Best Managed Print Services of 2025

Use the comparison tool below to compare the top Managed Print services on the market. You can filter results by user reviews, pricing, features, platform, region, support options, integrations, and more.

Overview of Managed Print Services

Managed Print Services (MPS) is an approach to proactively managing the entire print fleet of a business or organization. The goal of MPS is to reduce costs associated with printing, simplify document and printer management, and improve workflow efficiency.

MPS typically involves the addition of specialized software capable of tracking usage, page counts, supplies levels, and more. This software helps to monitor and manage all aspects of the printer fleet. The ultimate goal is to optimize the print environment while meeting the needs of end users.

In addition to monitoring software, many MPS providers offer their customers additional services such as ongoing maintenance agreements that include parts replacement and supplies replenishment. These services help businesses ensure their printing environment remains optimized and ready for use at all times.

The advantages offered by Managed Print Services are numerous. They can reduce overall print-related expenses significantly by streamlining processes, providing real-time data about device utilization trends, optimizing supply ordering for maximum efficiency and cost savings, automating meter reads for billing accuracy, and more. In addition to these cost-savings benefits, many businesses also experience operational improvements when deploying an MPS solution; this includes improved security measures due to enhanced device visibility & control capabilities offered through the monitoring platform as well as improved employee productivity due to shorter wait times on low ink/toner notifications & automated service calls when needed without having personnel manually address any issues that may arise with a given machine during its normal operation cycle.

Although there are many benefits associated with managed print services, it's important that businesses select an appropriate provider that is able to adequately meet their specific needs. This requires careful research into both hardware options & accompanying services in order to determine if they're within budget while still providing desired features/capabilities required by any given organization’s document production infrastructure & goals. Ultimately though (regardless of how big or small your business may be), implementing an effective managed print service solution can provide tremendous value in terms both short & long term financial savings opportunities as well as productivity gains over time through system optimization capabilities not always available otherwise.

Why Use Managed Print Services?

Managed print services provide a variety of advantages to businesses, making them an ideal choice for printing needs:

1. Cost Savings: Managed print services help reduce overhead costs by eliminating over-purchasing and reducing the cost of repairs and downtime. Additionally, managed print services enable businesses to monitor their current usage in order to anticipate future needs, so they don’t waste money on unnecessary supplies.
2. Efficiency: Managed print services provide businesses with efficient solutions designed to streamline workflow. Automated processes such as automated printing, copying and scanning can help reduce manual labour and improve productivity.
3. Security: With managed print services, businesses can rest assured that sensitive data is secure, thanks to customized security protocols that can be implemented across all devices in the network. This helps protect confidential information from malicious actors while also giving businesses peace of mind that their data is safe and secure.
4. Support: Managed print service providers typically offer 24/7 support which helps ensure consistency as well as quick resolution of problems if they arise. This eliminates costly downtime due to malfunctioning equipment or paper jams while ensuring timely delivery of critical documents or files when needed most.
5. Scalability: Managed print services offer businesses the flexibility to scale up or down depending on their needs, enabling them to optimize resources and save money by avoiding over-purchasing of supplies. Additionally, managed service providers can provide tailored solutions that are designed specifically for the individual business’s unique requirements, eliminating costly over-runs and wasted time.

Why Are Managed Print Services Important?

Managed print services are becoming increasingly important in today's business world. Managed print services help businesses streamline their printing process while also reducing costs and improving efficiency. By utilizing managed print services, businesses can reduce their costs associated with paper, ink, toner, maintenance and energy usage by taking advantage of MFPs that offer advanced features such as automatic duplexing and finishing options. Additionally, managed print services make it easier to track usage and supplies which enable companies to better manage their budgets.

Managed print services also help improve security protocols within a company’s networked printers while allowing users access to these printers from any location. These systems can be configured with authentication processes like card readers or fingerprint scanning technology which prevent unauthorized personnel to gain access to highly confidential documents. In addition, some of the more sophisticated systems on the market have data security features such as remote wiping capabilities which allow IT teams secure access to sensitive information if needed.

Managed Print Services also save time for employees across departments who don’t have the expertise or resources to properly maintain an in-house printer system. By outsourcing this duty to an expert provider of managed printing solutions, organizations free up time for employees to focus on higher level tasks instead of troubleshooting basic issues that can often arise when managing a printer network internally.

Overall, managed print services offers businesses of all sizes the ability to reduce costs associated with printing while ensuring optimal performance and greater security measures in place throughout their networks without having dedicate large amounts resources towards maintenance or purchasing expenses making them essential components for almost any modern organization looking stay ahead of the competition in today’s digital landscape.

What Features Do Managed Print Services Provide?

1. Automated Supplies Replenishment: Managed print services can provide automated supplies replenishment to ensure that toner and paper are always in stock and ready to go, allowing businesses to focus on their core tasks without worrying about running out of supplies.
2. Printer Monitoring: Printer monitoring is another key feature of managed print services. This includes regular assessments of printer usage and performance to identify potential issues or opportunities for improvement. It also makes sure that the devices are up-to-date with the latest software releases and patches, as well as help desk support for any hardware or software problems that arise.
3. Equipment Maintenance & Upgrades: A big part of managed print services is making sure all equipment is properly maintained and kept up-to-date with the latest upgrades, including new features and better security protocols. This helps maintain optimal performance for all printers connected to the network, as well as ensures any issues are addressed quickly if they arise.
4. Cost Savings & Efficiency Solutions: Implementing a managed print service can help businesses save money by optimizing their printer fleet size, reducing downtime from mechanical failures or overuse, as well as improving efficiency by streamlining processes such as document workflow management and scan/copy functions across multiple devices.
5. Environmentally Friendly Practices: With managed print services, businesses can reduce their energy consumption by using more efficient devices that consume less power than older models while helping protect the environment through sustainable practices like recycling cartridges instead of needing replacements every time they run out of ink or toner.

What Types of Users Can Benefit From Managed Print Services?

• Small Business Owners: Managed print services are ideal for small business owners looking to streamline their printing processes and increase efficiency in the workplace.
• Large Companies: Enterprises with multiple offices or locations can greatly benefit from a managed print solution that offers centralized printing, management, and maintenance of printers.
• Educational Institutions: Schools and universities rely heavily on printing technology for textbooks, assignments, reports and more. Managed print services provide these institutions with cost-effective solutions while helping them be more efficient with their printing needs.
• Healthcare Professionals: Hospitals, clinics and other healthcare providers need reliable printers to generate patient records and information quickly and accurately. Managed print services can help make document processing smoother while ensuring that all documents meet quality standards set by the Health Insurance Portability & Accountability Act (HIPAA) regulations.
• Government Agencies: Governments have diverse needs for secure printing solutions due to sensitive documents being printed often. Managed print solutions help ensure security protocols are met while providing agencies with an efficient way to manage their document output process across multiple locations simultaneously.
• Financial Services Organizations: Banks and financial institutions require strict compliance when it comes to handling accounts’ data safely during any kind of transactions or statements creation processes; something a managed print service helps simplify significantly by coordinating efficient workflows at every level of operation.
• Legal Practices & Law Firms: Print processes can be complex as lawyers must constantly produce contracts, briefs, legal research documents among many others which requires great attention detail; a factor managed print solutions deal very well with straight out of the box allowing attorneys to focus on more important matters such as resolution discussions or active litigation cases instead.
• Retailers: Point of sale solutions are necessary for all retail stores to process customer payments and manage inventory. Managed print solutions help simplify the process by streamlining the Document Imaging & Distribution (DID) processes ensuring that customers are in and out with their purchases as quickly as possible.

How Much Do Managed Print Services Cost?

The cost of managed print services can vary depending on the size and scope of your business. Generally, managed print services include costs for the hardware, installation, maintenance and supplies.

Hardware costs typically include the printer, scanner, copier and other components such as networking or software upgrades. Depending on the type of equipment you need, this cost can vary widely. For example, a basic office-grade multifunction printer will likely be much more affordable than one designed to handle large volumes of printing and scanning jobs.

Installation fees can also range significantly depending on how complex your setup needs to be. If a professional installer is required to set up your system and connect it to your existing network infrastructure, then you should expect these fees to be more expensive than simply plugging in an off-the-shelf machine into an outlet yourself.

Maintenance fees are usually billed at regular intervals each month or year for repair or troubleshooting if anything goes wrong with your setup. This may also cover any software updates that become necessary over time due to changes in technology or security protocols in order to keep it running optimally.

Finally, there's the cost associated with all those toners or ink cartridges that you have to replace periodically when they run low on ink. This is where having a Managed Print Service provider really pays off. With a service like this in place, you don't have to worry about keeping track of your own inventory. Instead, they take care of stocking supplies so that you always have what you need when it runs out without having to scramble at the last minute trying desperately find replacement ink cartridges before an important deadline hits.

In conclusion, while managed print services do come with associated costs ranging from hardware expenses through maintenance and supplies replenishment (when done right), these expenses are well worth every penny as they ensure maximum efficiency throughout all stages within your printing process from start (set up & installation) through finish (replenishment).

Managed Print Services Risks

Managed Print Services can be a great way to streamline operations and reduce costs, but there are some risks associated with the service that should be taken into account:

• Data Security Risk: Maintaining the security of sensitive information is a critical part of any organization’s operations. Managed Print Services can create new avenues for unauthorized access to sensitive data, making it important to make sure your provider has strong data security protocols in place.
• Unexpected Costs: It is difficult to determine all costs associated with managed print services upfront. Unforeseen expenses such as additional labor hours or technical issues may arise during the course of service which would add to total cost.
• Vendor Dependence: When outsourcing the printing needs of an organization, it becomes necessary to rely on an outside vendor for service and support. If something goes wrong or performance does not meet expectations, it could have a significant impact on operations.
• Compatibility Issues: Network compatibility between disparate systems can present challenges when integrating managed print solutions into existing IT infrastructures. It is important to understand potential compatibility issues and address them appropriately in order to ensure successful deployment and operation of the system.
• Lack of Flexibility: A managed print service provider may not be able to accommodate changes or adjustments in the system as quickly or easily as an in-house solution. This could limit the ability of the organization to quickly respond to changing business needs.

What Do Managed Print Services Integrate With?

Managed print services can integrate with a variety of software types. These include document management systems, workflow automation tools, cost tracking tools, and secure printing solutions. Document management systems help to store and manage documents in an organized fashion. Workflow automation tools can be configured to automate manual processes such as copying or archiving documents. Cost tracking tools are useful for monitoring printer activity, ink/toner usage, and service costs. Secure printing solutions provide authentication for users that need to access specific printers and restrict access to confidential documents. By integrating these various software types into a managed print service system, businesses can improve the efficiency of their day-to-day operations while also gaining greater control over their printer fleets.

Questions To Ask Related To Managed Print Services

When considering Managed Print Services, it is important to ask the right questions in order to determine if they are the right fit for your business needs. Here are some key questions you should consider:

1. What type of equipment and technology do you offer? Is it up to date with current industry standards?
2. What kind of customization options are available? Can I implement specific printing policies based on my needs?
3. Do you provide on-site support and maintenance? Are available during normal business hours or after-hours too?
4. How secure is your print management system? Are there any safeguards in place to protect data from unauthorized access or malicious attacks?
5. What kind of reporting do you offer, and how often can this be provided?
6. Do you allow for scaling up or down services as my business grows or changes over time?
7. What is your pricing structure and what additional fees may apply beyond basic print services such as color copies or large format prints?
8. Do you provide any warranties that cover parts, labor and service costs associated with hardware repairs and maintenance due to wear-and-tear or hardware malfunctions over time under contract agreement?