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If your business is curious about starting a print management services partnership, you likely have a lot of big questions. One of the most common questions we get as a managed print provider has to do with getting a quote and what is involved throughout that process. 

First off, it helps to have a general understanding about a print management partnership looks like. For that information, check out our blog: “What are Managed Print Services?” Then it'll be much easier to grasp what goes into the MPS quote.

Now, let's dig into what to expect when you ask for a quote from a managed print company like ours.

What’s involved in an MPS Quote?

First, an MPS provider will typically want to perform a comprehensive print assessment at your business location. This means any part of the workplace where print devices including printers, copiers, and scanners, are used.

In order to fully understand your environment, MPS tech will map out and track your current device locations and monthly utilization. The assessment may also uncover end-user or department needs that are not currently being met with the existing print management strategy.

Next, you can expect to receive a pricing proposal in a format customized to your exact printer fleet makeup and utilization.

Typically, there are two components to a Managed Print Program: 

  1. The acquisition cost for the hardware (printers, multi-function devices, etc.)
  2. The operating cost or “Managed Print Services” program (toner, repairs, parts, etc.)

It’s common practice for the MPS provider to submit pricing in various formats, based on your preference and the results of the print assessment.

Some examples of these formats are:

  1. Hardware Only (purchase/lease): You may purchase new equipment via a capital expenditure or rental/lease agreement with a 3rdparty finance organization.
  2. MPS Takeover (no new hardware): No changes or hardware refreshes are needed, MPS provider implements MPS on the existing environment “as is."
  3. Blended Hardware/MPS: MPS Provider offers a base or monthly flat rate including the equipment cost plus the Managed Print Services.

What does the MPS quote cover?

Most MPS programs will cover the cost for all consumable items (toner, drums, waste kits, etc.), service and maintenance, and parts. They rarely, if ever, cover paper.

The typical billing mechanism uses a Cost Per Page or CCP model. The customized MPS rate is determined by the type of devices in the fleet (manufacturer & models), the monthly usage for mono and color, and the device operating locations. 

You'll receive a monthly or quarterly invoice including the agreed-upon “base amount,” plus any overages or extra pages used for that billing period. If the hardware is included in the MPS rate, that amount is always billed at the minimum, even if the actual usage does not meet the minimum, to cover the rental costs of the equipment for that period.

Many programs will also include how much you'll save on print costs on average by choosing their managed print services.


What else is covered in an MPS quote?

Don't expect to just pay the MPS invoice and assumed the managed print team is doing all they can to meet your budget and service expectations. Any great MPS provider will regularly meet with your team to review analytics on where print costs are going and how their services are being utilized.

In addition, they should dig into data like current and future cost savings, especially in comparison to past print use. They'll also ensure that the devices are being utilized properly, and the right devices are in the right places based on the highest monthly usage and lowest operational costs.

Lastly, the amazing MPS representatives should always be there to answer any questions and offer recommendations regarding ways to save money and boost your efficiency further. The initial quote should simply be the first step toward a long, beneficial relationship.

With over 30 years of managed print experience, we'd love to take the first step with you. Let's schedule a quick, no-obligation call to explain how our program works and why we'd be a perfect partner for your team. We'll even send you a $25 Amazon card just for chatting.

Schedule a Call Today!

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Andrea Ratajski

About Andrea Ratajski

Andrea Ratajski has been a Managed Print Specialist with imageOne since 1995. She’s passionate about helping her customers streamline and manage their internal printer fleet and transform manual paper-based processes into secure digital workflows. She’s also an avid golfer and mentors young ladies through Vista Maria.

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