Managed Print Services: Real Pricing & Hidden Costs Explained

If you’ve ever tried to find a true measurement about how you pay for printing, you know how elusive transparent pricing can be. When you're managing your own printers, you're constantly battling with departments for invoices for supplies and service. With a Managed Print Services Provider, vague mystery fees, bundled technology packages and fine print in contracts make it hard to know what you're actually paying for.

At Fraser Advanced Information Systems, we believe that transparency should be the baseline—not a bonus. Based right here in Pennsylvania, we’ve spent over 50 years helping local businesses understand their true print costs and identify exactly where they're overspending. This guide breaks down the real costs of MPS, reveals common hidden fees and shows how to avoid paying for things you don’t need.

According to IDC and Gartner, most companies overpay for print services by 15–25% — without realizing it.

What Is the Typical Cost of Managed Print Services?

Managed print pricing typically falls into one of three models:

While prices vary, most Pennsylvania-based SMBs and mid-sized offices fall somewhere in the middle of these ranges. It is worth noting that some older devices or specific manufacturer devices that can only use OEM toner can have a significantly higher cost per page. Understanding what’s included and how different devices can impact pricing is key to knowing whether you're getting a fair deal.

What Drives the Cost of Managed Print Services?

Several factors affect your MPS pricing. These include:

Print Volumes

The more you print, the higher your total monthly cost—but often the lower your cost per page.

Device Types and Age

Older devices tend to break down more frequently and are less efficient, resulting in higher service and supply costs.

Color vs. Monochrome Usage

Color prints can cost up to three times more than black-and-white prints. Monitoring color use can significantly lower your expenses.

Locations/Offices Managed

Multiple office locations in Pennsylvania or across state lines may increase logistical and support costs.

Contract Length and Flexibility

Longer contracts may lock in better rates, but you need to evaluate if they allow for device upgrades or termination without penalties.

Tip: Shorter contracts often have higher per-page costs, but offer more flexibility for growing businesses.

What You Should Not Be Paying For

We’ve reviewed thousands of contracts across Pennsylvania. These are the most common unnecessary fees:

• Bloat fees for vague "technology services."

• Hidden overages due to unclear page volume limits

• Unused features like advanced scan tools that your team doesn’t use

• Bundled software that adds no operational value

Real-World Example: 50-Person Office Cost Breakdown

Let’s say you run a 50-person office in Allentown and manage your own printers. Based on average costs, here’s how MPS can help you control your print spend.

Result: 25–30% total monthly savings and significantly reduced IT workload.

How to Compare MPS Providers (Without Getting Burned)

When evaluating MPS partners in Pennsylvania, ask these questions:

• Is toner fulfillment automated? Automated toner fulfillment means you don't worry about ordering toner for your copiers and printers EVER! 
• What’s their response time for service? Fraser's guaranteed response time for service calls is within four hours of your initial request. Many times it's sooner than that!
• Can you scale up/down easily? You should be able to add and remove devices from your contract with just a call to your Managed Print Specialist.

Pro Tip: If you ask a provider for a written SLA (Service Level Agreement) and you can't get one, walk away.

Managed Print ROI: Where You Actually Save

Here’s how Fraser MPS delivers measurable value for Pennsylvania businesses:

• IT labor savings: Less time spent on break/fix or ordering supplies. When a device has an issue, you call us, and we come out to fix it quickly. IT can focus on projects that fuel your business's growth.

• Device consolidation: Fewer, smarter devices doing more. The goal isn't to sell your company as many printers as possible. It's about finding the right mix of printers and copiers to ensure your efficiency and save you money.

• Energy efficiency: Lower utility costs with ENERGY STAR machines. 

• Print quota enforcement: Control over employee usage. Understand what people are printing and then set realistic limits to control print costs.

• Security compliance: Protected documents and audit trails. 

Fraser’s Transparent MPS Pricing Model

We tailor every MPS agreement to the client’s size, volume, and goals. Our packages for Pennsylvania businesses include:

• Unlimited toner and auto-replenishment

• Remote monitoring and diagnostics

• On-site service within four hours (not days)

• Monthly reporting and usage insights

• Optional cloud print management tools

“We switched to Fraser and immediately saw cost savings and faster response times. It’s night and day.” — Operations Manager, Philadelphia, PA

FAQs About Managed Print Services Pricing

Q:  How much does managed print cost per page?
A:  Usually $0.01–$0.03 for black & white and $0.06–$0.09 for color. This is just a range, and the cost per page varies based on several factors noted above.

Q:  What’s included in MPS pricing?
A:  Typically toner and parts, service, monitoring, automated toner replenishment and usage analytics. Always confirm what's covered.

Q:  Are color prints more expensive?
Yes—up to 3x more. Tracking and limiting color usage can save thousands annually.

Q:  Can I cancel an MPS contract early?
It depends on the provider. Fraser offers flexible terms.

Q: How do I know if I’m overpaying?
Start with a free print environment audit. We often uncover 20%+ savings potential.

Ready to See What You Should Be Paying?

Don’t settle for vague estimates and inflated contracts. Let our local team provide a transparent and tailored quote based on your actual print needs.

👉 Request a Free Tech Review or call us today to speak with a Managed Print Specialist near you.

Serving businesses across Pennsylvania, including Allentown, Reading, Harrisburg, Lancaster, and Philadelphia.