Printing is one of those business expenses that doesn’t receive much attention until the costs start to stack up. You buy paper, order toner, and call for repairs, but do you know what your print environment truly costs? Many businesses are surprised by the real number.
That’s where Managed Print Services (MPS) come in with a more predictable monthly cost for the ultimate visibility. But how do the savings actually add up? Let’s break it down.
The Real Costs of Printing Without MPS
Many businesses underestimate the true cost of their printing expenses. It’s not just about paper and toner. Here’s what often gets overlooked:
- Supplies on repeat: Running out of toner always seems to happen at the worst time, which means rushed orders at higher prices.
- Maintenance headaches: A single repair call can be costly, and multiple breakdowns throughout the year add up fast.
- Hidden waste: From unused prints left in the tray to employees printing in color when black and white would do, waste quietly drives costs up.
- IT interruptions: Every time a printer issue lands on your IT team’s plate, it takes them away from higher-value projects.
When you add it all up, unmanaged printing is more expensive (and more disruptive) than most companies think.
Unpacking the Costs of Managed Print Services
When you partner with an MPS provider, you are shifting from a reactive, unpredictable expense model to a structured, predictable one. The costs are transparent and typically bundled into a single monthly payment.
The All-Inclusive Subscription Fee
The most visible cost of MPS is the monthly or quarterly fee. This isn’t just a random number; it’s a carefully calculated figure that covers everything you need to keep your print operations running smoothly. Think of it as an all-inclusive plan for your printers.
This fee generally covers:
- Automated Supply Replenishment: Your printers automatically order toner and other consumables before they run out. This ends last-minute rushes to the store or stockpiling expensive cartridges that may never get used.
- Proactive Maintenance and Repairs: The service includes all labor and parts needed for repairs. Technicians perform routine maintenance to prevent issues before they happen, keeping your devices in top shape.
- Centralized Support: Instead of juggling multiple vendors for different devices, you get one point of contact. A dedicated team is ready to assist your team with any printing issues or supply requests.
Hardware and Technology Costs
Many MPS agreements include the cost of new, modern printing hardware. While this might seem like a significant upfront investment, it’s often rolled into the monthly fee. Your provider will assess your needs and recommend devices that are the right fit for your team’s workload.
This approach offers a few key advantages:
- Access to Better Technology: You get energy-efficient, high-performance multifunction printers without a large capital expense.
- Standardization: An MPS provider will streamline your fleet, replacing a chaotic mix of old and new devices with a standardized set of machines. This simplifies training, support, and supply management.
- Predictable Refresh Cycles: Technology becomes outdated. Your MPS agreement plans for hardware upgrades, ensuring your office always has reliable and secure equipment.
A Smart Investment for Growth
When you compare the clear, predictable costs of Managed Print Services to the hidden and unpredictable expenses of self-managing your print environment, the value becomes clear. The upfront cost of an MPS subscription is an investment in stability, security, and efficiency.
Remember, the savings aren’t just about spending less on paper and toner. Think about how much time your team wastes on printer-related issues. Ordering supplies, troubleshooting error codes, and waiting for a technician all take time away from their actual jobs. MPS handles all of this. Your team can focus on their work, not on managing printers.
The Bigger Picture
So, does Managed Print Services cost money? Yes. But compared to the hidden expenses of unmanaged printing, MPS often pays for itself—and then some. You’re not just cutting costs; you’re reducing headaches, boosting productivity, and making your printing environment more reliable. If you’re tired of unpredictable print expenses and constant frustrations, let’s talk about how Managed Print Services can help. AD Solutions can show you what you’re really spending today and what you could save tomorrow. The numbers might surprise you—in a good way. Contact us today.
