Most organizations know they spend money on printing. Few know how much.
The costs are scattered. Toner ordered here. A maintenance call absorbed there. IT time spent on driver installs that nobody tracks. When you add it all up, the total is almost always higher than anyone expected, and a significant portion of it is waste that a managed program would have caught.
Managed print solutions exist to fix exactly this. Not by restricting printing, but by bringing the full cost into view, eliminating the inefficiency, and running the environment under a system that costs less and performs better. This guide covers what MPS actually includes, what it costs, and how to tell whether it makes sense for your organization.
Table of Contents
1. What Are Managed Print Solutions?
2. What Is Actually Included in an MPS Contract?
3. How Much Do Managed Print Services Cost?
4. Managed Print Solutions vs. Self-Managing Your Print Environment #four
5. Why NextPage for Managed Print Solutions
1. What Are Managed Print Solutions?
Managed print solutions (MPS) is a program where a vendor takes over responsibility for your entire print environment: every device, every supply order, every maintenance call, and every cost, under one monthly agreement with predictable pricing.
It starts with an assessment. A managed print services provider comes in, audits every device, maps how documents move through the organization, measures what is being printed and by whom, and identifies exactly where the money is going. According to Gartner, printing accounts for 1-3% of annual revenue for most organizations, with up to 15% going to waste. Organizations that implement managed print services reduce print-related costs by 20-30% on average (IDC and Quocirca).
2. What Is Actually Included in an MPS Contract?
Most buyers assume MPS means someone manages the printers. It goes much further. A managed print solutions contract covers the full print environment, not just the hardware. Here is what a full-service program actually delivers:
Cost and Infrastructure
- Print environment assessment: A full audit of devices, output volumes, and workflows to establish what you are actually spending.
- Predictable monthly pricing: A single invoice which covers hardware, maintenance, and consumables. No surprises guaranteed.
- Fleet right-sizing: Removing redundant devices and standardizing equipment to lower cost-per-page.
Security and Quality
- HIPAA-ready security: Secure pull printing, user authentication, and encrypted data pathways for sensitive documents.
- G7 color management: Brand-accurate color output across every device in the fleet.
- Output tracking software: Centralized visibility into who is printing what, by department, by device.
Day-to-Day Management
- Automated supply replenishment: Toner and ink ordered and delivered before anyone runs out.
- Proactive maintenance: Devices serviced on a schedule, not when they break.
- Single point of contact: One helpdesk, one agreement, one vendor accountable for everything.
One thing worth confirming before you sign: what is in scope. Some contracts cover hardware purchase or lease. Others cover only service and supplies. The gap between those two is significant.
Request a Print Environment Assessment from NextPage →
3. How Much Do Managed Print Services Cost?
The more useful question is not what MPS costs, but what it saves. A NextPage healthcare client saved more than $250,000 annually by outsourcing print operations and consolidating their fleet. Industry average savings run 20-30% of total print spend.
- Cost-per-page model: $0.01-$0.03 per black and white page, $0.06-$0.15 per color page depending on volume.
- Flat monthly fee: One predictable invoice covering fleet management, software, and helpdesk support.
- True cost comparison: Compare MPS against current total spend including ad hoc toner, IT support time, maintenance calls, and multi-vendor overhead.
- Typical payback: Most programs pay for themselves within the first year.
4. Managed Print Solutions vs. Self-Managing Your Print Environment
Self-managing feels like the lower-cost option because the costs are distributed and invisible. In practice, it is almost always more expensive.
| Factor | Self-Managed | Managed Print Solutions |
| Cost visibility | Fragmented across budgets | Single consolidated monthly cost |
| Device management | Reactive: replaced when broken | Proactively right-sized and maintained |
| Supplies | Ordered ad hoc, variable cost | Automated, volume-priced, predictable |
| Output visibility | None | Full tracking by user, device, and department |
| Security | Unsecured devices, uncollected output | Secure pull printing, HIPAA-ready |
| IT burden | Absorbed internally | Transferred to MPS provider |
| Color consistency | Device-dependent, variable | G7-managed, brand-accurate |
Moving to MPS is not about giving up control. It is about replacing a system that nobody is really managing with one that someone is accountable for.
See What NextPage’s MPS Program Includes →
5. Why NextPage for Managed Print Solutions
NextPage is a Kansas City managed print services provider that starts every engagement with a print environment assessment. We serve healthcare organizations, financial institutions, legal firms, and enterprise marketing teams.
- Starts with a real assessment: Every engagement begins by understanding what you are actually spending.
- One predictable invoice: Hardware, supplies, maintenance, and support, all on one monthly cost.
- HIPAA-ready security: Secure pull printing and encrypted data pathways built in.
- G7 color management: Brand-accurate output across every device in the fleet.
- Proven savings: One healthcare client saved $250,000 annually. Industry average is 20-30% cost reduction.
- One contact for everything: One vendor, one agreement, one helpdesk.
Request a Managed Print Services Assessment →
6. Frequently Asked Questions
What are managed print solutions?
Managed print solutions is a program where a vendor takes over your entire print environment, devices, supplies, maintenance, and cost management, under one predictable monthly agreement.
What does managed print services cost?
Managed print services typically charge on a per-page or flat monthly fee basis. After implementation, most companies see a 20-30% reduction in total print costs, so the program pays for itself in year one.
What is included in a managed print services contract?
Holistic managed print services agreement includes an assessment of your print environment, right-sizing your fleet, predictable pricing, automated supply management, proactive maintenance, HIPAA-ready security, G7 color management, output tracking, and a single helpdesk.
How do I choose the right managed print services provider?
Search for a managed print services provider who starts with an assessment instead of a straight-up quote. It should value transparent pricing, documents SLAs, and has a strong industry experience relevant to your needs.
Is managed print services only for large organizations?
Not necessarily. Managed print solutions are designed also to cater to the needs of small to mid-sized businesses.
