How Managed Print Services Can Cut Business Costs Up to 30%

In many organizations, print-related costs go unnoticed until they start cutting into the budget. Rushed toner orders, idle printers, and unresolved service issues may seem minor on their own, but together they create a pattern of waste that drains time and money. 

A Managed Print Services (MPS) strategy helps rein in unnecessary spending. By combining service, supplies, monitoring, and maintenance into one organized plan, MPS gives businesses control over their print environment. With more visibility, teams make better decisions, face fewer disruptions, and reduce costs by up to 30 percent without sacrificing performance or quality. 

As more businesses adopt hybrid teams and digital workflows, their printing needs continue to evolve. In this article, we’ll explore how Managed Print Services can turn everyday printing into a smarter and more cost-effective part of business operations. 

What Is Managed Print Services—and Why It Matters 

Managed Print Services (MPS) go beyond leasing equipment or delivering toner. They offer a complete strategy to manage print environments with better efficiency, scalability, and performance. When used effectively, MPS becomes a smart business tool that connects print management to broader organizational goals. 

At Document Imaging Partners, we take a partnership-first approach. We focus on long-term value and transparency, helping clients build more effective print strategies from the ground up. Our MPS framework includes several core components: 

1. Strategic Fleet Assessment – We conduct a full review of your current devices, usage patterns, and department needs to ensure the right device mix and remove redundancies. 
2. Automated Supply Management – Our predictive systems reduce the risk of toner shortages and help avoid unnecessary overstock. 
3. Remote Monitoring Infrastructure – Tools like Kyocera Fleet Services and Command Center RX identify and resolve issues before they cause disruptions. 
4. Analytics-Driven Reporting – We provide detailed usage data that supports better decisions, enforces policies, and uncovers improvement areas. 
5. Responsive, Local Support – Our local service team responds quickly and understands the unique needs of each environment. 

While cost savings often lead the conversation, MPS delivers more than just financial results. It helps businesses control usage, reduce downtime, ease the load on IT teams, and support sustainability through smarter print habits. In the end, it builds a print infrastructure that supports both users and the bottom line. 

How MPS Reduces Costs (Up to 30%) 

The cost-saving power of Managed Print Services comes from one key principle: control. When businesses gain visibility into how, where, and why printing happens, they can reduce waste without hurting productivity. 

Here are the most common ways MPS programs help cut operating costs, often by as much as 30 percent: 

1. Eliminate Unnecessary Printing 

Unmonitored printing habits can quietly drain budgets. Employees may print full emails, duplicate reports, or use color when black-and-white would do—all of which increases spending on paper, toner, and energy. 

Tools like PaperCut MF help manage this by setting print rules, highlighting wasteful behaviors, and enabling secure print release. Users print documents only when they’re physically present, which helps reduce abandoned jobs and accidental duplicates. 

These small changes add up over time, creating real savings while encouraging more responsible printing. 

2. Right-Size Your Fleet 

Many businesses use outdated or poorly matched devices. Some machines handle more than they should, while others sit idle. Without data, it’s easy to keep equipment that costs more to maintain than it’s worth. 

An MPS assessment reveals what your team actually uses and recommends the right mix of devices to match your needs. That might mean grouping machines in one location or upgrading those that manage higher volumes. We help clients make these decisions based on real usage data, not guesswork. 

3. Reduce Downtime and Service Calls 

When printers go offline, they interrupt more than just printing. They slow teams, stall workflows, and frustrate staff. 

With remote monitoring tools like Kyocera Fleet Services, you can track each device in real time. These platforms detect early signs of trouble, send alerts, and allow technicians to fix problems before they cause delays. 

As a result, your team can avoid emergency service calls, wait less for repairs, and keep internal IT staff focused on more strategic tasks. 

4. Automate Toner and Supply Management 

Toner shortages during the workday can be disruptive, and emergency purchases often cost more. MPS programs track supply levels and reorder toner automatically before it runs out. 

This keeps teams running smoothly, prevents last-minute purchases, and creates a more consistent procurement process. Over time, supply automation helps reduce waste and creates steadier monthly costs. 

5. Extend Equipment Lifespan 

Routine maintenance, software updates, and smart usage patterns all help extend the life of your devices. Instead of replacing printers early due to breakdowns, businesses keep them running longer and more reliably. 

With fewer replacements and repairs, teams stay productive, and budgets remain stable. 

Beyond Cost Savings: The Strategic Value of MPS 

While cost reduction often drives the decision to implement MPS, the long-term value goes far beyond financial savings. 

Security Improvements: Protecting Your Print Environment 

Print environments often remain weak spots in an organization’s security structure. Unmanaged printers can create risks through outdated firmware, default settings, and poor access controls. 

According to IDC research, nearly half of surveyed organizations have experienced a print-related security incident. A strong MPS program reduces these risks with features like user authentication, encrypted data transfers, automated firmware updates, and detailed audit trails. 

Sustainability Benefits: Supporting Environmental and Business Goals 

Sustainability now plays a growing role in strategic business planning. A well-managed MPS solution supports these goals by offering: 

• Reduced paper use with default duplex printing and smart print policies 

• Lower energy usage through better hardware placement and management 

• Less waste thanks to accurate toner and supply tracking 

• Environmentally responsible recycling and disposal of end-of-life devices 

These improvements help organizations meet sustainability targets while also cutting related costs. Our print solutions are designed to meet these exact goals. 

Workflow Improvements: Connecting Print and Digital Processes 

Poor document workflows often lead to hidden inefficiencies. MPS supports digital transformation by making print processes smarter and more connected through: 

• Mobile tools that support remote and hybrid teams 

• Cloud integration for easier document access 

• Simplified tools for scanning and sharing files 

• Seamless compatibility with platforms like M-Files 

When print infrastructure integrates with broader information systems, it boosts productivity across the entire organization. 

Industry Solutions: MPS Tailored to Your Business Needs 

Successful MPS implementations adapt to meet the specific needs of each industry. 

Healthcare: Streamlining Workflows While Ensuring Compliance 

Healthcare providers must follow strict regulatory standards while managing documents across multiple sites. Tailored MPS programs support these needs through secure print release, role-based access, complete audit trails, and seamless integration with electronic health record systems. 

Legal Services: Handling Documents with Accuracy and Privacy 

Law firms deal with high volumes of sensitive documents that demand accuracy and confidentiality. MPS solutions support these workflows with client matter billing, version control, secure document disposal, and formatting designed for legal files. 

Financial Services: Boosting Security and Transaction Efficiency 

Financial institutions need robust security along with fast and accurate document handling. MPS platforms meet these needs with encrypted printing, automated redaction, system integration, and compliance-focused audit tracking. 

Manufacturing and Construction: Supporting Teams in the Field 

Manufacturers and builders work with a wide range of documents across multiple locations. Industry-specific MPS plans include large-format printing for technical files, rugged devices for harsh conditions, and mobile tools that support field operations. 

What Makes a Good MPS Partner? 

Choosing the right Managed Print Services provider involves more than comparing basic service options. The strongest partnerships combine deep technical knowledge with a customer-first mindset. 

Local Support with Enterprise-Level Capabilities 

Working with a provider who understands your local business landscape can make a big difference. At Document Imaging Partners, we bring this local focus to every client relationship, recognizing that nearby support matters when service speed and quality are priorities. 

This approach has helped us achieve a 98 percent customer retention rate. By pairing advanced remote monitoring tools with fast, accessible local service, we reduce disruptions and solve issues quickly. 

Business Priorities Drive Technology Decisions 

The most effective MPS programs begin by focusing on business goals, not just technology. Providers should assess your real needs before suggesting solutions. 

Choose partners who act as business consultants first and technology providers second. That mindset ensures they recommend tools that fit your workflow, not just a one-size-fits-all package. 

Beyond Basic Print Management 

Strong MPS providers offer more than print support. Look for expertise in document management, workflow automation, and advanced capture tools that help streamline processes and improve efficiency across the organization. 

Start Printing Smarter Today 

While cost savings of up to 30 percent offer a strong reason to adopt MPS, the real value goes further. A well-executed program strengthens operations, improves security, supports sustainability, and boosts team productivity. 

The first step is understanding your current print environment. We provide a detailed assessment that highlights ways to cut costs and improve performance. This evaluation offers useful insights, no matter which provider you choose. 

Want to take the next step? Reach out to our team to explore how a customized MPS plan can turn your print infrastructure into a strategic advantage.