Running an office often means a steady stream of expenses, many of which may seem unavoidable, like keeping the printers up and running. But do you know how much they’re costing you? Between the paper, toner, time, energy, and hidden expenses, it could be more than you realize. This is because surprise repair bills, toner orders placed at the last minute, and machines sitting idle in unmanaged print environments can quietly eat away at your bottom line.
But in a controlled print environment, such as with Managed Print Services (MPS), you can make smarter, more economical decisions for your office’s printing needs. Here’s how MPS helps businesses like yours lower ongoing expenses in several key areas, from toner to fleet optimization for big savings.
1. Save on Toner Costs
If you’ve been buying toner on an as-needed basis, you’re probably spending more than necessary. Ad-hoc purchases tend to miss out on bulk pricing, and finding the right toner for various devices can quickly become a hassle. With an MPS provider, your toner supply is streamlined and automated. They’ll monitor your usage and ensure you get the best quality toner delivered right when you need it; no waste, no unnecessary overstock, and no last-minute rush orders that cost extra. You’ll also avoid the hidden costs of employees running out mid-job and wasting time troubleshooting supply issues. Over time, these savings make a significant dent in your printing budget.
2. Reduce Costly Downtime with Proactive Maintenance
When a printer breaks down, the costs quickly pile up. There’s the repair bill, of course, but don’t forget the costs associated with downtime, like delayed reports, frustrated employees, and productivity losses. Managed Print Services takes a proactive approach to printer maintenance. By regularly inspecting and servicing your equipment, MPS providers catch small issues before they turn into major repairs. This not only extends the lifespan of your devices but also reduces the likelihood of expensive, unexpected breakdowns. Many MPS agreements include repair costs as part of their service plans, so you’re protected from surprise expenses.
3. Simplify Meter Reads (and Lower Associated Costs)
You might not think twice about tracking meter reads, but handling them manually can quickly turn into an administrative headache. Incorrect readings lead to billing disputes, wasted time, and even unnecessary costs. With MPS, meter readings are automated, taking the burden off your team. Automated tracking ensures you’re only billed for what you actually print and eliminates costly billing errors. With this transparency, you gain better control over your printing expenses.
4. Optimize Your Printer Fleet
Most offices are using too many printers, the wrong types of devices, or equipment that simply isn’t efficient. This scattered approach increases energy bills, supplies consumption, and maintenance costs.
One of the core benefits of MPS is a detailed fleet assessment. Through this process, MPS providers analyze your current devices to identify inefficiencies like over-provisioned machines or outdated printers. They also recommend solutions that maximize functionality while reducing overall costs, such as replacing energy-draining models with eco-friendly, high-performance options. For example, they might suggest replacing several desktop printers with one high-capacity multifunction printer (MFP) that can handle scanning, copying, and faxing too. You’ll end up with the right number of devices for your needs, and you’ll be spending less on running them. Simply put, an optimized fleet means you’re getting maximum performance at minimum cost.
5. Predictable Monthly Costs
One of the biggest perks of MPS is that you don’t have to worry about surprise bills. Instead of paying for supplies, repairs, and maintenance separately, you get one predictable monthly invoice that covers it all. This makes it easier to budget and frees up cash flow for other business needs. Plus, because MPS providers buy supplies in bulk and maintain strong vendor relationships, you often benefit from lower overall costs than you’d get managing it yourself.
Ready to Save?
Think of MPS as a smarter way to manage your print environment, without the headache of managing your print environment. If you’re ready for predictable, worry-free printing costs, along with more time to focus on your core business, explore our Managed Print Services. Take the first step towards lower office costs today. Contact AD Solutions to see how MPS can transform the way you print—and save.
