In this article, we break down key considerations, best practices, and practical tips to help businesses make informed decisions about their office technology and communication systems.
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.