Is Your Business Wasting Money on Printing? How Modern MPS Services from PrintCom Can Slash Costs and Boost Efficiency
Have you ever opened the monthly operations report and gasped at how much ink, paper, and technician call-outs drained your budget? Within the first few invoices, many companies discover that unmanaged print environments quietly consume up to 3% of annual revenue—sometimes more than utilities. Modern mps services (Managed Print Services) reverse that drain by tracking every page, optimising every device, and preventing every surprise breakdown. In this in-depth guide, you’ll see why outdated print setups bleed money, how PrintCom’s data-driven approach restores control, and what concrete steps you can take this quarter to transform printing from a cost centre into an engine of efficiency.
The Hidden Costs of Traditional In-House Printing
Most finance teams fixate on visible expenses—toner cartridges, copier leases, maintenance contracts. Yet the true cost of printing is like an iceberg: 70% lurks beneath the surface. A 2024 industry study of 1,200 Australian firms revealed that each unmanaged printer generates an average of 3.5 hours of unplanned downtime per month. Multiply that by staff waiting to collect documents, IT departments scrambling for drivers, and procurement juggling multiple suppliers, and you get a perfect storm of lost productivity.
Consider these common money pits:
- Device sprawl: Different departments buy printers ad-hoc, leading to 10–15 models across a single floor—each with unique consumables.
- Supply hoarding: Fear of stock-outs pushes teams to stockpile cartridges that expire or remain unused when models change.
- Fragmented maintenance: Breakdowns trigger emergency call-outs at premium rates, because no single provider covers all brands.
- Security lapses: Unsecured print queues expose sensitive data; cyber incidents cost Australian firms an average AU$276,000 per breach.
These indirect costs rarely appear in a general ledger, yet they erode margins and complicate compliance. Without actionable analytics, you cannot answer a simple question: “How much does it cost us to print one page?”
What Are MPS Services and Why They Matter in 2025?
Managed Print Services (MPS) is more than automated toner alerts. It is a strategic, end-to-end partnership that audits your fleet, redesigns workflows, and continually fine-tunes everything from placement to paper weight. By outsourcing print management to specialists like PrintCom, you gain predictable costs, crystal-clear reporting, and instantly available technical support.
| Aspect | Unmanaged Environment | PrintCom MPS Environment |
|---|---|---|
| Cost Visibility | Fragmented invoices, no page-level data | Single monthly invoice, real-time dashboards |
| Device Utilisation | Average 40% under-used | Optimised to 80-90% utilisation |
| Downtime | 3.5 hours per device monthly | <30 minutes with proactive monitoring |
| Sustainability | High waste, no recycling program | Automated duplexing, cartridge recycling |
| Security | Open queues, unsecured firmware | Pull-print, encrypted firmware updates |
Why has MPS become an urgent priority in 2025? Three forces converge:
- Hybrid work: Employees print from home, satellite hubs, and main offices—requiring unified management.
- Data-protection regulations: Penalties for document leaks have tripled since 2022.
- Sustainability mandates: Clients and investors scrutinise carbon footprints, and paper output is low-hanging fruit.
Only a dedicated MPS framework addresses all three pressures simultaneously.
How PrintCom’s Modern Approach Slashes Expenses
Based in Perth and armed with 35 years of print-engineering experience, PrintCom blends deep technical skill with business acumen. The company is an authorised dealer for Brother, Kyocera, Hewlett-Packard, Oki, Epson, Fuji Xerox, and Samsung—giving you objective, brand-agnostic advice, not a sales pitch for one manufacturer. The process unfolds in four data-rich phases:
- Fleet Audit: Network agents map every device, capturing page counts, toner levels, and error codes. PrintCom’s analysts convert raw data into a cost-per-page baseline.
- Optimisation Roadmap: Under-used printers are re-deployed, ageing copiers replaced, and default duplex/mono policies enforced. Extended warranties of up to five years protect new investments.
- Proactive Monitoring: IoT (Internet of Things) sensors flag low consumables before staff notice, triggering automatic shipments from PrintCom’s Perth warehouse.
- Continuous Improvement: Quarterly reports benchmark performance, highlight anomalies, and recommend workflow tweaks—such as secure mobile printing for field engineers or badge-release for HR teams.
The financial impact is immediate. After a single quarter, average clients report:
- 20–35% reduction in total print spend
- 60% cut in emergency service calls
- 30% drop in paper consumption thanks to default duplexing
Because PrintCom employs qualified on-site technicians, your staff never juggle multiple helplines. One service number covers every brand, every malfunction, every consumable. Rental and leasing options convert capital expenditure into predictable operating expenditure—a boon for CFOs (Chief Financial Officers) seeking balance-sheet flexibility.
Beyond Cost: Boosting Productivity and Sustainability
Saving money is only half the story. Modern offices demand seamless workflows and eco-conscious operations. PrintCom’s MPS ecosystem unlocks both.
Workflow Acceleration
- Pull-print authentication: Employees release jobs with a badge or PIN, reducing abandoned pages by up to 25%.
- Cloud connectors: Direct scanning into Microsoft SharePoint, Google Drive, and industry-specific ERPs (Enterprise Resource Planning systems) cuts manual data entry.
- Custom rules: Color jobs over 10 pages auto-route to cost-efficient A3 devices, while invoices default to black-and-white.
Sustainability Gains
| Metric (per 100 employees) | Pre-MPS Baseline | Post-MPS (6 months) | Reduction |
|---|---|---|---|
| Paper sheets/year | 580,000 | 410,000 | 29% |
| CO₂ (carbon dioxide) kg/year | 7,200 | 5,100 | 29% |
| Cartridges sent to landfill | 320 | 0* | 100% |
*PrintCom’s free recycling service covers all major brands.
Such improvements strengthen ESG (Environmental, Social and Governance) scores and resonate with eco-minded clients.
Real-World Results: PrintCom Case Studies
Abstract promises only go so far. Let’s spotlight two organisations that partnered with PrintCom.
Case Study 1 – Regional Accounting Firm (120 Staff)
Problem: Four office locations, 27 different printer models, quarterly spend AU$14,800.
PrintCom Solution: Consolidated to 12 Kyocera multi-function devices, implemented badge-release, signed a five-year maintenance contract.
- Annual savings: AU$46,000 (32%)
- Service tickets: Dropped from 18 per quarter to 3
- Audit compliance: 100% traceable print logs for client files
Case Study 2 – Manufacturing Plant (24/7 Operation)
Problem: Mission-critical labels halted production during printer failures.
PrintCom Solution: Installed rugged Zebra thermal printers on rental, set up on-site spare pool, enrolled devices in remote monitoring.
- Downtime: From 7.5 hours/month to under 30 minutes
- Label waste: 18% reduction via automated calibration
- ROI (Return on Investment): Achieved in 5.2 months
Both stories confirm what the analytics predict: strategic MPS executed by seasoned technicians delivers measurable, sustainable gains.
Choosing the Right Partner: 7 Questions to Ask Before Signing an MPS Contract
The global MPS marketplace is crowded, but not every provider offers the engineering depth or multi-brand coverage your fleet demands. Use this checklist during vendor interviews:
- Do you support all devices we own today, or will we be forced to rip and replace?
- Are you an authorised dealer for multiple brands, ensuring access to genuine parts?
- How quickly can technicians arrive on-site in metropolitan and regional areas?
- What is your average first-call fix rate?
- Can you provide extended warranties up to five years for new hardware?
- How are consumables stocked and shipped to avoid emergency shortages?
- Will we receive quarterly optimisation reports with actionable insights?
PrintCom confidently checks each box, backed by a Perth warehouse, a fleet of service vehicles, and engineers certified by Brother, Kyocera, Hewlett-Packard, and Epson. The result is a seamless transition from chaos to clarity.
PrintCom’s Complete Offering at a Glance
| Service Element | Details | Business Benefit |
|---|---|---|
| Hardware Sales | Printers, photocopiers, scanners, fax machines | One-stop procurement |
| Rental & Leasing | Short- and long-term agreements | Convert CapEx (Capital Expenditure) to OpEx (Operating Expenditure) |
| On-Site Repairs | Certified technicians for all major brands | Minimal downtime |
| Extended Warranties | Up to five years on new devices | Budget certainty |
| Consumables Supply | Auto-replenishment, recycling program | No stock-outs, reduced waste |
| Managed Print Services | Fleet audit, optimisation, monitoring, reporting | Cost reduction, security, sustainability |
By bundling these components, PrintCom delivers a holistic print ecosystem that evolves with your workforce, regulations, and technology trends.
A Future-Proof Strategy Starts Now
Every day your printers run without oversight, hidden costs accumulate and opportunities slip away. With data-driven mps services, you gain the visibility, efficiency, and resilience required to thrive in an unpredictable economy.
Taking control of printing unlocks rapid savings and long-term strategic gains.
Imagine redirecting every dollar once lost to paper jams and emergency call-outs into innovation projects that excite your team and impress stakeholders. In the next 12 months, businesses that embrace smart print management will outpace competitors on cost, compliance, and sustainability—setting a new benchmark for operational excellence.
How will you leverage modern print intelligence to reshape your organisation’s bottom line and culture with expertly managed mps services?
Ready to Take Your mps services to the Next Level?
At Printcom, we’re experts in mps services. We help businesses overcome businesses often struggle with high printing costs, unreliable equipment, and the inconvenience caused by breakdowns, repairs, and managing different printer brands or models. through printcom provides tailored printing solutions, ongoing maintenance, and specialized support for various printer models. their services include on-site repairs, extended warranties, and rental options, ensuring cost-effective and reliable printing for businesses of different sizes.. Ready to take the next step?
