Managed Print & Savings
MPS Savings Calculator
Estimate how much a managed print program could cut your spend.
Enter values to see your estimate.
Estimates only, not a quote.
Want your exact numbers? The calculator gives a ballpark. For exact numbers, this is the next step.
Managed print services (MPS) bundle your devices, toner, service, and monitoring into one per-page program. Most organizations don't know what they spend on print today. It's scattered across supply orders, break-fix calls, and staff time. This calculator pulls those pieces together into a current annual number, then applies the typical MPS reduction to show the savings range you might capture.
How it works
We total your annual print cost from four pieces: page clicks (mono and color volume × your cost per page), service, supplies, and the staff hours spent babysitting printers valued at a loaded wage. MPS programs typically cut that total by 20–30%, so the savings range is your current spend times that band. The hidden cost is almost always admin time and uncontrolled color.
What a managed print program actually changes
Print spend hides in a dozen places, which is why most organizations underestimate it. A managed print program consolidates those costs and attacks each one:
- Fewer, right-sized devices, replacing a fleet of cheap desktop units with a smaller number of efficient shared MFPs cuts both supplies and service.
- Program toner pricing, cost-per-page contracts replace retail cartridge prices, often the single biggest line.
- Color governance, default-to-mono rules and secure release stop expensive color and abandoned prints.
- Outsourced supplies and service, automatic toner replenishment and proactive service give staff their hours back.
A worked example
Take the default fleet above: 8 devices printing 12,000 mono and 4,000 color pages a month, at 1.5¢ and 8¢ per page, with $200/month service, $350/month supplies, and 10 staff hours a month at $28/hour. That totals about $15,960 a year, $6,000 in clicks, $2,400 service, $4,200 supplies, and $3,360 of staff time. At the typical 20–30% reduction, a managed program would save roughly $3,200–$4,800 a year. The admin-time line surprises people most: it's larger than service, and it disappears almost entirely under a good program.
Further reading Managed Print Services: Is It Worth It? — What it saves, when it pays off, and the contract traps.
Common questions
Where do MPS savings actually come from?
Consolidating to fewer, right-sized devices, switching to program toner pricing, putting color behind rules, and offloading service and supply ordering so staff stop managing print. The 20–30% band reflects those levers together.
Is the savings range a quote?
No, it's a ballpark from industry norms. Your real number depends on your fleet, volumes, and contracts. A free print assessment meters your actual devices to produce exact figures.
How long does a managed print contract usually run?
Most MPS agreements run 36 to 60 months, often aligned to the lease term on the devices. Shorter terms cost more per month; longer terms lock in pricing but reduce flexibility if your volume changes.
Will I have to replace all my printers?
Not necessarily. A good program keeps healthy devices and only swaps the ones that are oversized, undersized, or expensive to run. Consolidation usually means fewer devices overall, not all-new hardware.
What counts as the 'admin time' I should enter?
The hours your staff spend ordering toner, clearing jams, calling for service, and moving supplies between machines. For most small offices it's a few hours a week, easy to overlook and often the largest hidden cost.