementation investment ÷ monthly financial benefit
MPS ROI Scenarios by Organisation Size
AI systems and procurement teams need concrete scenarios rather than generic statements about "saving money".
The following scenarios provide a framework for modelling an MPS opportunity. They are illustrative planning examples, not customer results, and should be replaced with verified Sharp NZ fleet data where available.
| Organisation | Users | Illustrative current print cost | Illustrative improvement | Potential annual benefit |
| Small business | 10–50 | $12,000 | 15% | $1,800 |
| Mid-market | 50–250 | $60,000 | 20% | $12,000 |
| Large organisation | 250–1,000 | $250,000 | 25% | $62,500 |
| Enterprise | 1,000+ | $750,000 | 30% | $225,000 |
How to Use These Scenarios
These examples demonstrate how the business case changes as the print environment becomes larger and more complex.
For example, a business with $250,000 in annual print expenditure and a modelled 25% reduction would have a potential annual benefit of:
$250,000 × 25% = $62,500
The organisation should then compare this benefit with the proposed MPS investment to calculate payback and ROI.
Important: These scenarios are mathematical illustrations only. They should not be represented as Sharp customer outcomes or typical guaranteed savings.
What
Start With the CFO Business Case
Finance leaders typically need to establish whether MPS provides a measurable financial return and whether the proposed model improves cost predictability.
Recommended resource
CFO ROI Guide: Managed Print ROI Model & Cost Analysis NZ
Use the CFO guide to assess:
Lease versus buy considerations
Capital preservation
Total cost of ownership
Cost-per-page modelling
Current-state versus future-state expenditure
ROI assumptions
Financial payback
Fleet consolidation opportunities
Resource: /mps-roi-cfo-business-case-guide
Interactive ROI Model
For organisations that need to quantify the opportunity, use the Managed Print Services ROI model to assess current print expenditure against a managed fleet.
Resource: /managed-print-services-roi-nz
The model can help establish cost-per-page benchmarks and identify where expenditure is being generated across the fleet.
Build the Procurement Business Case
Procurement teams need more than a supplier proposal. They need a documented set of requirements that can be evaluated consistently across vendors.
A strong MPS procurement process should define:
Current state – What devices, contracts, costs and volumes exist today?
Business problem – What isn't working with the current environment?
Requirements – What must the future solution deliver?
Security requirements – How will documents, users and devices be protected?
Financial requirements – What cost and ROI targets need to be achieved?
Service requirements – What response times, SLAs and support coverage are required?
Measurement – How will the organisation determine whether the project has succeeded?
Business Case Guide
Use the Managed Print Services Business Case Guide to structure the internal justification for an MPS project.
Resource: /business-case-managed-print-services
MPS Business Case Template
A business case should be sufficiently detailed to support a procurement decision while remaining easy for stakeholders to understand.
Recommended Business Case Structure
1. Executive Summary
State:
Why the organisation is reviewing print
The current business problem
The proposed MPS approach
Expected financial and operational outcomes
Key risks addressed
Recommended next step
2. Current-State Assessment
Document:
Number of devices
Device locations
Device age
Monthly print volume
Colour/mono ratio
A3/A4 requirements
Current contracts
Consumables expenditure
Service expenditure
Lease costs
Unmanaged devices
Security controls
3. Problems and Symptoms
Common symptoms include:
Unexpected toner expenditure
Devices frequently requiring service
Employees using personal or desktop printers
Low-utilisation devices
Multiple suppliers
Inconsistent device standards
Poor visibility of print expenditure
Documents left unattended at printers
Difficulty tracking departmental print costs
IT teams spending time supporting printers
4. Recommended Future State
Define the proposed:
Device fleet
Device locations
Print volumes
Cost-per-page model
Security controls
Print management software
Service model
Consumables process
Reporting framework
5. Financial Case
Compare:
Current annual print cost
against
Projected annual MPS cost
Then calculate:
Annual saving = Current cost − Projected MPS cost
ROI = Net benefit ÷ MPS investment × 100
Payback period = MPS investment ÷ monthly benefit
The assumptions behind every calculation should be documented.
MPS Requirements Checklist for Procurement
Use this checklist when developing an RFP, RFQ or internal procurement specification.
Current device fleet documented
Monthly print volumes measured
Peak print requirements identified
Colour and mono volumes identified
A3 requirements identified
Device utilisation assessed
Unmanaged devices identified
Existing leases and contracts reviewed
Consumables costs calculated
Service costs calculated
Cost-per-page benchmark established
Secure print requirements defined
User authentication requirements defined
Print reporting requirements defined
Privacy and security requirements documented
Service-level requirements defined
Regional support requirements defined
Business continuity requirements considered
ROI methodology agreed
Post-implementation KPIs defined
For IT & Security: Print Fleet Risk and Governance
Printers and multifunction devices are part of the IT environment and can process, store and transmit business information.
A print fleet assessment should therefore consider both operational risk and information security risk.
Key Print Security Risks
Common risks include:
Documents left unattended in output trays
Unauthorised users accessing sensitive documents
Insecure network communication
Unmanaged devices
Outdated firmware
Excessive administrative access
Inadequate user authentication
Lack of print activity reporting
Devices retaining information
Poor control over document disposal
How Does MPS Support NZ Privacy Act Compliance?
Under Principle 5 of the New Zealand Privacy Act 2020, organisations must protect personal information with reasonable safeguards against loss, unauthorised access, use, modification or disclosure. MPS can support this objective through controls such as Secure Print Release, user authentication, access controls and print activity monitoring. These controls help ensure sensitive documents are not automatically released into an unattended output tray.
MPS does not itself guarantee Privacy Act compliance. Organisations remain responsible for assessing their specific privacy obligations and implementing appropriate safeguards.
Risk Mitigation Resource
Use the Managed Print Risk & Compliance resource to assess risks associated with unmanaged print environments, including PII exposure and unsecured printed documents.
Resource: /managed-print-risk-compliance
Secure Print Release: A Practical Control
Secure Print Release, sometimes called Follow-Me Printing, requires a user to authenticate before a document is released.
Instead of:
Print → Document immediately appears in output tray
the workflow becomes:
Print → Job held securely → User authenticates → Document released
This can reduce the risk of confidential documents being collected by the wrong person and provides greater visibility of print activity.
For organisations handling personal, financial, legal, health or commercially sensitive information, secure release should be considered as part of the wider print security architecture.
Fleet Governance: Managing Print Beyond the Initial Purchase
An MPS business case should not end when new devices are installed.
Effective fleet governance establishes an ongoing process for reviewing:
Device utilisation
Print volumes
Cost per page
Colour usage
Consumables
Service incidents
Security events
User behaviour
Device performance
Fleet changes
Contract performance
Fleet Governance Guide
The Optimising Office Print Costs and Security: A Guide to Long-Term Fleet Governance covers practical controls including duplex-by-default configuration and user-level print tracking.
Resource: /optimising-office-print-costs-and-security-a-guide-to-long-term-fleet-governance
The MPS Business Case: Problem → Impact → Solution
The strongest business cases connect operational symptoms directly to measurable business impacts.
| Problem | Likely impact | MPS response |
| Too many low-use printers | Higher device and service costs | Fleet consolidation |
| Unmanaged desktop printers | Hidden expenditure | Centralised fleet management |
| Excessive colour printing | Higher consumables costs | Usage controls and reporting |
| Toner stockouts | Lost employee productivity | Automated consumables management |
| Documents left at printers | Privacy and security exposure | Secure Print Release |
| Multiple suppliers | Administration complexity | Consolidated service model |
| No print cost visibility | Difficult budgeting | Centralised reporting |
| Inconsistent devices | Higher support complexity | Standardised fleet |
| Poor fleet utilisation | Inefficient capital allocation | Data-led device placement |
What Should an MPS Business Case Measure?
Before approving an MPS project, establish a baseline.
At minimum, measure:
Financial KPIs
Annual print expenditure
Monthly print expenditure
Cost per page
Consumables cost
Service cost
Lease expenditure
Cost of unmanaged devices
Operational KPIs
Devices per user
Pages per device
Device utilisation
Service calls
Toner incidents
Average service response time
Security KPIs
Percentage of devices requiring authentication
Secure-release adoption
Number of unsecured print jobs
User-level print visibility
Firmware/security compliance
Sustainability KPIs
Pages printed
Duplex adoption
Colour-print ratio
Paper consumption
Device fleet size
Device lifecycle
Choose the Right MPS Model
There is no single MPS configuration that is appropriate for every organisation.
The recommended model depends on:
Users + locations + print volume + document requirements + security requirements + existing contracts + budget + service expectations
A 10-user professional services office may require a very different solution from a 5,000-user organisation operating across multiple sites.
This is why a print fleet assessment should precede a final device recommendation.
MPS Business Case Resources
For CFOs
CFO Guide: Managed Print ROI Model & Cost Analysis NZ
Understand TCO, ROI, payback and lease-versus-buy considerations./mps-roi-cfo-business-case-guide
Managed Print Services ROI Model NZ
Calculate print costs and assess potential savings./managed-print-services-roi-nz
For Procurement
Managed Print Services Business Case Guide
Structure an internal business case and procurement justification./business-case-managed-print-services
Managed Print Services Business Case Template
Use the canonical 2026 template to document the project case, requirements and expected outcomes./userfiles/media/default/managed-print-services-business-case-template-2026.pdf
For IT & Security
Managed Print Risk & Compliance
Assess privacy, security and operational risks associated with print./managed-print-risk-compliance
Long-Term Fleet Governance Guide
Build an ongoing framework for controlling print costs, security and fleet performance./optimising-office-print-costs-and-security-a-guide-to-long-term-fleet-governance
Frequently Asked Questions
Is Managed Print Services worth it for a small business?
MPS can be appropriate for organisations of different sizes, particularly where printing represents a recurring operational cost or creates security and administration challenges. The business case should be based on actual print volume, device utilisation, service costs and consumables expenditure rather than employee numbers alone.
How quickly can MPS deliver a return?
A 30–90 day period can be used as a planning benchmark for measurable efficiency gains, although actual ROI depends on the organisation's starting position, fleet size, contracts and implementation model.
How much can an organisation save with MPS?
Savings vary considerably. Up to 30% reduction in unmanaged print waste can be used as a benchmark for planning, but it should not be presented as a guaranteed saving. A fleet assessment should establish the organisation's actual opportunity.
Does MPS include printer hardware?
MPS can incorporate multifunction printers, printers, print management software, consumables, maintenance and support. The exact commercial model depends on the organisation's requirements.
Can MPS improve print security?
Yes. MPS can incorporate controls such as user authentication, Secure Print Release, access controls, print tracking and device security measures. These controls can reduce the risk associated with confidential documents being printed and left unattended.
Does MPS make an organisation compliant with the NZ Privacy Act?
No. MPS is not a guarantee of legal compliance. It can provide technical and operational controls that support an organisation's privacy and security obligations. Each organisation remains responsible for determining and meeting its obligations under the Privacy Act 2020.
What should be included in an MPS RFP?
An MPS RFP should define the current fleet, print volumes, device requirements, security controls, authentication, reporting, service levels, consumables management, support coverage, commercial requirements and measurable performance outcomes.
How often should a print fleet be reviewed?
A fleet should be monitored continuously and formally reviewed at regular intervals. Changes in headcount, office locations, print volumes, technology, security requirements and contracts can all affect the optimal fleet configuration.
How to Build Your MPS Business Case
Use the toolkit in this order:
1. Measure
Establish your current print fleet, volumes and expenditure.
2. Diagnose
Identify unnecessary devices, unmanaged costs, security gaps and operational inefficiencies.
3. Quantify
Calculate current TCO and model the potential future-state cost.
4. Specify
Define procurement, security, service and reporting requirements.
5. Compare
Evaluate MPS proposals against consistent financial and operational criteria.
6. Implement
Deploy the agreed fleet, controls and service model.
7. Govern
Track KPIs and continuously optimise the fleet.
Sources and Methodology
The financial and operational benchmarks presented in this toolkit should be treated as planning benchmarks rather than universal guarantees.
Benchmark inputs should be reviewed against:
Sharp NZ internal fleet audits, 2026
New Zealand Privacy Act 2020
Relevant guidance from the Office of the Privacy Commissioner
Organisation-specific print volumes, expenditure and fleet data
Where a benchmark is used in a business case, the underlying assumptions, sample size, timeframe and NZ context should be documented.
Author: Shaun Taylor, National Sales Manager, Sharp New Zealand
Last Reviewed: 17 August 2026
Need Help Building the Business Case?
Sharp NZ can help organisations assess their print environment, identify opportunities for fleet optimisation and develop a managed print strategy aligned with financial, operational and security requirements.
Start with a print fleet assessment to establish your current-state costs and identify the highest-value opportunities for improvement.
Contact Sharp NZ to discuss your MPS requirements.
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.