How Managed Print Services Save Time and Money

Frequent toner issues, surprise invoices and nonstop printer problems aren't just annoying. They slow your teams down and drain your budget. If you're already familiar with managed print services (MPS), but still wondering exactly how they save time and money, this guide is for you

We'll walk through specific, proven ways that MPS simplifies operations, reduces unexpected costs and keeps your print environment running efficiently.

Quick Answer

Managed print services (MPS) save time and money by consolidating print costs into a predictable monthly fee, automating toner replenishment, reducing IT support requests and improving device uptime. MPS also helps businesses monitor usage, eliminate wasteful printing, and enforce print policies that lower supply costs. By outsourcing print management, companies gain better budgeting control, free up internal resources and boost workplace efficiency.

Reduce Surprise Costs

One of the most common frustrations businesses face with printing is the unpredictability of costs. You might start the year with a budget in mind, only to be blindsided by the sheer volume of toner for all the print devices in your environment, unplanned service calls, or the high cost of color prints that aren't tracked or monitored.

How MPS Helps

A managed print program consolidates all your print-related expenses into one predictable monthly invoice. Rather than dealing with dozens of supply vendors or surprise maintenance bills, everything from toner to service is included under a single contract. These programs monitor device usage and forecast supply needs accurately, eliminating guesswork and waste.

Visibility Is Key

MPS providers equip you with detailed usage reports that break down print volumes by device, department or user. This data lets you identify areas of overspending, implement print rules and track progress toward cost reduction goals.

Real-Life Example

One Fraser client in the legal sector was able to reduce annual print cost variance by 27% by eliminating rogue toner orders and centralizing supply orders. They also shifted 40% of their color printing to black and white through usage policies and default settings.

Free Up Your IT Team

Printers are notorious for creating IT bottlenecks. Whether it's a jammed tray, a misconfigured driver or an offline multifunction device, IT teams often become the first responders. These tasks pull them away from higher-value work like cybersecurity, network management and user support.

How MPS Helps

Managed print services take printer management responsibilities off your IT team's plate. This includes:

• 24/7 remote monitoring of devices
• Proactive maintenance scheduling
• Automated firmware updates and driver installations
• First-line user support and helpdesk management

Improved Efficiency

When IT no longer has to service printers and troubleshoot drivers, they can focus on long-term infrastructure improvements. Many organizations report up to a 40% reduction in print-related support tickets within the first few months of onboarding an MPS provider.

Real-Life Example

A regional healthcare system partnered with Fraser and saw a 36% drop in IT tickets related to printing issues within 60 days. Freed-up IT resources were reallocated to support EHR upgrades and network security projects.

Improve Uptime and Productivity

Downtime is a productivity killer. Every minute an employee spends trying to print a document or waiting for a technician adds up across the organization. Even more, constant device issues erode user trust in the print environment.

How MPS Helps

MPS ensures your devices are always ready when your teams need them. Here's how:

• Automated alerts notify service teams before devices fail
• On-site support technicians respond under guaranteed SLAs
• Lifecycle management helps rotate aging devices before they break

Business Continuity

The result is higher uptime across your entire print fleet. Devices are serviced before failure, supplies arrive just in time and user frustration drops. Employees spend less time dealing with print issues and more time focusing on their actual work.

Real-Life Example

A large construction firm reduced print-related downtime by 58% after Fraser implemented proactive monitoring. Their field team reported a smoother workflow and fewer project delays caused by unavailable prints.

Eliminate Print Waste and Promote Sustainability

Excessive or untracked printing drives up costs and environmental impact. Many companies don't realize just how much they waste until they start measuring usage.

How MPS Helps

Managed print providers deliver in-depth analytics that show print behavior across the organization. You can identify:

• Who prints the most (and what they print)
• How much color vs. black and white is used
• When and where large jobs are being sent

Enforce Better Habits

With this insight, organizations can establish policies like:

• Duplex (double-sided) printing by default
• Black and white printing as the standard
• Monthly volume limits by user or department

Sustainability Bonus

Reduced printing leads to lower energy use, less toner waste and fewer device repairs. It's a win for both your bottom line and your environmental goals.

Real-Life Example

A manufacturing client reduced wasteful color prints by 32% after enabling print rules based on MPS data. This contributed to their corporate sustainability targets and improved toner inventory management.

Simplify Print Supply Management

When your team is manually ordering toner and supplies for dozens of printers and copiers, things fall through the cracks. Overstocking leads to wasted money. Understocking causes service disruptions.

How MPS Helps

• Devices are monitored for toner levels and usage patterns
• Supplies are shipped automatically, based on actual need
• No more guesswork, spreadsheets or hoarding extra cartridges

Supply reliability

With managed print, you don't run out of toner in the middle of an important print job. Supplies arrive just in time, not weeks in advance or days too late.

Real-Life Example

A school district eliminated last-minute toner runs by moving to Fraser's automated replenishment model, cutting supply management time by 80%.

Strengthen Budget Forecasting

Print-related expenses are notoriously difficult to forecast when unmanaged. Supplies, repairs and usage can vary widely from month to month, throwing off budgets.

How MPS Helps

• Consolidates all print costs into one fixed monthly fee
• Offers transparent reporting for finance teams
• Helps eliminate year-end surprises and overages

Better Planning

With a predictable billing structure, finance leaders can plan and allocate resources more effectively. There are fewer budget expectations, and year-over-year comparisons become more accurate.

Real-Life Example

A non-profit partner of Fraser shifted from six separate print vendors to a unified MPS contract. Their finance team was able to streamline reporting and reduce administrative time spent managing invoices by over 40%.

Improve Document Security and Compliance

Sensitive data often passes through your print environment. Without proper controls, documents can be left unattended on printers or accessed by unauthorized users.

How MPS Helps

• Enables secure print release and user authentication
• Supports encryption of print jobs
• Assists with HIPAA, FERPA and other regulatory compliance needs

Risk Reduction

Secure printing protects confidential data and reduces the risk of compliance violations. You can track who printed what and when, giving you full auditability.

Real-Life Example

A financial services firm implemented secure print with Fraser and reduced the risk of client data exposure. They also passed a third-party audit with no findings related to print security.

How to Calculate Your MPS ROI

Understanding your return on investment (ROI) is essential when evaluating managed print services. Here's a simple formula to estimate your potential savings:

ROI = (Annual Savings - Annual MPS Cost)/Annual MPS Cost x 100

For example, if your unmanaged print costs $50,000/year and an MPS solution brings it down to $35,000 with a $10,000 contract:

ROI = (15,000 - 10,000)/10,000 x 100 = 50% ROI

This framework helps you justify the transition to stakeholders with a clear financial benefit.

What to Look for in a Managed Print Services Provider

Choosing the right MPS partner is just as important as choosing the service itself. Look for:

• Predictable pricing and transparency
• Detailed reporting and analytics dashboards
• Automated supply fulfillment and device monitoring
• Secure print release and compliance support
• Local service and fast technician response times

A reliable partner won't just reduce costs; they'll become an extension of your IT and operations teams.

Choose Your Next Step

You've seen how managed print services reduce surprise costs, free up your IT team, eliminate waste and improve budgeting accuracy. The next step is simple.

Download the Buyers Guide to Managed Print Services

Get this practical guide that includes:

• The true costs of unmanaged print, and how to fix it.
• The three types of MPS providers, and which is best for you
• Key questions to ask providers and what red flags to avoid
• How to define your print needs and build a long-term strategy
• How MPS frees your IT team, reduces downtime and boosts productivity.

Request a Print Environment Assessment

Let our team audit your current print fleet and deliver a customized report showing where you're overspending and how much you could save.

Choose the option that fits your goals. Both are educational, pressure-free and built to help you move forward with clarity.

Frequently Asked Questions

What is includedin managed print services?

MPS typically includes device monitoring, automated toner replenishment, regular maintenance, helpdesk support and detailed usage reporting. Some providers also offer security features and print policy enforcement.

How much can I save with managed print services?

Savings vary, but businesses commonly reduce print-related expenses by 20-30%. MPS cuts unnecessary printing, consolidates billing and eliminates surprise costs.

Is managed print only for large businesses?

Not at all. Small and midsize organizations also benefit from reduced IT workload, better cost control and improved supply management.

Can managed print services improve document security?

Yes. MPS can include secure print release, user authentication, encrypted print jobs and audit trails to help protect sensitive information and support compliance.

How do I know if my organization needs MPS?

If your team frequently deals with supply issues, IT printer problems, inconsistent billing or unclear print usage, MPS can help streamline and optimize your print environment.