New Zealand Managed Print Services (MPS) Cost Model: A Guide to ROI & Fleet Justification

Calculate the True Cost of Printing with Sharp NZ’s Managed Print Services Cost Calculator

Many organisations know printing costs money—but few know the true cost of their print environment.

The purchase price of a printer or multifunction device is only one part of the overall investment. The ongoing costs associated with toner, paper, maintenance, IT support, downtime, security risks, and inefficient device usage can significantly increase the total cost of ownership.

A Managed Print Services (MPS) business case helps organisations understand where print costs are occurring, identify opportunities for improvement, and make informed decisions based on measurable financial outcomes.

Sharp NZ’s Managed Print Services Cost Calculator helps New Zealand organisations estimate:

• Total annual print costs
• Cost per printed page
• Hidden operational expenses
• IT support costs
• Potential MPS savings
• Estimated return on investment (ROI)

Use the calculator below to understand your current print environment and create a stronger business case for Managed Print Services.

Download the NZ Managed Print Services Cost Model & Business Case Template

Rather than relying on generic estimates, the Sharp NZ template helps organisations build a data-driven view of their current print environment.

The template allows you to:

✓ Calculate your total cost of ownership (TCO)
✓ Estimate your current cost per page
✓ Identify hidden operational expenses
✓ Measure internal IT support effort
✓ Compare your current environment with a managed service approach
✓ Estimate potential savings opportunities
✓ Build a business case for finance and executive stakeholders

Download the template below to begin your assessment.

Download the NZ Managed Print Services Cost Model

Why a Managed Print Services Business Case Matters

When evaluating a technology investment, decision makers need more than equipment pricing.

A strong business case should demonstrate:

• Current expenditure
• Operational inefficiencies
• Potential cost reductions
• Security improvements
• Productivity benefits
• Long-term value

Managed Print Services helps organisations move from reactive print management to a proactive, measurable approach.

Understanding the True Cost of Printing

Hardware Costs

Include:

• Device purchase or leasing costs
• Replacement cycles
• Depreciation
• Upgrade requirements

Consumable Costs

Include:

• Toner
• Ink
• Paper
• Maintenance kits
• Replacement parts

Service and Maintenance Costs

Include:

• Repairs
• Technician visits
• Service agreements
• Downtime impact

Internal IT Costs

Many organisations underestimate the amount of IT time spent managing print.

Consider:

• Printer installation
• Driver management
• User support
• Network configuration
• Firmware updates
• Troubleshooting

Calculating Cost Per Page

Cost per page (CPP) provides a more accurate measurement of print efficiency.

The formula is:

Total Annual Print Costs ÷ Annual Print Volume = Cost Per Page

A complete cost-per-page assessment should consider:

• Hardware investment
• Consumables
• Maintenance
• Service coverage
• IT administration
• Device management

By understanding the true cost per page, organisations can identify opportunities to optimise their print environment.

What Should Be Included in a Managed Print Services Assessment?

A comprehensive MPS assessment reviews:

Print Fleet Optimisation

Identifying:

• Underused devices
• Overloaded devices
• Opportunities for consolidation
• Inefficient device placement

Service Coverage

Reviewing:

• Preventative maintenance
• Remote monitoring
• Automated consumables
• Technical support
• Service response requirements

Security and Compliance

Modern print environments require controls to protect sensitive information.

An assessment should consider:

• Secure print release
• User authentication
• Device access controls
• Firmware management
• Reporting and audit capability

IT Workload Reduction

A Managed Print Services approach can reduce the administrative burden on internal teams by managing:

• Device monitoring
• Fault resolution
• Consumables
• Reporting
• Fleet optimisation

Building a Finance-Ready Business Case

The Sharp NZ Business Case Template helps organisations present print optimisation opportunities in a format suitable for finance, IT leadership, and executives.

The template includes sections for:

Current Environment Review

Capture:

• Number of devices
• Number of locations
• Print volumes
• Current challenges

Cost Assessment

Document:

• Hardware costs
• Consumables
• Maintenance
• IT support
• Other operational expenses

Future State Evaluation

Compare:

• Current print environment
• Managed Print Services approach
• Expected operational improvements

ROI Considerations

Evaluate:

• Cost reduction opportunities
• Productivity improvements
• Reduced IT workload
• Risk reduction

Download the NZ Managed Print Services Business Case Template

Build a stronger business case with accurate print data

Every organisation has a different print environment. Device mix, print volumes, workflows, service requirements, and security needs all influence the true cost of printing.

The Sharp NZ Managed Print Services Cost Model provides a structured framework to help organisations understand their current environment and identify opportunities for improvement.

Use the template to:

✓ Assess your current print costs
✓ Calculate your total cost of ownership
✓ Identify hidden expenses
✓ Understand your cost per page
✓ Evaluate optimisation opportunities
✓ Prepare a business case for leadership approval 

Download the NZ Managed Print Services Cost Model

Frequently Asked Questions