The ROI of Managed Print Services
When business leaders think about cutting costs, the print environment is often the last place they look—yet it’s one of the easiest areas to optimize. Understanding the ROI of Managed Print Services is one of the fastest ways a business can uncover hidden savings, reduce IT strain, and streamline daily operations.
Most organizations underestimate how much they spend on printing, supplies, maintenance, and employee time lost to simple printer issues. Managed Print Services (MPS) flips that script. By applying strategy, automation, and proactive support, MPS turns an overlooked cost center into an area of measurable, predictable savings.
For many organizations, printing feels “free” because the expenses are scattered across departments. But when you consolidate everything, a different picture emerges:
- The average employee prints 10,000 pages per year.
- Office print costs typically equal 1–3% of annual revenue.
- IT teams spend up to 20% of their help desk time fixing printer issues.
These factors play a major role in the ROI of Managed Print Services, because they reveal just how much can be saved through optimization.
Printing may not be glamorous, but it affects nearly every department. Managed Print Services gives organizations clarity, efficiency, and real savings that compound year after year. When you streamline an entire print environment, you don’t just save money—you reduce stress, improve uptime, and support a more resilient business.
What ROI of Managed Print Services Really Looks Like
Managed Print Services doesn’t just shave a few dollars off toner orders. It creates long-term financial and operational improvement through visibility, standardization, and proactive management. Here’s where the impact becomes clear:
- Lower Print Costs (Up to 30% Savings)
MPS reduces wasteful printing, eliminates unnecessary devices, and standardizes supplies. Real example: A company spending $5,000/month on printing drops to $3,500/month after optimization — an annual savings of $18,000. - Fewer Service Calls and Downtime
With proactive monitoring, devices are repaired before breakdowns occur. IT teams gain back hours of productivity, freeing them to focus on strategic projects instead of jammed printers. - Reduced Supply Waste
No more stockpiling the wrong toner or discovering empty supply closets. Automated supply fulfillment means you only receive what you need, when you need it. - Predictable Monthly Billing
Instead of unpredictable spikes in repair or supply costs, MPS replaces chaos with a simple, consistent, easy-to-budget monthly invoice. - Smarter Device Utilization
MPS eliminates aging, inefficient printers and moves high-volume tasks to low-cost-per-page devices. This alone can slash print costs by 10–15%.
Adding It All Up
For a mid-sized business with 50–100 employees:
- Before MPS:
- Total print spend: $60,000/year
- IT time wasted on print issues: 400 hours/year
- Devices that are underutilized or unnecessary: 20–30%
- After MPS:
- Total print spend drops to $42,000/year
- IT recovers the equivalent of $12,000–$18,000 in labor value
- Device fleet shrinks while productivity increases
Total annual ROI: $30,000+ in direct and indirect savings.
Managed Print Services turns printing from an unpredictable cost into a measurable, controlled, and scalable part of your business. When companies understand the ROI of Managed Print Services, they gain more than cost reductions—they gain clarity, smoother workflows, and a print environment that supports long-term growth.
If your team is ready to transform the way you handle printing, MPS is one of the smartest and fastest-ROI investments you can make.
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