When it comes to managing your office’s printing needs, you have two main options: handle everything in-house or partner with a Managed Print Services (MPS) provider.

Both approaches have pros and cons, and the best choice depends on your budget, resources, and long-term business goals.

What Are Managed Print Services (MPS)?

Managed Print Services involve outsourcing your print environment to a specialist who handles:

• Printer/copier leasing or supply

• Routine maintenance and repairs

• Toner and supply replenishment

• Print monitoring and cost control

• Workflow optimization and security

With MPS, you pay a predictable monthly fee that covers all of these services.

In-House Printing: How It Works

In-house printing means you own and manage your printers/copiers, purchase supplies as needed, and handle all maintenance internally—either by your IT staff or a third-party repair service when necessary.

Cost Comparison – MPS vs In-House Printing

Managed Print Services have low upfront costs, fixed monthly fees, included maintenance, automated supply restocking, and reduced downtime risk through proactive care. In-house printing requires high upfront equipment purchases, variable monthly costs, self-managed maintenance and supplies, and carries a higher risk of downtime due to reactive repairs.

Pros and Cons of Managed Print Services

Pros:

• Predictable costs

• Professional maintenance and faster repairs

• Automatic supply replenishment

• Improved print security and workflow efficiency

Cons:

• Monthly payment commitment

• Less control over vendor selection for supplies

Pros and Cons of In-House Printing

Pros:

• Full control over equipment and supplies

• No monthly service contracts

• Potential cost savings if usage is low and equipment is reliable

Cons:

• High upfront equipment costs

• Unpredictable repair and supply expenses

• Higher downtime risk without dedicated maintenance

Which Option Is Better for Your Business?

Choose Managed Print Services if you:

• Have high print volume

• Want predictable costs and less IT workload

• Need consistent performance with minimal downtime

Choose In-House Printing if you:

• Have low print volume

• Can manage maintenance internally

• Want full control over equipment and supplies
  

FAQs – MPS vs In-House Printing

• Is MPS always more expensive?
  Not necessarily—many businesses save money by reducing waste and downtime.

• Can I switch from in-house to MPS easily?
  Yes, most providers can transition you within a few weeks.

• Do MPS providers supply the printers?
  Many do, either through leasing or purchase options.

Conclusion & Next Steps

Both Managed Print Services and in-house printing have their place. The right choice depends on your print volume, budget, and internal resources.

📞 Need expert advice? Call (385) 281-8441 or request a free consultation from Elevated Group to find the printing strategy that best fits your business.