For most US businesses printing 5,000+ pages/month with 2+ printers, managed print services costs 30–40% less than owning and managing printers independently, once you count toner, repairs, IT time, and downtime costs that most businesses never add up.
The majority of businesses in the USA purchase their printers and assume that is the economical alternative. The purchase price of the printer is $300 to $800, they buy toner when it runs out, and call a repair tech when something breaks. Simple enough.
But it’s not so easy. Which isn’t often the case, anyway.
This comparison provides the facts; how much managed print services costs your business versus how much it costs to own and manage your own printers; and you can make a sound business decision.
The Hidden Costs of Owning Your Own Printers
Most businesses will only be calculating the cost of their printers as toner. However, there are five different costs associated with owning and operating printers:
| Cost Category | What’s Included | Typical Monthly Cost (10-person office) |
|---|---|---|
| Toner and ink | Cartridge purchases, rush orders, overstocking | $80–$180/month |
| Repair and service calls | Technician fees, parts, on-site visits | $30–$80/month (average over 12 months) |
| IT staff time | Diagnosing, troubleshooting, calling vendors | $60–$120/month (2–4 hours at $30–$40/hr) |
| Printer downtime | Productivity lost when printer is unavailable | $50–$200/month (conservative estimate) |
| Hardware depreciation | Printer losing value; eventual replacement cost | $20–$50/month (amortized over 3–5 years) |
| TOTAL SELF-MANAGED | All categories combined | $240–$630/month |
IMPORTANT: Most businesses will only see the $80-$180 toner line. The remainder, $160-450 per month, is invisible — on IT timesheets, repair bills in various folders, and productivity losses that no one can measure.
The Real Cost of Managed Print Services
The cost of a MPS contract depends on the price of the toner and maintenance, repair, monitoring, and support of that one flat per page printed. Office of 10 people:
- Monthly print volume: approximately 4,000–6,000 pages
- MPS rate: $0.014–$0.022 per black-and-white page
- Total MPS cost: $56–$132/month for black-and-white printing
- Add color printing (10–15% of total volume at $0.07–$0.11/page): $28–$66/month
- Total MPS monthly cost for a 10-person office: $84–$198/month
Everything from toner, maintenance, repair, monitoring, helpdesk support to monthly reporting is included in that MPS cost. No hidden fees.
Side-by-Side Comparison — 20-Person Office
| Cost Item | Self-Managed (Monthly) | Managed Print Services (Monthly) |
|---|---|---|
| Toner and supplies | $180–$320 | Included |
| Repairs and maintenance | $50–$120 | Included |
| IT support time | $100–$200 | Included |
| Monitoring and alerts | $0 (none) | Included |
| Monthly reporting | $0 (none) | Included |
| Print security management | $0 (none) | Included |
| TOTAL | $330–$640/month | $150–$380/month |
| ANNUAL COST | $3,960–$7,680/year | $1,800–$4,560/year |
| POTENTIAL ANNUAL SAVINGS | — | $1,500–$3,500/year |
When Buying Your Own Printers Makes Sense
MPS is not a solution for all businesses. There are some cases where companies should have their own printers and printing system:
- You have only one printer and print fewer than 1,000 pages/month
- Your printing needs are unpredictable, or seasonal such that per page contracts are complex
- You currently have in-house IT personnel that are dedicated to managing your print infrastructure and have the time and skills to do it well.
If your business prints highly specialized media such as wide-format and specialty labels, then most MPS contracts will not cover it.
When Managed Print Services Wins
The money spent by MPS is considered to be soundly invested when:
- Currently, you use 2+ printers regularly.
- Your monthly print volume is 3,000 pages or more
- In the last 3 months, you have had some disruption related to printers
- In your business, someone is taking time to deal with printer issues.In your line of business, somebody is devoting time to printer issues.
- You cannot answer this question now: ‘What was the amount of money we spent on printing last month?
The Break-Even Point
The break-even point is when the MPS service is less costly than self-managed printing. This is approximately 2,500–3,000 pages per month and two or more printers (for most US small businesses).
A printer maintenance plan might be a better option than a complete MPS contract below 2500 pages/month and one printer.
2+ printers / >3000 pages/month: MPS is always cheaper.
Ovron Inc. offers a free print cost assessment for US small businesses.
We calculate your true monthly printing cost and compare it to what an MPS contract would cost.
We tell you honestly which option is better for your situation — even if it means recommending against MPS.
Frequently Asked Questions
The hardware purchase price of a printer is lower than an MPS contract. But total cost of ownership — including toner, repairs, IT time, and downtime — usually makes self-managed printing more expensive for businesses printing 3,000+ pages/month.
Yes. Ovron Inc can bring your existing HP, Canon, Brother, Epson, Xerox, or other brand printers under an MPS contract without requiring you to buy new hardware. We assess the condition of your current devices and include serviceable ones in the program.
You keep them. MPS manages the printers you have. If any devices are too old or unserviceable to include efficiently, we discuss options — but there is no requirement to replace hardware to start an MPS program.
MPS contracts typically run 12–36 months. At Ovron Inc, we offer 12-month contracts for new clients so you can evaluate the program before committing to a longer term.
Conclusion
At the end of the day, it’s not just about the price of the printer; it’s also the ink, maintenance, and downtime costs that quietly pile up. Small businesses often see more benefit from Managed Print Services since it helps manage costs, cuts down disruptions, and offers consistent monthly spending. To make a good decision, you need to think about your business size, how much you print, and what you need operationally. But first, understand the total cost of owning printers to choose wisely.
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