How Can Managed Print Services Reduce My Printing Costs?
In today’s cost-conscious business environment, organisations of all sizes are looking for ways to streamline operations and maximise efficiency. One of the most overlooked areas for potential savings is the office print environment. From excessive printing to unmanaged toner purchases, unmonitored print habits can significantly inflate your bottom line. That’s where Managed Print Services (MPS) come in.
If you’re wondering, “How can Managed Print Services reduce my printing costs?”, this article offers a detailed explanation of the cost-saving benefits, practical examples, and insights into how MPS works to optimise your print infrastructure.
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What Are Managed Print Services (MPS)?
Managed Print Services are comprehensive, third-party solutions that manage and optimise your company’s entire print fleet. This includes:
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Assessing your current printing devices and habits
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Streamlining your printer fleet for efficiency
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Proactively managing supplies (like toner and ink)
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Providing maintenance and support
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Implementing security protocols and cost-saving print rules
The main goal of MPS is to improve productivity and reduce waste—both operational and financial.
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Top Ways Managed Print Services Reduce Printing Costs
✔️ 1.
Right-Sizing Your Printer Fleet
Many businesses operate with a disorganised mix of devices, from personal desktop printers to outdated multifunction machines. This leads to:
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Overlapping functions
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Underused equipment
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High maintenance costs
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Unjustified energy consumption
MPS providers conduct a full print audit to identify inefficiencies and remove unnecessary or redundant devices. By replacing or consolidating equipment with fewer, more capable multifunction printers (MFPs), you’ll reduce hardware, power consumption, and ongoing supply expenses.
📊 Example: A company operating 25 low-volume printers could cut that to 10 multifunction devices, saving thousands in energy and toner costs annually.
✔️ 2.
Lower Cost Per Page (CPP)
Your cost per page is a critical metric in understanding your total print expenditure. Many businesses use consumer-grade printers that are inexpensive to buy but expensive to run, with small cartridges and limited yield.
An MPS provider ensures you use commercial-grade printers with higher yield cartridges, often available at negotiated rates through vendor partnerships. This lowers the cost per page for both black-and-white and colour prints.
💡 Did you know? Colour prints can cost up to 10x more than black-and-white. MPS allows you to control colour use and enforce rules like defaulting to black-and-white, saving money instantly.
✔️ 3.
Proactive Toner and Supply Management
In a traditional setup, toner and ink are often:
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Purchased ad-hoc (at premium prices)
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Overstocked (leading to waste)
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Allowed to run out (causing downtime)
Managed Print Services eliminate these issues with automated supply monitoring. When toner levels drop, replacements are automatically ordered and delivered, often at wholesale prices.
This leads to:
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Zero downtime due to empty cartridges
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Reduced inventory waste
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Fewer emergency purchases at inflated prices
✔️ 4.
Consolidated Billing and Predictable Costs
Instead of managing multiple invoices from various vendors, MPS gives you a single monthly bill covering:
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Hardware (leased or managed)
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Toner and consumables
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Support and maintenance
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Monitoring software and reporting
This simplifies budgeting and makes it easier to track your total cost of ownership (TCO). You’ll avoid unpredictable expenses related to breakdowns, supply purchases, and last-minute service calls.
✔️ 5.
User Access Controls and Print Rules
Employee print habits can be a major source of waste. Common issues include:
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Unnecessary colour printing
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Printing emails or documents that could stay digital
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Forgetting to retrieve printed documents
MPS allows you to implement cost-saving policies, such as:
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Defaulting to double-sided (duplex) printing
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Restricting colour printing to authorised users
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Requiring PIN or badge release to retrieve prints
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Enforcing page limits by department or individual
These rules encourage responsible printing and can reduce waste by up to 30%.
✔️ 6.
Remote Monitoring and Maintenance
Downtime can be expensive—not just in terms of repair costs, but in lost productivity when staff can’t print, scan, or copy. MPS includes real-time monitoring and proactive service, which means:
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Potential issues are identified and resolved before they cause disruptions
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On-site technicians are dispatched promptly when needed
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Firmware and software updates are handled remotely
By minimising downtime, MPS helps you avoid expensive disruptions that affect workflow and service delivery.
✔️ 7.
Print Volume Optimisation
An MPS provider gives you regular print usage reports, breaking down:
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Total pages printed per device
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Print activity by user or department
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Colour vs. black-and-white usage
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Supply consumption trends
This data helps you make informed decisions about:
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Reassigning or replacing underperforming devices
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Training staff on efficient print practices
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Identifying departments with unusually high print usage
You gain the tools to manage, reduce, and optimise your overall print volume.
✔️ 8.
Improved Device Lifespan
With regular maintenance and proactive service, devices under an MPS contract:
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Last longer
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Perform better
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Require fewer repairs
You avoid the common scenario of running devices into the ground due to lack of care, which often results in premature replacements and higher capital costs.
✔️ 9.
Scalability and Flexibility
Business printing needs can fluctuate:
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You might need more devices during busy seasons
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You may want to scale back during off-peak months
MPS offers scalable solutions that allow you to adjust your print environment without buying new equipment every time. This flexibility keeps your costs aligned with actual business needs, not static investments.
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Real-World Example: Printcom’s Managed Print Services in Perth
For businesses based in Perth, Printcom is a leading provider of Managed Print Services, helping clients cut print costs by up to 40% through:
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Strategic fleet assessment and right-sizing
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Access to leading brands like Brother, HP, Kyocera, and Canon
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Wholesale-priced consumables and automated reordering
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On-site technical support and maintenance
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Customised print rules and user tracking
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Seamless integration with cloud and mobile print solutions
Whether you’re a small business, school, legal firm, or medical clinic, Printcom’s local expertise ensures you get the most from your print infrastructure.
📍 Address: 53 Railway Parade, Mount Lawley WA
📞 Phone: (08) 6270 5500
🌐 Website: www.printcom.com.au
📧 Email: sales@printcom.com.au
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Conclusion: Printing Smarter Starts with MPS
If your business is still buying printers, ordering toner on the fly, and leaving print behaviour unmanaged, you’re almost certainly spending more than necessary. Managed Print Services offer a smart, data-driven way to control printing costs, boost efficiency, and eliminate the headaches of managing your print fleet.
From hardware and supply optimisation to proactive support and secure workflows, MPS helps you turn printing into a strategic asset, not just a necessary expense.
Ready to print smarter? Consider Managed Print Services and start unlocking measurable savings.
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