Managed Print Services Versus Buying Printers

Managed Print is usually more suitable for organisations that rely on several devices, operate across multiple locations or need predictable service and support. Buying individual printers may suit a small organisation with limited print requirements and the resources to manage supplies, repairs and replacement decisions itself. 

The important distinction is that buying provides the equipment. Managed Print provides an ongoing service around the equipment. 

The most appropriate choice therefore depends on the importance of printing to the organisation, the complexity of the fleet and how much internal time is currently spent keeping it operational. 

The purchase price is the most visible cost of a printer, but it is rarely the complete cost. 

Once a device is installed, someone must order toner, monitor usage, arrange repairs, manage warranties, update configurations and decide when the equipment should be replaced. If several departments buy their own devices, the organisation can quickly accumulate different models, supplies and support arrangements. 

This creates a fragmented print environment in which costs are difficult to identify and responsibility is unclear when something stops working. 

A Managed Print Service brings these activities into one coordinated arrangement and gives the organisation a defined partner responsible for keeping the print environment operating effectively. 

When an independently purchased printer fails, the organisation must determine who is responsible for resolving the problem. This may involve the manufacturer, a reseller, an internal IT team or a local repair provider. 

That process can take time, particularly when the warranty has expired or the apparent device problem is actually being caused by the network, software or print configuration. 

A Managed Print Service gives users and IT teams a clear support route. The service provider understands the equipment, records its history and works to agreed response expectations. 

This is especially important when printing supports essential activities such as dispatch labels, customer documents, clinical information, financial records or production paperwork. 

Buying printers separately can spread print expenditure across equipment budgets, credit cards, toner orders, repair invoices and internal support time. This makes the complete cost difficult to see. 

A Managed Print agreement can bring equipment support, maintenance, replacement parts and toner into a clearer charging structure. The business may pay an agreed cost per page, a regular service charge or a combination of both. 

The precise inclusions should always be confirmed. Paper, electricity, accidental damage and specialist supplies may sit outside the agreement. Equipment finance may also remain separate from the service contract. 

The benefit is greater visibility. Finance and operational teams can understand which costs are covered, which depend on usage and where expenditure is being generated across the fleet. 

Managed Print reporting can show print volumes, colour usage, device performance and costs across departments, devices and locations. 

This helps the organisation identify underused equipment, unusually high volumes and opportunities to reduce waste. It also makes it easier to plan budgets using evidence rather than assumptions. 

The service can then develop with the organisation. Devices can be moved, consolidated, retained or replaced according to genuine operational requirements. 

Print fleets often develop gradually. Different teams buy different devices at different times, creating a mixture of manufacturers, interfaces, consumables and support arrangements. 

A Managed Print Service creates a consistent approach across the estate. Devices can be configured to agreed standards, users receive a clearer support experience and reporting can be brought together centrally. 

This does not necessarily mean replacing every device. FUTERA’s Walk In Takeover service can bring suitable existing printers and photocopiers into a managed agreement, including mixed manufacturer fleets. 

This allows businesses to improve service and control while continuing to gain value from equipment that remains reliable and fit for purpose. 

Traditional printer support often begins when somebody reports a fault or discovers that toner has run out. 

Device monitoring can provide earlier visibility of error codes, toner levels and performance issues. This allows the service team to investigate problems, arrange parts or dispatch supplies before the disruption becomes more serious. 

Automated meter readings also reduce administration and support more accurate billing. Employees no longer need to collect readings manually across every device and location. 

Print issues frequently reach the IT team even when the underlying problem relates to hardware, supplies or a third party agreement. 

A Managed Print Service gives employees a defined support route and provides IT teams with a specialist partner for diagnosis and escalation. 

This reduces the time spent coordinating repairs, chasing toner and investigating recurring faults. Internal teams can remain involved where network, identity or security decisions are required without having to manage every operational detail. 

Modern printers are connected devices that process and store business information. They should be managed with the same discipline applied to other technology endpoints. 

A Managed Print Service can support consistent device configuration, firmware updates, access controls, secure print release and end of life data handling across the fleet. 

This is more dependable than expecting every department to configure and maintain its own devices independently. 

Managing the fleet as a service creates a clearer view of equipment age, performance, usage and support history. 

Devices can be retained while they continue to provide value and replaced when reliability, efficiency, security or business requirements justify the investment. 

This can reduce unnecessary replacement while preventing ageing equipment from remaining in service simply because nobody has responsibility for reviewing it. 

Not automatically. The value depends on the size and complexity of the print environment, current purchasing habits, support requirements and how effectively the service is designed. 

A very small business with one low volume printer may prefer to buy and manage the device itself. An organisation with multiple devices, locations or business critical printing is more likely to benefit from coordinated support, reporting and fleet management. 

The comparison should consider the total cost of printing, including equipment, toner, repairs, internal administration, downtime and replacement decisions. 

A Managed Print Service explains how the print environment will be supported. Leasing explains how new equipment can be funded. 

If your business is considering new photocopiers or multifunctional devices, read our guide to whether your business should lease or buy a photocopier. 

If your organisation is buying devices, toner and repairs separately, it may be difficult to see what printing is really costing. 

FUTERA can review your existing fleet, current service arrangements and print requirements to identify opportunities to improve reliability, continuity and cost control.