Is your print contract due for renewal? 7 questions to ask before you sign again
Managed Print
Published by Syncro Group · 7 min read
Contract renewal time has a habit of creeping up. A managed print agreement signed three or five years ago might have made perfect sense at the time — but businesses change, technology evolves, and what felt like a competitive deal then may no longer be one now.
Too often, businesses simply roll over their existing contract without asking whether it still represents good value. If your managed print contract is approaching renewal, here are the seven questions that could save you a significant amount of money — and a lot of frustration.
What have I actually been spending on print?
Before you review any proposal or renew any contract, you need to understand your true print costs. This sounds obvious, but many businesses genuinely don't know what they spend on printing each month when you factor in hardware, toner, maintenance, and staff time.
Ask your current provider for a full breakdown: cost per page by device, total pages printed, colour versus mono split, and any additional charges accumulated over the contract term. If they can't provide this clearly, that itself is a warning sign.
Industry research suggests print costs typically account for around 1–3% of a business's annual revenue. Most organisations find they're spending more than they expected once everything is visible.
At Syncro, our performance reporting gives clients detailed, ongoing visibility into exactly what they're spending and where. If you're renewing blind, you're at a disadvantage from the start.
Has my business changed since the last contract?
Print contracts are designed around your business at a fixed point in time. Since then, you may have:
- Grown and added new staff or office locations
- Downsized or moved to hybrid working
- Changed the types of documents you produce
- Moved more processes to digital workflows
If your print volumes have dropped significantly, you may be overpaying on minimum commitments. If you've grown, your current fleet may be struggling to keep up. The contract you're being asked to renew should reflect where your business is now.
Am I locked into one manufacturer?
Some managed print providers are aligned to a single manufacturer. There's nothing inherently wrong with that, but it means their recommendations will always be shaped by their commercial relationship with that manufacturer rather than by what's genuinely best for you.
True independence matters. An independent provider can recommend the right device from any manufacturer to suit your volumes, workflows, and budget. At Syncro, we operate on this basis — our advice is impartial.
Ask your provider directly: are you tied to a specific manufacturer? If yes, make sure you're not paying a premium for the privilege.
What does the SLA actually say?
Service Level Agreements vary enormously between providers. Before you renew, check:
- Response time versus fix time: A four-hour response sounds impressive. But does that mean an engineer arrives in four hours, or simply that someone acknowledges your call?
- First-time fix rate: How often do engineers resolve the issue on the first visit? Repeated call-outs are disruptive.
- Coverage hours: Is support available during your working hours?
- Remote monitoring: Does your provider proactively detect faults, or are you expected to notice the problem and call it in?
Syncro's MySyncro portal lets clients request an engineer in two clicks and track their technician's progress in real time. That transparency isn't standard — ask your current provider what visibility you actually have.
Are there hidden costs in the new contract?
Managed print contracts can contain charges not immediately obvious in the headline cost-per-page figure. Before signing, look for:
- Minimum volume commitments — and what happens if you print less than agreed
- Excess page charges — what rate applies when you go over your allowance?
- Hardware refresh terms — is equipment updated during the contract?
- Early exit penalties — what does it cost to leave if your circumstances change?
- Price escalation clauses — can costs be increased annually, and by how much?
Reputable providers will walk you through all of these openly. If a provider is reluctant to discuss exit terms or vague about escalation, treat that as a red flag.
What data and reporting will I receive?
A managed print service should give you better visibility into your print environment, not less. Ask specifically what management information you'll receive, how frequently, and in what format. Good reporting should include:
- Usage by device, department, and user
- Cost allocation by team or cost centre
- Environmental data (pages saved, carbon reduction)
- Recommendations for ongoing improvement
Syncro provides ongoing performance feedback and translates usage data into clear, actionable recommendations — not just raw numbers. We believe insight should be proactive, not passive.
Is this provider still the right fit for where we're going?
Your managed print provider should be a long-term partner, not just a vendor. Ask yourself:
- Are they proactive in bringing new ideas and efficiency improvements, or do they only appear at renewal time?
- Do they understand our business and its direction, or do we feel like just another account?
- Have they invested in their technology and service model, or are they offering the same solution as five years ago?
- Do we have a named account manager we can actually speak to?
The print industry has changed significantly in recent years. Cloud-based print management, serverless printing solutions like PaperCut Hive, and integrated analytics have transformed what's possible. If your current provider hasn't evolved, you may be paying for a service that's already out of date.
When it makes sense to switch providers
Switching managed print provider is less disruptive than many businesses expect. Common reasons businesses choose to switch include:
- Significant cost savings available from a competing proposal
- Poor service levels or slow engineer response from the current provider
- Lack of data and reporting visibility
- Technology that hasn't kept pace with business needs
- Inflexibility around contract terms or changing volumes
If any of these resonate, your renewal is the right moment to act. Bringing in a new provider at contract end is far simpler — and far less costly — than trying to exit mid-contract.
Your print contract renewal is the right moment to ask better questions.
Syncro offers a free, independent second opinion on your current arrangement. We'll review your contract, assess your spend, and show you clearly what we'd do differently.
Book a free contract review