Managed Print Services Providers: How to Choose the Right One

Managed print services providers help businesses gain control over one of the most overlooked operational costs in the office: printing, copying, scanning, supplies, printer service, and document output. For many organizations, print costs are spread across multiple vendors, devices, invoices, departments, and supply orders. That makes it difficult to know what the business is really spending or where waste is happening.

A toner order here. A service call there. A copier lease in one department. A desktop printer in another. Emergency supplies ordered at retail prices. Employees waiting for a printer that is down. Old devices that still work but cost too much to maintain. Before long, printing becomes more expensive and more frustrating than leadership realizes.

This is where managed print services providers can make a meaningful difference. A managed print program brings your print environment under one structured plan. Instead of reacting to printer problems, toner shortages, service delays, and unclear costs, your business gets visibility, support, reporting, and accountability.

For businesses in St. Louis, Columbia, the Metro East, Belleville, Edwardsville, Collinsville, and Southern Illinois, the right managed print provider can help reduce unnecessary print spending, improve device reliability, simplify supplies, support document security, and make office technology easier to manage.

This guide explains what managed print services providers actually do, why unmanaged print environments cost more than many businesses expect, what to look for in a provider, and which questions to ask before signing a managed print agreement.

Quick Answer: What Do Managed Print Services Providers Do?

Managed print services providers manage and support a business print environment so the organization can control costs, reduce downtime, improve device performance, and simplify printer support.

A full managed print program may include:

• Print environment assessment.
• Printer and copier fleet inventory.
• Device usage analysis.
• Fleet optimization recommendations.
• Remote monitoring of printer status.
• Automatic toner and supply replenishment.
• Service and repair support.
• Preventive maintenance.
• Consolidated billing.
• Print volume reporting.
• Security configuration support.
• Ongoing account reviews.

The goal is simple: make printing easier to manage. Your business should know which devices are being used, which are underused, where supplies are going, what printing really costs, and how to keep workflows moving with fewer interruptions.

Da-Com’s managed print services help Missouri businesses gain visibility and control over printing processes, reduce costs, and simplify print management.

Why Print Costs Are So Hard to Control

Printing is one of those expenses that often hides in plain sight. Most businesses know what they pay for a copier lease or a printer purchase, but they may not know the true cost of the entire print environment.

That total cost can include:

• Copier and printer leases.
• Desktop printers.
• Toner and ink.
• Paper.
• Service calls.
• Replacement parts.
• Maintenance kits.
• Employee time spent troubleshooting.
• IT time spent resolving print issues.
• Emergency supply orders.
• Wasted pages.
• Underused equipment.
• Old devices that cost too much to support.

Without reporting, these costs are difficult to see. A business may assume printing is under control because no single invoice looks alarming. But the combined cost across supplies, service, leases, downtime, and employee time can be much higher than expected.

Managed print services providers help businesses replace that guesswork with actual data. A print assessment can show which devices are used most, which devices are barely used, where volume is concentrated, which departments print heavily, and where equipment may not match the workflow.

That visibility is often the first step toward reducing waste.

What a Managed Print Assessment Should Include

A quality managed print program should begin with a print environment assessment. If a provider offers recommendations without first understanding your current environment, that is a warning sign.

A strong assessment should review:

• How many printers, copiers, and multifunction devices you have.
• Where devices are located.
• How old the equipment is.
• Which devices are used most often.
• Which devices are underused.
• Monthly print and copy volume.
• Color versus black-and-white usage.
• Scanning workflows.
• Supply ordering patterns.
• Service history.
• Device downtime.
• Network and security configuration.
• User needs by department.

The assessment should lead to a right-sized recommendation. That may mean replacing aging devices, consolidating printers, moving a multifunction device to a better location, reducing desktop printers, improving supply management, or creating a more predictable service plan.

The goal is not always fewer printers. The goal is the right mix of devices in the right places, supported by the right service model.

Managed Print Services Providers and Fleet Optimization

One of the most valuable things managed print services providers can do is optimize the printer fleet. Many businesses have too many devices, the wrong devices, or equipment that no longer fits how employees work.

Common fleet problems include:

• Too many small desktop printers.
• High-cost inkjet printers used for routine office work.
• Old copiers that require frequent service.
• Color devices used for unnecessary color output.
• Multifunction devices placed far from the departments that need them.
• Devices that do not support current scanning workflows.
• Departments ordering supplies separately.
• No clear standard for which devices should be replaced or retired.

Fleet optimization helps align equipment with actual usage. For example, a department that prints frequently may need a faster multifunction printer. A low-volume area may not need its own device. A team that scans documents all day may need a device with better scanning features, not simply faster print speed.

Da-Com’s office equipment solutions include copiers, printers, multifunction printers, wide format printers, and production printers for businesses that need reliable workplace technology and support.

How Proactive Monitoring Reduces Printer Downtime

Printer problems are especially frustrating because they often interrupt simple tasks. An employee needs to print a packet, scan a signed document, copy forms, or send paperwork to a customer. Then the device is out of toner, jammed, offline, or showing an error code.

Proactive monitoring helps reduce those surprises.

Managed print services providers can monitor devices for:

• Toner levels.
• Error messages.
• Device status.
• Service alerts.
• Usage patterns.
• Meter readings.
• Supply needs.
• Recurring issues.

That monitoring allows the provider to respond before a minor issue turns into downtime. Toner can be shipped before the device runs empty. A recurring error can be reviewed before it becomes a larger problem. Meter readings can be captured without manual reporting. Service trends can be used to decide whether a device should be repaired, replaced, or moved.

This is one of the biggest differences between a reactive printer environment and a managed one. In a reactive environment, users report problems after they happen. In a managed print environment, the provider can often see issues sooner and act before employees are stuck waiting.

Consolidated Billing Makes Print Costs Easier to Understand

Many businesses struggle to understand print costs because the expenses are scattered. A lease payment may go to one vendor. Toner may be ordered through another. Service may come from another. Paper may be purchased separately. Small desktop printers may have their own supplies. IT may spend time fixing problems that never appear on a print invoice.

Consolidated billing helps make print costs visible and easier to manage.

A managed print program may combine equipment, service, supplies, and reporting into a more predictable monthly structure. This gives leadership a clearer view of ongoing print costs and reduces the administrative burden of managing multiple vendors.

For office managers, controllers, and operations leaders, this can be one of the most practical benefits. Instead of tracking scattered purchases and surprise service expenses, the business can manage printing as a known operational category.

Clear billing also supports better decision-making. If print volume increases, the business can see it. If color costs rise, the trend becomes visible. If a department is using more output than expected, leadership can investigate and adjust.

Managed Print Services Providers and Document Security

Document security is one of the most important reasons to evaluate managed print services providers carefully. Printers and multifunction devices are not just office accessories. They are network-connected devices that may process, store, transmit, scan, print, and copy sensitive information.

Modern multifunction printers may include:

• Internal storage.
• Firmware.
• Network connectivity.
• User address books.
• Scan-to-email settings.
• Authentication features.
• Print logs.
• Stored jobs.
• Cloud or workflow integrations.

If these devices are not configured and maintained properly, they can create security risks. Default passwords, outdated firmware, unsecured scan settings, open address books, and unclaimed sensitive documents can all create exposure.

NIST’s small business information security guidance is written to help small businesses understand the fundamentals of protecting information, systems, and networks in non-technical language. You can review the resource here: NIST Small Business Information Security.

CISA explains that securing networks is a preventive measure in the fight against cybercrime and helps protect the information and operational processes that depend on IT systems and computer networks. You can review the resource here: CISA Securing Networks.

A strong managed print provider should help businesses think about printer security as part of the larger technology environment.

Secure Print Release and Sensitive Documents

Document-level security also matters. Even if the printer itself is secure, sensitive documents can still sit in output trays where the wrong person may see them.

Secure print release can help reduce that risk. With secure print release, a print job stays in the queue until the employee authenticates at the device. This helps prevent confidential documents from being printed and left unattended.

Secure print release can be useful for:

• Healthcare offices printing patient documents.
• Law firms printing client files.
• Financial teams printing reports.
• HR departments printing employee records.
• Schools printing student information.
• Government offices printing public records or internal forms.
• Any organization handling confidential information.

Other helpful security practices may include user authentication, firmware updates, hard drive overwrite or removal procedures, access controls, scan destination management, and employee training.

The FTC provides cybersecurity resources for small businesses and notes that businesses cannot afford to lose time, information, or money to cyberattacks. You can review the resource here: FTC Cybersecurity for Small Business.

Da-Com’s managed IT support helps businesses maintain, secure, and leverage technology, including cybersecurity, backup, business continuity, and strategic IT planning.

Energy Efficiency and Device Right-Sizing

Managed print is not only about cost and service. It can also support a more efficient office technology environment.

ENERGY STAR explains that certified imaging equipment criteria apply to printers, multifunction devices, mailing machines, scanners, and digital duplicators, with requirements related to efficient operation, duplexing capabilities, and power management features. You can review the resource here: ENERGY STAR imaging equipment.

Businesses can use managed print reporting to identify opportunities such as:

• Replacing old devices with more efficient equipment.
• Reducing unnecessary desktop printers.
• Encouraging duplex printing where appropriate.
• Consolidating underused devices.
• Reducing avoidable color printing.
• Moving high-volume print work to the right equipment.
• Reducing emergency supply orders.

These improvements may not happen all at once. But a managed print program gives the business the data needed to make smarter decisions over time.

What to Look for in a Managed Print Provider

Not all managed print services providers deliver the same level of support. Some offer a true print management program. Others mostly sell equipment, toner, or service contracts under a managed print label.

Before choosing a provider, look for:

Local Service Capability

Local support matters when a printer or copier goes down. A provider with technicians in your region can often respond faster than a distant support model.

A Real Assessment Process

A provider should review your current environment before recommending equipment or a service plan. Without assessment, the recommendation is likely generic.

Transparent Reporting

Reports should show print volume, usage trends, device performance, supply needs, and opportunities for improvement.

Supply Management

The provider should help keep toner and supplies available without overstocking closets or forcing employees to place last-minute orders.

Responsive Service

Ask about response times, escalation processes, remote troubleshooting, and on-site support.

Security Awareness

The provider should understand printer security, user authentication, secure print, firmware updates, and hard drive procedures.

Equipment Flexibility

A strong provider should have access to a range of printers, copiers, multifunction devices, wide format devices, and production equipment so recommendations can fit the business.

Questions to Ask Before Signing a Managed Print Agreement

Choosing between managed print services providers is a business decision that can affect costs, productivity, security, and daily workflows. Before signing, ask practical questions.

• Will you complete a full print assessment before making recommendations?
• What devices are included in the program?
• How are supplies monitored and delivered?
• Are toner, parts, labor, and service included?
• How are response times defined?
• Do you provide local technicians?
• What reporting will we receive?
• How often will we review the program?
• How do you handle printer hard drives when devices are removed?
• Do you support secure print release?
• How do you manage firmware updates and security settings?
• Can you support copiers, printers, wide format, and production devices?
• What happens if our print needs change during the agreement?

The answers should be clear. If a provider cannot explain how the program works, what is included, and how value is measured, continue asking questions before signing.

Why Local Managed Print Support Matters

For businesses in St. Louis, Columbia, the Metro East, Belleville, Edwardsville, Collinsville, and Southern Illinois, local managed print support can make the experience easier.

Local support can provide:

• Faster service response.
• Technicians who understand your environment.
• Direct accountability.
• Better communication.
• Stronger long-term relationships.
• Support across office equipment and print workflows.

When a printer goes down, employees are often not waiting for a future strategic report. They need help now. A local provider that knows your devices and your team can make downtime less frustrating.

Da-Com’s service and supplies page explains that Da-Com is committed to keeping office technology running at peak performance with service call and supply support.

Managed Print Services Providers vs. Basic Printer Service

Basic printer service usually focuses on fixing devices when they break. Managed print services providers take a broader view.

Both have a place, but businesses with multiple devices, recurring supply needs, security concerns, or unpredictable print costs often benefit from a more structured managed print program.

Frequently Asked Questions About Managed Print Services Providers

What are managed print services providers?

Managed print services providers are companies that monitor, manage, support, and optimize business print environments. They help with printers, copiers, supplies, service, reporting, security, and cost control.

How do managed print services reduce costs?

Managed print services reduce costs by identifying waste, right-sizing equipment, reducing unnecessary devices, improving supply management, lowering downtime, and providing reporting that helps businesses control print behavior.

Are managed print services only for large businesses?

No. Small and midsize businesses can also benefit, especially if they have multiple printers, unclear print costs, frequent supply issues, or employees spending too much time troubleshooting devices.

Do managed print services include toner?

Many managed print programs include toner and supplies, but coverage varies. Businesses should confirm what is included before signing an agreement.

Can managed print improve security?

Yes. Managed print can support printer security through firmware updates, secure print release, user authentication, hard drive procedures, access controls, and better management of network-connected devices.

How often should a managed print program be reviewed?

A managed print program should be reviewed regularly, often quarterly or semiannually, to evaluate usage, costs, device performance, and changing business needs.

What is the difference between managed print and managed IT?

Managed print focuses on printers, copiers, supplies, service, and print workflows. Managed IT focuses on broader technology support, cybersecurity, networks, devices, cloud services, and business continuity. The two services work well together because printers and copiers are part of the business technology environment.

Choose a Provider That Gives You Control

Managed print is not just about printers. It is about control.

Control over costs. Control over supplies. Control over downtime. Control over reporting. Control over security. Control over the equipment that supports daily office work.

The right managed print services providers should help your business move from reactive printer management to a structured program that supports productivity, cost visibility, and long-term planning.

If your organization is dealing with unclear print costs, recurring toner issues, slow service, too many devices, aging equipment, or security concerns around multifunction printers, it may be time to review your print environment.

To learn more about managed print services providers for your St. Louis, Columbia, Metro East, Belleville, Edwardsville, Collinsville, or Southern Illinois business, contact Da-Com today. Da-Com can assess your current print environment, identify cost reduction opportunities, recommend the right mix of devices, and build a managed print program that keeps your office moving.