What are Managed Print Services?
Managed Print Services, often called MPS, help businesses understand, control and improve the way they print, copy, scan and manage documents.
Managed Print Services, often shortened to MPS, are a structured way for businesses to manage their printers, photocopiers, scanners, toner, maintenance, print security and document workflows.
Instead of treating office printing as a collection of separate devices, suppliers, toner orders and support issues, Managed Print Services look at the whole print environment. The aim is to understand how your organisation prints, where money is being spent, which devices are being used, and where improvements can be made.
This guide explains what Managed Print Services are, what they normally include, how they can help reduce waste and why many businesses use them to improve print efficiency. If you are already looking for a provider, visit our Managed Print Services London page to learn how London Printer Rentals can help.
What are Managed Print Services?
Managed Print Services are the management, monitoring and optimisation of a company’s printing and document output. This can include office printers, multifunction photocopiers, scanners, desktop printers, high-volume devices, toner, maintenance, reporting and print management software.
The purpose of MPS is to give a business better visibility and control. Many organisations do not know exactly how much they spend on print, how many devices they really need, which departments print the most, or how much time staff lose dealing with printer problems.
A managed print approach helps answer those questions, then creates a more efficient setup around the needs of the business.
What does a Managed Print Service include?
The exact service depends on the provider and the needs of the organisation, but a typical Managed Print Service can include:
- A print audit or assessment of your current print setup.
- Reviewing printers, photocopiers, scanners and multifunction devices.
- Understanding print volumes, usage patterns and department-level demand.
- Identifying underused, overused or inefficient devices.
- Recommending the right mix of devices for the business.
- Remote printer monitoring and device alerts.
- Toner and consumables supply.
- Printer and photocopier maintenance support.
- Print management software, such as secure print release and reporting tools.
- Advice on reducing waste, unnecessary printing and energy use.
At its simplest, MPS is about making print easier to manage. At its best, it can improve cost control, staff productivity, document security and environmental performance.
Why do businesses use Managed Print Services?
Printing is often overlooked because it sits across different parts of a business. Finance may see the bills, IT may deal with technical issues, office managers may order toner, and staff may only notice the system when a printer stops working.
Managed Print Services bring these areas together so that print becomes easier to measure, support and improve.
- Cost control: Businesses can see where print costs come from and reduce unnecessary waste.
- Better productivity: Staff spend less time dealing with printer faults, toner shortages and inefficient devices.
- Improved visibility: Reporting can show print usage by device, department or location.
- More reliable support: Maintenance, supplies and service requests can be handled through a clearer process.
- Security improvements: Secure print release and user controls can help protect sensitive documents.
- Environmental benefits: Reducing unnecessary printing can help lower paper, toner and energy waste.
How does Managed Print Services work?
A Managed Print Service usually starts with an assessment. The provider reviews your current print infrastructure, including the number of devices, where they are located, how they are used, how much they cost to run and how often they need support.
From there, the provider can recommend a better print strategy. This may involve replacing older printers, reducing the number of desktop devices, moving work to more efficient multifunction printers, introducing secure print software, improving toner supply or adding remote monitoring.
Once the service is in place, the print environment can be monitored and reviewed over time. This helps the business keep control of costs and identify future improvements.
Managed Print Services vs printer leasing
Managed Print Services and printer leasing are closely related, but they are not the same thing.
| Option | Main purpose | Best suited to |
|---|---|---|
| Printer and photocopier leasing | Supplying print equipment over a longer-term agreement. | Businesses that need reliable printers or photocopiers with predictable monthly payments. |
| Printer and photocopier rental | Providing devices for short-term, temporary or flexible requirements. | Events, temporary offices, construction sites, pop-up teams and project-based setups. |
| Managed Print Services | Managing the wider print environment, including usage, support, toner, reporting, security and optimisation. | Organisations that want better control of print costs, devices, users and document workflows. |
A business may lease or rent devices as part of a wider managed print strategy, but MPS goes further than simply supplying equipment.
What is a print audit?
A print audit is a review of how an organisation currently prints, copies and scans. It can look at the number of devices, print volumes, running costs, toner usage, maintenance history, device locations and user behaviour.
The audit helps identify where print is costing more than it should. For example, a business may have too many small desktop printers, older devices with higher running costs, poor device placement, duplicated suppliers or very limited reporting.
The findings from a print audit are often used to create a more efficient managed print plan.
Print security and sustainability
Managed Print Services are not only about reducing costs. They can also help improve document security and reduce environmental waste.
Secure print release can help prevent confidential documents being left on printer trays. User controls and print rules can help reduce unnecessary colour printing, wasted pages and accidental print jobs. Reporting can also help a business understand where paper and toner are being used most heavily.
For organisations with compliance, confidentiality or sustainability goals, these controls can be a major reason to consider MPS.
Who needs Managed Print Services?
Managed Print Services can be useful for any organisation that depends on printing, copying or scanning but does not have clear control over its print environment.
- Growing offices with multiple printers and photocopiers.
- Businesses with high toner, paper or maintenance costs.
- Organisations with several departments, floors or locations.
- Schools, charities and public-facing organisations that need user controls.
- Legal, finance and professional services firms handling sensitive documents.
- Companies where IT teams spend too much time dealing with print issues.
- Businesses preparing to renew or replace a print or photocopier contract.
How to choose a Managed Print Services provider
A good provider should do more than simply supply printers. They should understand your current print environment, explain where improvements can be made and provide practical support after the service begins.
Before choosing a provider, ask whether they can:
- Carry out a proper print audit or assessment.
- Support different makes and models of printers and photocopiers.
- Recommend the right device mix for your users and print volumes.
- Provide toner, maintenance and repair support.
- Offer remote monitoring and proactive device management.
- Help with print security, user controls and reporting.
- Support print management software such as PaperCut.
- Explain how the service will be reviewed and improved over time.
Managed Print Services from London Printer Rentals
London Printer Rentals provides Managed Print Services for businesses that want to take better control of their office printing, copying, scanning, toner supply, maintenance and printer fleet performance.
Our service can support your organisation with print audits, device recommendations, printer and photocopier supply, remote management, toner support, repairs, PaperCut software and ongoing print optimisation.
To explore the service in more detail, visit our main Managed Print Services London page.
Optimise your document workflow with Managed Print Services
Related services
Managed print often works alongside printer rental, photocopier leasing, support and print management software.
About London Printer Rentals
London Printer Rentals is a leading provider of short-term and long-term printer and photocopier hire across London and the UK. We offer flexible, affordable rental and leasing solutions for businesses, schools, events, and charities—with maintenance, toner, and delivery included. Backed by our Gold Star Service, eco-friendly practices, and a price match guarantee, we make printing hassle-free and cost-effective.
