Have you ever wondered how much your business really spends on printing – ink, paper, maintenance, and time?
For many small and medium-sized businesses, printing is a hidden cost that’s quietly eating into profits. Most SME owners don’t think twice about their printers until something goes wrong – a toner runs dry, a machine breaks, or documents come out misaligned and unreadable. The result? Frustration, delays, and unexpected costs.
That’s where Managed Print Services (MPS) come in. But what is it, exactly? And is it something your business actually needs? This jargon-free guide is here to help you understand MPS and decide if it could save you time, money, and hassle.
What Is Managed Print – In Plain English?
Simply put, Managed Print Services is when a third-party provider takes care of everything related to your printing needs. That includes your printers, toner, maintenance, and even how your team uses printing across your business.
Think of it like outsourcing your printing headaches. Instead of having to deal with broken machines or forgotten ink orders, an MPS provider handles it all for you.
And no, it’s not just for large corporations. More and more SMEs are seeing how MPS makes life easier and more cost-effective.
Why Does Printing Cost So Much?
Many businesses underestimate how much they actually spend on printing. The costs can sneak up in several ways:
- Ink and toner – Often bought at the last minute, at premium prices.
- Paper waste – Unnecessary colour prints, misprints, forgotten documents.
- Machine downtime – Time lost while staff wait for a fix.
- Maintenance – Emergency callouts can cost a fortune.
- Hidden inefficiencies – Outdated equipment and bad habits.
Most SME owners think their small size means these costs don’t add up. But they do!
What Are the Real Benefits of MPS for Small and Medium Businesses?
Forget the tech jargon – here’s what MPS can actually do for you:
- Save money by monitoring usage and reducing waste
- Automate supply orders so you never run out of toner again
- Cut downtime with proactive maintenance and support
- Improve document security with controlled access to printers
- Reduce your environmental footprint with lower paper and toner use
And perhaps most importantly: it just works.
What Does a Managed Print Service Actually Include?
Here’s what a typical MPS package looks like:
- Initial assessment of your current printers and usage
- Custom recommendations to reduce cost and clutter
- Real-time monitoring software to track usage and spot issues
- Toner deliveries when you need them
- On-site support when things go wrong
- Clear monthly billing – no surprise costs
Tip: Would you rather pay small, predictable monthly fees – or face big bills every time something breaks?
How Do You Know If MPS Is Right for Your Business?
Here are a few signs that your business might benefit from MPS:
- You print regularly (even just 500+ pages/month)
- You use multiple printers across departments or floors
- You’re unsure how much printing is really costing you
- You often deal with breakdowns or supply shortages
- You want to reduce waste and improve efficiency
Worried about contracts or disruption? MPS is more flexible than you think – and a good provider will make the switch seamless.
Final Thoughts
Managed Print Services aren’t just a luxury for large businesses. They’re a smart, cost-saving move for SMEs that want to take control of their printing, cut unnecessary costs, and stop worrying about breakdowns and toner runs.
If you don’t know what your printing is costing you – that’s the first sign it’s time to find out.
Ready to uncover hidden costs and streamline your printing setup? Reach out to our expert team today for a no-pressure chat about your current print environment. It might just be the easiest way to give your bottom line a boost.
