What is a managed print service? A plain-English guide for UK businesses
Managed Print
Published by Syncro Group · 7 min read
If you've come across the term managed print service and found yourself wondering what it actually means in practice, you're not alone. It's one of those phrases that sounds technical but turns out to be a fairly straightforward idea — and for many UK businesses, understanding it properly can unlock some meaningful savings.
This guide explains what a managed print service is, what's typically included, how contracts tend to work, and the questions worth asking before you sign anything.
A print audit reveals the true cost of your current setup
So, what is a managed print service?
A managed print service (often shortened to MPS) is when a business hands over the day-to-day responsibility of managing its printers and photocopiers to an outside provider. That provider takes care of the equipment, the consumables, the maintenance, and often the software that monitors how everything is being used.
Think of it like outsourcing your IT support — but specifically for your print environment. Instead of your team chasing down toner orders, calling engineers when something breaks, or trying to figure out why the copier is jamming again, all of that gets handled by someone else.
The core idea: one monthly cost covers your hardware, your support, your supplies, and your printing — all managed on your behalf.
What does a managed print service actually include?
The exact scope varies by provider, but a well-structured managed print service will typically cover:
- Hardware: The printers, multifunction devices (MFDs), and photocopiers your business needs. Usually included within your agreement rather than purchased outright.
- Consumables: Toner and ink cartridges are monitored remotely and automatically replenished before you run out. No more emergency trips to the office supplies shop.
- Maintenance and repair: When something goes wrong, your provider sends an engineer. Response times and service levels should be clearly defined in your contract.
- Print monitoring software: Tracks usage across your whole fleet — who's printing what, colour versus mono, which devices are used most. This data drives smarter decisions.
- Regular performance reviews: A good provider won't just set things up and disappear. They'll provide ongoing reporting and recommendations.
Some providers, like Syncro, also offer a client portal — in Syncro's case, the MySyncro app — which gives you direct visibility into billing, contracts, usage data, and engineer updates all in one place.
How do managed print contracts work?
Most managed print agreements are structured around a cost-per-page model. Rather than paying for printers, toner, and maintenance separately, you pay a fixed rate per page printed. This predictability is one of the reasons businesses find MPS appealing — no surprise toner bills or unexpected repair invoices.
Contracts typically run for three to five years, though flexible arrangements do exist. Key things to check before signing:
- What happens if your print volumes change significantly?
- Are there minimum page commitments, and what are the penalties if you fall short?
- Is the hardware refreshed during the contract term?
- How are price increases handled?
At Syncro, we take an independent and impartial approach — meaning we recommend equipment based on what genuinely suits your business, not based on which manufacturer pays us the most to push their kit.
Is a managed print service right for every business?
MPS works well for organisations of most sizes, but it tends to deliver the most value when:
- You have multiple printers or devices: The more complex your print environment, the more time and money you save by centralising management.
- Print costs feel hard to track: If nobody knows what your business spends on printing each month, that's a strong signal that visibility — and savings — are available.
- Your IT team is spending time on printer issues: Print support tickets are a genuine drain on IT resource. Outsourcing this removes that burden entirely.
- You're approaching a contract renewal: The ideal moment to reassess whether you're getting good value.
What makes a good managed print provider?
Not all providers are the same, and the market has its fair share of inflexible contracts and opaque pricing. When evaluating options, look for:
- Genuine independence — are they tied to one manufacturer, or do they recommend based on your needs?
- Clear, transparent pricing with no hidden charges
- Proactive monitoring and automatic consumables replenishment
- Regular reporting and performance data, not just reactive support
- A demonstrable track record — case studies, reviews, references
- Fast engineer response times with defined SLAs
Syncro holds a 5-star Google rating and works with over 1,000 businesses across the UK. Our MySyncro portal gives clients real-time visibility into their print environment — something most providers simply don't offer.
How much does a managed print service cost?
Pricing depends on the number of devices, print volumes, the type of equipment involved, and the level of service required. Most businesses find that moving to a managed print service reduces their overall print spend — industry figures consistently point to savings of between 20 and 30 per cent compared with unmanaged print environments.
The most accurate way to understand the cost is through a print audit, where a provider reviews your current setup and provides a detailed cost comparison. This should always be free of charge.
Ready to find out what managed print could look like for your business?
Book a free, no-obligation print audit with Syncro. We'll review your current setup and give you a clear picture of what's possible.
Book a free print auditFrequently asked questions
What's the difference between a managed print service and just leasing a printer?
Leasing gives you hardware on finance. MPS goes much further — hardware, software, consumables, maintenance, monitoring, and support under one monthly arrangement. You're not just getting equipment; you're getting a fully managed solution.
Can I move to managed print if I already have printers?
Yes. Most providers can take on your existing devices or replace them with newer equipment. A good provider will assess your current fleet and recommend the most cost-effective path forward.
How long does it take to set up a managed print service?
For most businesses, the transition is straightforward and completed with minimal disruption. Syncro works to ensure there's no downtime during the switchover.
What if I want to change providers?
This is an important question to ask upfront. Make sure you understand the exit terms in your contract before you sign. Reputable providers will be transparent about this from the start.