Managed Print Services (MPS) have come a long way. What used to be a straightforward approach to outsourcing printers and toner has evolved into a strategic component of modern Information Technology (IT) and operations. Today, enterprises are not just looking for cost savings but also expect flexibility, environmental accountability, and seamless integration with hybrid‑workplace strategies.
In this post, we explore three key themes that are reshaping Managed Print Services delivery and pricing:
- The rapid rise of cloud-based print management
- The growing focus on device longevity
- The push toward sustainability
Reach out to discuss this topic in depth.
Cloud print management: Printing without boundaries (or servers)
As more businesses adopt hybrid work models, the limitations of traditional on-premises, server-based print infrastructure have become increasingly apparent. IT teams have long been tasked with managing print servers, updating drivers, configuring queues, and resolving connectivity issues, all while supporting users across multiple locations.
That’s where cloud-based print management comes in. Over the last few years, there has been a strong shift toward serverless printing platforms that provide centralized queue control, secure job routing, remote monitoring, and seamless driver updates.
Eliminating on-premises print servers significantly reduces hardware and maintenance costs. Centralized management ensures consistent print policies across locations, and employees can print from any authorized device, no matter where they are. Most importantly, cloud-based platforms offer real-time analytics and dashboards, giving IT and operations teams the visibility they need to optimize usage and control costs.
Leading providers like HP, Lexmark, and Xerox now offer cloud-native print platforms as a core part of their MPS offering. The result? Higher availability, better scalability, and a more flexible pricing model that aligns with how businesses operate today.
Device longevity: Rethinking the refresh cycle
It wasn’t long ago that most enterprises planned to refresh their printers every three to five years. But today, that mindset is changing. Faced with tighter IT budgets and rising sustainability expectations, companies are now asking: “Do we really need to replace this printer yet?”
In fact, our research suggests that device longevity is a top consideration when selecting new printers. Some enterprises are extending their refresh cycles to seven years or more.
This shift brings real benefits. Extending the life of existing devices means fewer new purchases, which helps reduce capital expenditure and lowers the financial and environmental impact of manufacturing and shipping. It also means less e‑waste.
There’s also a growing interest in remanufactured and refurbished printers, especially when they come with warranties and full-service support. In response to this trend, Managed Print Services vendors are offering extended warranties, predictive maintenance, and component-level repairs to keep older devices running efficiently for longer.
Sustainability: Printing with a purpose
Sustainability is no longer a secondary benefit of Managed Print Services, it’s a central value driver. Enterprises are under increasing pressure to demonstrate progress toward Environmental, Social and Governance (ESG) goals, and the print environment is a visible, measurable place to start.
Clients now expect their Managed Print Services provider to help reduce their environmental impact in tangible ways. That includes strategies like default duplex printing, minimizing color usage, and replacing paper workflows with digital alternatives such as scan-to-cloud or e-signature processes.
Energy efficiency is also in focus. Businesses are choosing “Energy Star” certified devices, activating eco-modes, and monitoring power usage as part of their print optimization strategy. And when it comes to consumables, many are adopting recycling programs for toner cartridges, maintenance kits, and other supplies.
Modern Managed Print Services platforms have now started providing sustainability dashboards that translate print behavior into meaningful metrics like pages saved, trees conserved, or carbon avoided. These insights are not just useful for IT teams, but also valuable for sustainability and compliance reporting.
The new economics of Managed Print Services
These emerging trends aren’t just changing how Managed Print Services is delivered, they’re also reshaping how it’s priced and contracted.
Traditionally, Managed Print Services pricing was centered around per device per month base fee, along with variable costs tied to print volumes (cost per page for black and white or color print). But as print infrastructure becomes more service-oriented and integrated with broader IT strategies, pricing models are evolving to reflect this shift.
- Cloud-based print management is introducing new pricing dynamics. Instead of paying for server infrastructure and management overheads, enterprises are subscribing to cloud-native platforms on a per user or per subscription basis. This model allows for greater scalability and aligns well with hybrid work environments where users print from multiple locations
- As enterprises extend device refresh cycles, the base cost of provisioning hardware over time is decreasing and they can amortize the capex better. Enterprises are negotiating longer device lifespans in their MPS contracts, which helps reduce overall Total Cost of Ownership (TCO) and leads to lower fixed monthly fees. Even when the enterprises are not raising this, Managed Print Services vendors are leveraging this lever to offer more competitive price points
- Sustainability optimization may reduce the variable price by reducing the number of pages printed but the inclusion of sustainability reporting and analytics dashboards may slightly increase the base price though these features are often bundled as value-added services
In summary, Managed Print Services pricing is becoming more flexible, user-centric, and value-based, focusing not just on print volumes, but on outcomes like scalability, sustainability, and operational efficiency.
Managed Print Services is no longer just about keeping printers up and running. It’s about enabling flexible, scalable, efficient, and responsible printing across a modern workplace. By embracing cloud platforms, extending device life, and embedding sustainability practices, enterprises can not only lower costs but also align their print environment with broader IT and ESG strategies.
- Rapid adoption of cloud-based print management – Cloud print services reduce the IT burden of maintaining print servers and drivers, offering high availability and scalability. Providers now routinely offer serverless printing and cloud-based print management platforms, along with remote monitoring capabilities. This enables easier driver updates, centralized queue management, and universal print access, which is especially valuable as employees print from various locations. Many organizations have adopted “cloud print” strategies to reduce costs and increase efficiency and control. For example, cloud-based MPS can eliminate or consolidate on-premises print servers (reducing hardware and maintenance costs) and provide usage analytics via dashboards
- Longevity and serviceability – Businesses are looking to extend device lifecycles and even consider remanufactured/refurbished devices to reduce costs and e-waste. In fact, about one-third of IT decision-makers now say device longevity is a key factor when choosing printers, indicating that the standard three– to 5-year refresh cycle is being challenged
- Sustainability and environmental practices – reducing the environmental impact of printing is now cited as a key benefit of MPS. Organizations also want to see how MPS helps them meet corporate social responsibility goals. Initiatives include paper waste reduction strategies, enabling energy efficiency of MPS devices, and consumables recycling and waste management programs
If you found this blog interesting, check out our Outsourcing In The Middle East: Shifting From Resistance To Opportunity | Blog – Everest Group, which delves deeper into the ever-evolving outsourcing landscape.
If you have any questions or want to discuss Managed Print Services in more depth, please contact Vaibhav Jain ([email protected]) and Prahadeesh S ([email protected]).
