7 Ways a Managed Print Service Can Instantly Cut Costs and Stress for Your Business
Printing should be invisible until you need it, yet for many teams it is a daily headache. A managed print service brings your devices, supplies, security, and support under one smart umbrella, turning a patchwork of printers and photocopiers into a predictable, low-cost utility. If you have ever wrestled with surprise toner bills, mystery paper jams, or a queue that stops a deadline in its tracks, this model is built for you. With Printcom guiding the process in Perth, you can reclaim budget, uptime, and peace of mind while keeping your people productive and your documents secure.
What a Managed Print Service Really Delivers
A managed print service is a partnership that designs, runs, and continually improves your entire print environment, from device selection and placement to monitoring, maintenance, and analytics. Instead of reacting to breakdowns, you switch to proactive care where devices self-report issues and toner levels, technicians arrive on site before productivity suffers, and consumables are replenished just in time. You gain cost transparency through monthly reporting, including total cost of ownership, page volumes, and user trends that reveal where to standardise or streamline. And because every business is different, Printcom configures policies, security, and service-level agreements to your environment, so your print fleet works the way your teams do, not the other way around.
7 Ways to Cut Costs and Stress Right Now
Cost control and calm operations start with visibility, then accelerate with smart standardisation and automation. Before changing a single printer, Printcom performs a discovery of your current fleet, usage by department, and hidden spend in ad-hoc consumables, emergency call-outs, and underutilised devices. From there, we right-size the fleet and implement automation that saves money daily without asking users to work harder. Below are seven practical levers your team can pull immediately, each tied to outcomes like lower monthly running costs, higher uptime, and fewer help-desk interruptions. Which one would make the biggest difference for you this quarter?
- Right-size and consolidate your fleet. Many organisations carry 20 to 40 percent more devices than they need, especially single-function printers tucked into corners. By mapping page volumes and duty cycles, a managed partner consolidates where appropriate and places multifunction devices closer to teams that print the most. The result is lower energy use, fewer consumable types, and less walking time for staff, all without slowing anyone down.
- Automate toner and consumables replenishment. Running out of toner creates rush orders and downtime. With device monitoring, supplies are shipped based on real-time levels and page forecasts, so you never overstock or scramble. This cuts waste, reduces carrying costs, and prevents late-night supermarket runs for emergency cartridges that do not fit.
- Proactive maintenance and on-site repairs. Instead of calling for help after a jam escalates, devices raise alerts for heat, pick-up rollers, and fusers before they fail. Printcom’s qualified repair technicians schedule on-site service windows that match your peak hours and provide extended warranties up to 5 years to flatten unexpected costs. More uptime means projects move, not stall.
- Smart print policies and secure release. Simple rules like duplex by default, mono for email, and job timeouts cut paper use 10 to 30 percent according to industry benchmarks. Add secure release with user authentication, and uncollected pages disappear while sensitive documents stay protected. People print what they need, not what they accidentally clicked.
- Standardise across brands and drivers. Mixed fleets can be costly if drivers conflict and parts are hard to source. As an authorised dealer for Brother, Kyocera, HP (Hewlett-Packard), Oki, Epson, Fuji Xerox, and Samsung, Printcom standardises models where it makes sense while supporting legacy units during transition. You gain consistent interfaces, simpler training, and predictable consumables.
- Flexible rentals, leases, and extended warranties. Capital budgets are tight. Printer rental and leasing options turn upfront purchases into manageable operating costs, and warranties up to 5 years reduce risk on high-volume devices. Align payment terms with usage and seasonal demand, then scale up or down without penalty.
- Actionable analytics and monthly reviews. You cannot optimise what you cannot see. Dashboards reveal cost per page by device, department trends, and outliers who need coaching or a better device. Monthly reviews drive continuous improvement, so savings compound rather than fade after month one.
Real-World Results: Benchmarks and Savings You Can Expect
What might that look like in numbers you can defend to finance? Across small to large businesses, industry studies show print spending often lands between 1 and 3 percent of revenue when unmanaged. After implementing a structured program, many organisations reduce page volumes by 15 to 30 percent and slash help-desk tickets related to printing by roughly 25 to 40 percent. Uptime rises into the mid to high 90s, and consumables shrink because toner is delivered based on need, not guesswork. While every environment is different, the table below outlines typical baselines and what Printcom customers commonly achieve within the first 6 months.
| Metric | Before | With Managed Print Service | Notes |
|---|---|---|---|
| Monthly print spend | $10,000 | $7,000 to $8,500 | 15 to 30 percent savings via right-sizing and policies |
| Uptime | 88 to 92 percent | 96 to 99 percent | Proactive maintenance and on-site repair scheduling |
| Help-desk tickets per month | 50 | 30 to 38 | Fewer driver issues and consumable outages |
| Waste pages | 10 percent of total | 3 to 5 percent of total | Secure release and timeout policies |
| Energy consumption | Baseline | 8 to 15 percent lower | Consolidation and energy-efficient models |
Choosing the Right Fleet: Printers and Photocopiers That Fit
Device selection is where savings and user happiness meet. Too small, and devices overwork and fail; too big, and you pay for capacity you never use. Printcom’s extensive range of printers and photocopiers spans compact workgroup units, rugged office laser models, and high-volume multifunction devices from brands we are authorised to sell and support: Brother, Kyocera, HP (Hewlett-Packard), Oki, Epson, Fuji Xerox, and Samsung. By pairing duty cycles, page costs, and finishing needs with your real-world volumes, we deliver the right blend of speed, quality, and reliability. The quick matrix below shows how we match device families to typical scenarios so you can visualise what belongs where.
| Device Category | Ideal Team | Monthly Volume | Why Choose It | Sample Brands |
|---|---|---|---|---|
| Workgroup laser printers | 5 to 15 users | 1,000 to 5,000 pages | Low cost per page and quick first page out | Brother, Kyocera, HP (Hewlett-Packard) |
| Multifunction printers | Shared floors or departments | 5,000 to 25,000 pages | Print, copy, scan, fax with finishing options | Epson, Kyocera, Fuji Xerox |
| High-volume photocopiers | Reprographics and admin | 25,000 to 100,000 pages | Heavy-duty duty cycles and robust parts | Oki, Kyocera, Fuji Xerox |
| Color inkjet for creatives | Design and marketing | 500 to 3,000 pages | High-fidelity color and lower energy draw | Epson, HP (Hewlett-Packard) |
| Wide-format printers | Engineering and signage | Project based | A1/A0 drawings and posters with precision | HP (Hewlett-Packard), Epson |
How Printcom Makes It Effortless End-to-End
Printcom is Perth-based with over 35 years of experience helping organisations eliminate wasted spend and the frustration that surrounds printing. We bring an extensive range of printers and photocopiers, authorised dealer status across leading brands, and qualified repair technicians who provide on-site services that align to your schedules. With maintenance contracts, consumables supply, and extended warranties up to 5 years, you get predictable costs and fewer surprises. Consider a recent mid-size professional services firm: by consolidating from 28 mixed devices to 16 standardised models, automating toner replenishment, and enabling secure release, they reduced monthly running costs by 23 percent and cut print-related support tickets by 34 percent in 90 days. That is what a practical, human-first approach looks like.
- Authorised dealer for Brother, Kyocera, HP (Hewlett-Packard), Oki, Epson, Fuji Xerox, and Samsung
- On-site repairs by qualified technicians with guaranteed arrival windows backed by an SLA (service-level agreement)
- Maintenance contracts, proactive monitoring, and consumables delivered just in time
- Printer rental and leasing options tailored to cash flow, with upgrade paths as teams grow
- Extended warranties up to 5 years to stabilise budgets and reduce risk
- Solutions designed to reduce monthly running costs without compromising print quality
Getting Started: A 30-60-90 Day Managed Print Plan
Change does not have to be disruptive when it is staged and data-led. In the first 30 days, Printcom audits your environment, including device health, locations, page counts, and spend patterns, then proposes a right-sized fleet with projected savings and a clear rollout plan. By 60 days, automation is live for toner and alerts, priority devices are refreshed or repositioned, and user policies are in place with simple, inclusive training. By 90 days, monthly reviews begin to fine-tune cost per page, uptime, and user experience, ensuring your managed print service continues to pay you back quarter after quarter. The outline below shows how we keep momentum without overwhelming your information technology team.
- Day 0 to 30: Fleet discovery, site walk-throughs, stakeholder interviews, baseline reporting, and a roadmap with device-by-device actions and savings projections.
- Day 31 to 60: Deploy replacements or rentals where needed, standardise drivers, enable secure release, and activate automated consumables. Run side-by-side tests before switching defaults.
- Day 61 to 90: Retire excess devices, optimise queue routing, add finishing where bottlenecks remain, and confirm SLA (service-level agreement) targets with business owners.
- After 90 days: Monthly operational reviews and quarterly strategy sessions focused on continuous improvement and new business needs.
FAQs: Practical Answers For Busy Teams
Will we lose control if we outsource print? No—the opposite happens. You gain better visibility with dashboards, predictable budgets, and the ability to approve changes based on real data. Is this only for large enterprises? Not at all. Small businesses benefit from rentals, extended warranties, and standardised models that are easier to support, while larger organisations appreciate analytics and policy controls at scale. What about security? Features like user authentication, encrypted data in transit, and secure release protect documents and reduce compliance risk. And if we mix brands? As an authorised dealer and service provider across multiple manufacturers, Printcom makes mixed fleets work while guiding a smooth path to standardisation over time.
Ready for the punchline? A managed print service keeps your teams moving while your costs go down and your risk drops. In the next 12 months, the businesses that treat print as a managed utility will free up budget and attention for higher-value work. Which step will you take first toward a managed print service that pays for itself?
Additional Resources
Explore these authoritative resources to dive deeper into managed print service.
Power Managed Print With Printcom
Printcom’s extensive range of printers and photocopiers with tailored service and on-site care delivers reliable, cost-effective managed print service for small to large businesses.
