Managed print comparison
Managed Print Services
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Printers, toner, repairs and support from one provider, for one monthly cost. Tell us what you print and up to 4 pre-screened UK suppliers will quote on the same brief, so you can compare like for like.
- Printers, toner, repairs and support in one contract
- One predictable monthly bill, based on what you print
- Up to 4 free quotes from pre-screened UK suppliers
- Free to compare, with no obligation
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The short answer
What are managed print services?
Managed print services (MPS) means handing your printers and copiers to one specialist provider. They supply or take over your devices, keep them running, send toner automatically, fix faults and report on what you print, all under one contract.
Instead of buying toner, paying for call-outs and juggling several suppliers, you pay one predictable monthly cost, usually based on the pages you print. Most businesses that switch end up with fewer devices, less waste and a much clearer picture of what printing really costs.
Already know you need new devices? Compare printer lease and photocopier lease quotes too, or printer rental if you only need kit for a shorter term.
What's included
Everything your printers need, in one contract
Every provider packages it slightly differently, but a typical managed print service covers the following.
The right printers and copiers
Multifunction printers, desktop printers and A3 copiers chosen to match how much each team prints, not the biggest machine a salesperson can sell.
Automatic toner delivery
Devices report their own toner levels, so replacements arrive before you run out. No ordering, no cupboard full of spare cartridges.
Maintenance and repairs
Engineer visits, parts and labour are covered, usually with an agreed response time written into the contract.
Monitoring and reporting
Usage reports show who prints what, on which device and at what cost, so you can spot waste and charge print back to departments.
Secure printing
PIN or card release holds documents until the right person is at the printer, so confidential pages are not left sitting on the tray.
Scanning and document workflow
Scan straight to email, shared drives or cloud storage, and cut down on paper you need to file and store.
A single point of support
One helpdesk for every device, whatever the brand, instead of chasing several suppliers when something goes wrong.
One consolidated invoice
Hardware, service and supplies on one bill, which makes print costs far easier to budget and to audit.
Who it's for
Managed print for every size of business
From a single office with two printers to a fleet across several sites, managed print scales to fit.
Small offices
A couple of devices, no IT team and no time to chase toner or engineers. Managed print takes the whole job off your desk.
Growing SMEs
Add users, devices and sites as you grow without renegotiating everything, and keep costs in line with what you actually print.
Multi-site businesses
One contract, one helpdesk and one report across every branch, warehouse or office, instead of a different deal at each site. We cover the whole UK, including London and the North West.
Schools and education
Control student and staff printing, cut waste and keep within budget. See our print saving guide for schools.
Legal, finance and healthcare
Secure release, audit trails and data wiping at end of contract help you handle confidential documents and meet GDPR duties.
Hybrid and flexible teams
Fewer, smarter devices shared by people who are not in every day, with printing from laptops and phones set up for you.
How it works
How a managed print service is set up
A good provider follows the same five stages, so the service is built around how you actually print.
- 1
Print assessment
The supplier looks at your current devices, how much you print in mono and colour, and what it costs today, often using monitoring software for a few weeks.
- 2
Fleet design
They recommend the right number and type of devices for each area. Most offices end up with fewer, better-placed machines.
- 3
Installation
New devices are delivered, networked and set up for scanning and secure release, and old kit is removed and wiped.
- 4
Ongoing management
Toner is sent automatically, faults are logged and fixed, and devices are kept up to date with firmware and security patches.
- 5
Regular reviews
Usage reports and review meetings show where costs are going, so the fleet can be adjusted as your business changes.
Costs
How managed print is priced
Most UK providers use one of three models. Knowing which one you are being quoted makes comparing much easier.
Cost per page
You pay an agreed rate for every page printed, with separate rates for mono and colour. Toner, parts and labour are included in the rate.
Fixed monthly fee
A set monthly amount that includes an allowance of pages. Pages over the allowance are charged at an agreed excess rate.
Lease plus service
The devices are on a lease (printer leases start from £19/month) and the service is billed per page on top, often on one invoice.
What affects the price?
No two businesses print the same way, which is why a fair comparison needs every supplier to quote on the same brief.
Compare quotes on one brief- How many pages you print each month, in mono and in colour
- The number, size and speed of the devices you need
- Extras such as finishing, booklet making, secure release or print software
- Contract length, and whether there is a minimum monthly charge
- The number of sites and the engineer response time you need
Compare
Managed print vs managing it yourself
Many businesses still buy toner as they go and call an engineer when something breaks. Here is how that compares.
| Compare | Managed print | Doing it yourself |
|---|---|---|
| Toner | Sent automatically before you run out | Ordered by staff, often at retail prices |
| Repairs | Covered, with an agreed response time | Paid per call-out, with no fixed timescale |
| Monthly cost | Predictable and based on usage | Unpredictable, with surprise bills |
| Visibility | Reports on who prints what and where | Little or no idea of the true cost |
| Security | Secure release and data wiping as standard | Confidential pages left on the tray |
| Suppliers | One contract and one helpdesk | Several suppliers to manage |
| Upgrades | Fleet reviewed and refreshed as you change | Old devices kept running until they fail |
Benefits
Why businesses switch to managed print
Lower, clearer print costs
Right-sizing the fleet and moving work to cheaper devices reduces the cost per page, and one invoice shows exactly what you spend.
Less downtime
Remote monitoring often spots a fault or low toner before anyone notices, and engineers arrive within an agreed time.
Less admin
No ordering toner, logging faults with different suppliers or reconciling several invoices. The provider handles it.
Better security
Secure release, user log-ins, encrypted drives and certified data wiping protect the information that passes through your printers.
Less waste
Default double-sided and mono printing, fewer forgotten print jobs and toner recycling all cut paper, energy and waste.
Control as you grow
Add users, devices or sites on the same terms, and use the reports to make decisions based on real usage.
Free & no obligation
Compare up to 4 printer lease quotes
Get my free quotesSecurity and GDPR
Keep confidential documents confidential
Modern printers are networked computers with hard drives. They store copies of what you print, scan and copy, and they can be a way into your network if they are not looked after.
A managed print provider builds security into the service, which matters most in legal, financial, healthcare and public sector work.
- Secure (pull) printing, released with a PIN, card or phone at the device
- User authentication, so every page is linked to a person and department
- Encrypted hard drives and automatic deletion of stored jobs
- Regular firmware updates and security patches on every device
- Certified data wiping, with a certificate, when devices are removed
- Audit trails that help you show GDPR compliance
Buyer's checklist
8 questions to ask a managed print provider
Put the same questions to every supplier and compare the answers in writing. When you compare through us, suppliers quote on the same brief, which makes this much easier.
- 1
What are the mono and colour cost per page rates?
Get both in writing, and ask whether they are fixed for the term or can rise each year.
- 2
Is there a minimum monthly charge or volume?
If you print less than the minimum, you still pay for it. Make sure it matches what you really print.
- 3
What is the engineer response time?
Ask for the agreed response time, and what happens if the supplier misses it.
- 4
How long is the contract, and does it renew automatically?
Check the notice period and any automatic renewal, and diary the date.
- 5
What happens at the end of the term?
Ask whether you can return, upgrade or keep the devices, and who pays for collection.
- 6
Which brands do they support?
A supplier that can manage your existing devices may save you replacing kit that still works.
- 7
What reports will you get, and how often?
Monthly usage reports and a regular review are a sign of a provider that will keep your costs down.
- 8
How will they handle your data?
Ask about secure release, drive encryption and certified wiping, and whether they hold accreditations such as ISO 27001.
Simple process
Compare managed print quotes in three steps
- 1
Tell us what you need
Answer a few quick questions about your printing. It takes about 60 seconds.
- 2
Suppliers compete
Up to 4 pre-screened managed print suppliers who cover your area prepare quotes for the same brief.
- 3
Compare and choose
Line up the cost per page, service terms and contract length side by side, then choose one or none.
FAQs
Managed print services questions
The questions businesses ask us most about managed print.
Get my free quotesWhat are managed print services?
Managed print services (MPS) is an arrangement where one provider supplies, monitors and looks after all of your printers and copiers. Devices, toner, maintenance, repairs and support are covered by one contract, usually billed per page printed or as a fixed monthly fee.
How much do managed print services cost?
It depends on how much you print, the mix of mono and colour, the number and type of devices, and the contract length. Most providers charge a cost per page, a fixed monthly fee with a page allowance, or a lease plus a per-page service charge. Comparing quotes on the same brief is the best way to see the real price for your business.
What is included in a managed print contract?
Most contracts include the devices (or the management of devices you already own), automatic toner delivery, maintenance, parts, engineer visits, remote monitoring, usage reporting and a helpdesk. Secure release, scanning workflows and print management software are often included or available as extras.
Is managed print worth it for a small business?
Often, yes. Small businesses tend to pay the most per page because toner is bought at retail prices and repairs are paid per call-out. Managed print makes the cost predictable and removes the admin, even if you only have one or two devices.
What is the difference between managed print and a printer lease?
A printer lease is a way to pay for the machine over a fixed term. Managed print is the service around it: toner, repairs, monitoring, reporting and support. Many businesses have both, with the lease and the service on one monthly invoice. See our printer lease comparison for lease quotes.
How long is a managed print contract?
Most managed print contracts run for 3 to 5 years, often matching the term of any lease on the devices. Check the notice period and whether the contract renews automatically before you sign.
Can I keep my existing printers?
Often you can. Many providers will manage devices you already own, as long as they are in good working order and still supported. They may recommend replacing older or very expensive-to-run machines.
Is managed print secure?
A good managed print service improves security, with secure release printing, user log-ins, encrypted hard drives, regular firmware updates and certified data wiping when devices are removed. Ask each supplier how they protect your data.
How quickly will an engineer come out?
Response times are set in the contract and vary by supplier and location. Many devices are monitored remotely, so faults can be logged automatically and sometimes fixed without a visit.
Can managed print reduce our print costs?
In most cases, yes. Savings come from right-sizing the fleet, moving print to cheaper devices, cutting waste with default double-sided printing and secure release, and buying toner and service at contract rates rather than retail.
How does Compare Advantage make money?
Our service is free for your business. The suppliers who receive your enquiry pay us for the introduction, so you never pay us anything and there is no obligation to go ahead.
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