Managed Print Services (MPS) can streamline your printing operations, save money, boost productivity, and ease the strain on your IT budget. But to get the most out of it, you must understand how much managed print services cost and how the pricing models work. In this guide, we’ll break down the options—from fixed fees to cost-per-page (CPP)—so you can pick the best solution for your business.
- What Influences the Cost of Managed Print Services?
- MPS Pricing Models: Fixed Fees vs Per Page
- Managed Print Services Cost Per Page Model
- Should I Choose an MPS Provider with a Flat Fee or CPP?
What Influences the Cost of Managed Print Services?
Several factors can influence the cost of print management at your organization. Understanding these factors is crucial for accurately estimating your MPS expenses while getting the level of service you need to effectively manage your print environment.
The main elements that shape pricing include:
- Your print volume
- The size and composition of your printer fleet
- The types and ages of your devices
- The Service Level Agreement (SLA) you select
- The quality and commitment of your MPS provider
Print Volume and Usage Patterns
Your organization’s print volume and usage patterns are critical factors in determining the overall cost of Managed Print Services. Higher print volumes often result in lower cost-per-page rates, making them more cost-effective over time. Your typical print coverage, whether you’re printing in color or black-and-white, also makes a difference. Color printing usually costs more than monochrome printing.
Moreover, if you have many print users, things can get more complicated. Managing more users requires sophisticated security measures and software solutions, which can influence overall pricing.
Number of Devices, Types, Brands, Ages, and Efficiency
The makeup of your printer fleet— the number of devices, their types, brands, ages, and overall efficiency—will directly impact the cost of your Managed Print Services. Older devices often demand more frequent maintenance and repairs, which can drive up expenses. On the flip side, newer, more efficient models usually perform better and cost less to operate. The variety of device types and brands in your fleet also matters, as different models have different maintenance needs and cost structures.
Number of Locations and Remote Devices
The number of locations in which your organization operates and their geographic distribution can significantly influence Managed Print Services costs. Managing printers across multiple sites, especially if they’re far apart, adds complexity to your print environment. It can affect supply delivery and on-site maintenance, leading to higher service costs.
If your organization is spread out across different regions or countries, you may need more robust support and coordination to keep service quality consistent. Remote, hybrid, or international locations could also mean extra costs for technician travel or finding local service providers. Understanding how your geographic spread affects MPS can help you better plan for and manage these costs.
Learn how to secure print and digital documents for remote workers.
Service Level Agreement (SLA) Options
The Service Level Agreement (SLA) you select significantly shapes your MPS costs. Basic SLAs usually cover just the essentials, like routine maintenance and support. But if you opt for a more comprehensive agreement, you’ll get a broader range of services, including full maintenance, repairs, and supply management.
These more robust SLAs can help you better predict costs and cut down on unexpected expenses, making them an excellent choice for businesses looking for stability and peace of mind. Your goal as an IT leader should be to find the right balance of MPS service level and cost-effectiveness.
Quality of Service and Customer Care
The quality of service and level of customer care from your Managed Print partner are crucial factors in your overall costs. While higher-quality service might come with a higher initial price tag, it often brings big benefits that make it worth the investment in the long run.
Excellent customer care means faster response times, more personalized support, and proactive management of your print setup—all of which minimize downtime and keep things running smoothly while your IT team focuses elsewhere. After all, managing printer problems is among the top areas in which IT departments waste the most time.
A provider that genuinely values customer care will likely offer better training, regular check-ins, and ongoing advice to optimize your print environment. This proactive approach boosts your print fleet’s efficiency and can save you money by preventing problems before they happen. When choosing an MPS provider, it’s important to consider the quality of service, supplies, and customer care to make sure you’re getting the best value for your investment.
Learn how imageOne delivers extraordinary MPS service to our managed print customers.
MPS Pricing Models: Fixed Fees vs Per Page
Managed Print Services pricing typically follows one of two primary models: a fixed fee or a cost-per-page (CPP) approach. Each pricing structure offers advantages and potential drawbacks, depending on your organization’s specific printing needs and budget priorities. Understanding the nuances of both models will help you choose the option that best aligns with your operational goals and financial considerations.
Flat/Fixed Fees Pricing Model
The flat or fixed fees pricing model involves paying a set amount each month, regardless of your actual print volume. This approach offers the advantage of predictable costs, making it straightforward to budget for your printing needs. But if your print volume turns out to be lower than expected, you could end up paying more than necessary. Providers often build in a safety margin to cover potential fluctuations, meaning you might pay for pages you never print.
Variable/Per Page Pricing Model
The variable or per-page pricing model, commonly known as Cost Per Page (CPP), charges you based on the actual number of pages printed each month. Depending on the provider, this model may also be referred to as Cost Per Print, Price Per Page (PPP), or Click Rate, but the core principle remains the same—paying only for what you print.
This model offers greater transparency and ensures that your costs are directly aligned with your usage, making it a more cost-effective option for organizations with fluctuating print volumes.
Managed Print Services Cost Per Page Model
The cost-per-page (CPP) model is widely favored for its transparency and direct alignment with your actual printing usage. Under this model, you are charged a specific rate for each page printed, with distinct rates for black-and-white (Mono) and color prints.
Let’s look at the CPP model and why it could be the ideal choice for your organization.
What Does the Cost-Per-Page Pricing Model Include?
Now for the big question at hand: “What exactly is included in the CPP price?” It’s an important question, and the answer is key to understanding the value of this pricing model. When a company is billed by cost per page, which services, products, equipment, etc. will count towards that price? The CPP model typically covers all essential print-related expenses, including toner, parts, and labor.
Here’s a breakdown of what’s generally included:
Toner: All toner refills are included within your CPP. Most MPS programs even offer proactive toner monitoring. This means that the MPS provider will closely watch your toner levels. When the toner gets low, the MPS provider will automatically order and ship you a new refill cartridge.
Since monochromatic printers only use a single color cartridge (black) versus. four color cartridges (cyan, magenta, yellow, and black), Mono devices will ultimately require fewer cartridges. This difference is why Color CPPs are typically priced higher.
Parts: The CPP will cover you if any part of your printer breaks or needs replacement. Though the MPS provider proactively monitors common issues, the customer usually calls us when something goes wrong. Then, we’ll be on the way to fix it!
Labor: The CPP fully covers the cost of a technician visit to your office to replace a part, clean the copier screen, or fix a paper jam.
Why Do Some Print Devices Have Different Costs-Per-Page?
The cost per page can also vary significantly between devices because each model has a unique toner SKU(s). As toner can differ widely both in price and print yield (the estimated number of pages a toner cartridge can produce before running out), the overall CPP price also fluctuates. For this reason, most MPS partners charge organizations two CPPs for every billing cycle—a Mono CPP for black-and-white print jobs and a Color CPP for color print jobs.
Mono vs. Color CPPs:
- Mono CPP: Lower cost, covers black and white prints
- Color CPP: Higher cost, covers prints with any color
This difference reflects the varying costs associated with each type of print. Since color pages cost the MPS service more to maintain, the Color CPP is generally more expensive than the Mono. Understanding these differences can help you better manage your printing costs.
if a customer has a large printer fleet with various models, however, most managed print providers can blend the CPPs together. That way, when billing time comes around, you’ll only see two CPPs— Mono and Color.
Benefits of CPP for Managed Print Pricing
The cost-per-page model comes with several significant advantages, making it an appealing choice for both MPS providers and customers. Key benefits of the cost-per-page model include:
- Predictability: Provides consistent, transparent costs that make budgeting easier
- Transparency: Offers a clear understanding of what you’re paying for, with no hidden fees
- Control: Aligns costs directly with your actual usage, giving you greater control over expenses
- Flexibility for variable print volumes: Tailors pricing to your specific print demands, ensuring you only pay for what you print
- Reduction of cost waste: Prevents overpayment by eliminating charges for unused services
The CPP model’s flexibility makes it ideal for businesses with variable or seasonal print volumes. It helps minimize cost waste by ensuring that you only pay for what you actually use.
Should I Choose an MPS Provider with a Flat Fee or CPP?
When choosing an MPS provider, it is essential to decide between a flat monthly fee and a CPP model. Why can’t an MPS provider simply charge a flat monthly fee instead of a CPP?
For most clients and the managed print team, a CPP has significant advantages. While both models have merits, the CPP model often provides a more accurate reflection of actual printing costs, making it a cost-effective choice for many organizations.
- Flat Fee: This model provides predictability with a consistent monthly payment. However, if your print volume is lower than anticipated, you might pay more than necessary, as the flat fee often includes a safety margin to mitigate risk for the provider.
- CPP: The CPP model aligns your costs directly with your actual usage, offering a more accurate and often lower-cost solution. Since you only pay for the pages you print, it eliminates the risk of overpayment, making it particularly advantageous for businesses with seasonal or variable print volumes.
For the MPS, it’s all about risk.
The more a customer prints, the more toner, parts, and labor are required. If an MPS company offers a flat fee model and incorrectly estimates the number of pages or maintenance, it could quickly find itself underwater. If the MPS provider charges a flat rate, they will always calculate high to offset that risk. These extra costs then get passed down to the customer.
With a CPP, however, customers never pay for pages not printed. Without the MPS company relying on estimated page volumes, the customer saves money on print by paying precisely what they output monthly—an especially beneficial perk for businesses in seasonal industries.
CPP Pricing for Managed Print Services With imageOne
When shopping for your next IT partner, ask them about their managed print services pricing models.
Overall, the MPS cost-per-page model is a win-win. It offers a transparent, cost-effective solution that benefits your organization and MPS provider. Every page you print with CPP is accounted for, so you’ll always know exactly where your money goes.
Are you interested in discovering how a Managed Print Services provider like imageOne can help your business save money and operate more efficiently? Our team of experts is here to help.
Schedule a 15-minute, no-obligation consultation today!
At imageOne, we pride ourselves on offering flexible, transparent MPS solutions tailored to your organization’s unique needs. Learn about our Managed Print Services Solutions, explore our pricing options, or schedule a discovery call with our experts to find the perfect fit for your business.
