Paying Too Much For Managed Print Services?

Are you paying too much for your Managed Print Services?


Most businesses, like people, are creatures of habit. They find a service they like and stick with it. Although times are changing, rarely, if ever, does anyone ask whether they’re paying too much for their printing service. We assume because we got a good deal 10 years ago, it’s still a great deal now. Do you really want to go through all that hassle? Printing is one of those services that businesses don’t think about enough beyond in-house or a managed printing service – but ignoring the issue could be costing you.


What Do You Actually Know About Your Current Service?

As with any business relationship, it’s vital to read the small print and pay attention to the cost when using a managed printing service. It’s important to understand not just the cost of basic services, but extra costs and those applied to non-standard projects. What are the terms and conditions and exclusions? Which elements will lead to higher cost? Understand the contract you currently have and then use that information to determine whether you are currently on the right path.


Cut through the Jargon and Look Out for These Issues

How do you know what to look for? Do you know what to look out for?

  • Clicks per print: Easy right? You pay 2p per print. Nope. You might discover that you’re actually being charged 2p per colour. So you’re being charged once for cyan, once for magenta, once for yellow and once for black. Meaning the cost of a colour page is actually 8p, not 2p.
  • Coverage limit: Not got a clue? This is often exploited. Say you are offered a colour print for 3p, but once you look into the small print, it’s 3p per print as long as you cover no more than 20% of the page in toner. If you go over that coverage limit they will charge excess toner bills at their ‘then prevailing rate’ – which is whatever they deem it to be; any kind of graphic work is sure to exceed this.
  • Massive cost increases: That special introductory price for the first year will get hiked up in the second year of a 2-year or even a 3-year managed printing service contract. You could end up paying more than you need.
  • Toner and consumables: Whether it’s a high delivery charge or a parts warranty, these bolt-on elements make up for lost revenue elsewhere.


Why You Might Need a Managed Print Service

The main reason most businesses go for a managed printing service is cost saving. Most providers today offer a flat “cost per page” to cover every element of the printing. This way, you know exactly what you’re paying. It takes away the worry about what happens in the event of a breakdown as most managed print services will cover parts and engineer costs. It will also cover keeping a stock of spare parts and toner/ink. You get to save money and have peace of mind with a contracted, managed printing service.

Buying equipment outright may seem like a cost saving, but what happens when it inevitably has issues (like all things do)? Do you know what kind of toner the printer indeed? How to replace it? How much it costs? In the long run, the older the printer the more likely it is to fail and cause issues. This means more call outs and lost employee productivity.  Outsourcing to a managed print company avoids these hidden costs, and will not slow your business down.

Businesses that cannot afford to buy in their own equipment or keep replacing it regularly to keep it new, may find a managed print service to be a better alternative to leasing.  Renting equipment doesn’t suit everyone, while leasing can be easier on your cash flow than an outright purchase, it is often not as cost effective as a fully managed print service.

Are you currently being caught out by these issues or find your printing costs too high? Are you currently looking for equipment? If so Contact us today to see how we can help and always consult us before making any decision on your next printing device!

Contact Tai on 0345 450 7876