Managed Print Services vs Buying a Printer: Which Option Is Better?

Choosing the right printing solution is important for any business. Many companies ask: Should we buy a printer or use Managed Print Services (MPS)?

This guide explains both options in simple terms so you can make the right decision based on your needs, budget, and printing volume.

What Is Managed Print Services (MPS)?

Managed Print Services is a service where a provider manages your entire printing setup.

This includes:

• Providing printers
• Supplying toner and parts
• Maintenance and repairs
• Monitoring usage and costs

Companies like Xerox and Kyocera offer MPS solutions designed for businesses that want less hassle and predictable costs.

Key Benefit

You don’t have to worry about printer problems. Everything is handled for you.

What Does It Mean to Buy a Printer?

Buying a printer means you own the machine and manage everything yourself.

This includes:

• Buying the printer
• Purchasing toner and parts
• Handling repairs and maintenance
• Managing usage and costs

Businesses often choose high-performance printers like Kyocera TASKalfa or Xerox AltaLink when they want full control.

Managed Print Services vs Buying a Printer: Key Differences

1. Cost Structure

Managed Print Services

• Monthly or fixed cost
• Includes maintenance and supplies
• Easy to budget

Buying a Printer

• High upfront cost
• Ongoing expenses for toner and repairs
• Costs can vary

Best for:
MPS is better for predictable costs. Buying is better if you want to avoid monthly payments.

2. Maintenance and Support

Managed Print Services

• Full support included
• Quick repairs and replacements
• Less downtime

Buying a Printer

• You manage repairs
• Extra cost for service calls
• Possible delays

Best for:
MPS is ideal for businesses that want peace of mind.

3. Control and Flexibility

Managed Print Services

• Limited control over equipment
• Managed by provider

Buying a Printer

• Full control over usage and setup
• Choose your own devices

Best for:
Buying is better if you want full control over your printing system.

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4. Scalability

Managed Print Services

• Easy to scale as your business grows
• Add or upgrade devices quickly

Buying a Printer

• You need to buy new machines for expansion
• More planning required

Best for:
MPS works better for growing businesses.

5. Technology and Features

Modern printers from Kyocera and Xerox offer:

• Cloud printing
• Mobile printing
• Advanced security
• High-speed performance

With MPS, you often get access to the latest technology without buying new machines.

When Should You Choose Managed Print Services?

Managed Print Services is the right choice if:

• You print a high volume every month
• You want predictable costs
• You don’t have an IT team
• You want to avoid maintenance issues

It is commonly used by:

• Large offices
• Corporate teams
• Schools and healthcare organizations

When Should You Buy a Printer?

Buying a printer is better if:

• Your printing needs are low or moderate
• You want full ownership
• You prefer one-time investment
• You already have IT support

It is ideal for:

• Small businesses
• Startups
• Offices with simple printing needs

Cost Example: Simple Comparison

For a business printing 10,000 pages per month:

• MPS: Fixed monthly fee (includes toner, service, and support)
• Buying: Lower initial cost over time, but variable expenses

In many cases, MPS reduces hidden costs like downtime and repairs.

Which Option Is Better for Your Business?

There is no single answer. It depends on your goals.

• Choose Managed Print Services for convenience, support, and scalability
• Choose Buying a Printer for control and long-term ownership

For high-volume offices, MPS often provides better value. For smaller teams, buying a printer may be more cost-effective.

Frequently Asked Questions

1. Is Managed Print Services cheaper than buying a printer?

It can be cheaper for high-volume businesses because it includes maintenance and supplies in one fixed cost.

2. Can small businesses use Managed Print Services?

Yes, but it is usually more beneficial for medium and large businesses.

3. What is the main advantage of MPS?

The biggest advantage is convenience. You don’t have to manage anything.

4. Do I still own the printer with MPS?

No, the service provider owns and manages the equipment.

Final Thoughts

Choosing between Managed Print Services and buying a printer depends on your business size, budget, and printing needs. Both options have their benefits, but the right choice will help you save money, improve productivity, and reduce stress.

If you are not sure which option is best for your business, our team can help you choose the right solution.

Contact us today to get expert advice and explore the best printer options for your office.