5 Reasons Why You Need Managed Print Services

Keeping up with your printers probably isn’t at the top of your to-do list. Maybe your toner always runs out at the worst time, or maybe you're tired of the IT team getting dragged into every minor printer hiccup.

You’re not alone. For most businesses, managing print equipment is more complicated than it needs to be. That’s where Managed Print Services (MPS) comes in.

At Strategic Technology Partners of Texas (STPT), we’ve helped hundreds of schools, healthcare networks, law offices, and local businesses streamline their printing setup through MPS and save money doing it. Whether you’re in charge of IT or the one constantly Googling "printer won’t print," this blog is for you.

We'll break down what MPS is, why it matters, and how it can actually make your day easier. (Yes, even if you work from home.)

What Are Managed Print Services?

Managed Print Services, or MPS, is a fancy way of saying your printing is outsourced to a team of experts. Instead of managing supplies, repairs, and costs in-house, your vendor takes care of everything: toner, service, monitoring, even security updates.

It’s like having a personal assistant for your printers.

With STPT, our MPS solution is called e-Valet, and it's designed to keep your devices running smoothly while giving you full visibility into how your print environment is performing.

Want the long version? Read: What Are Managed Print Services?

5 Reasons You Need Managed Print Services

Reason #1: Toner Shows Up Before You Run Out

No more emergency toner runs or awkward "uh, we can't print that right now" moments.

Our MPS includes automatic toner replenishment. Your devices are monitored in real-time, and when toner runs low, a replacement ships automatically to your office. It’s one less thing to worry about.

And because the toner is specific to your device, you won't have to guess whether it's the right fit (or explain to accounting why you ordered the wrong one again). It relieves the burden on the office manager or the person responsible for managing and ordering supplies.

Reason #2: 24/7 Device Monitoring & Support

Imagine if your printers could fix themselves. With MPS, that's kind of what happens.

Proactive device monitoring lets us detect issues before they become problems. Your devices are monitored 24/7 for any irregularities or malfunctions. In many cases, we can resolve minor errors remotely.

Most print vendors (like us) also offer service agreements that include on-site repair. So, if it's something more serious, our local technicians are dispatched with everything needed to get your device back up and running, usually within 24 to 48 hours.

Bonus: This also means your IT team doesn’t have to take on extra work as printer repair technicians.

Reason #3: Fewer Invoices, Fewer Headaches

If you’re managing a mix of printers, copiers, scanners, and supplies, chances are your billing is a mess.

With MPS, you get one invoice that covers all your devices, toner, and services. It simplifies your accounting and makes budgeting way easier. No more trying to piece together random receipts from three vendors and a mystery Amazon charge.

Reason #4: Free Up Your IT Team

Every minute your IT team spends fixing a jammed printer is a minute they’re not spending on more important projects.

Managed Print Services allows your IT staff to focus on what truly matters. You can manage all your equipment remotely, so your IT team doesn’t need to constantly visit every printer location. As mentioned earlier, with proactive device monitoring your printer identifies problems, many of which can be fixed remotely.

Plus, firmware updates can be configured to happen automatically, and usage data is collected and reported without any manual input.

It’s a win-win: your printers stay functional, and your tech team doesn’t hate them anymore.

Related: 6 Ways to Make Your Printing Processes Easier for Your IT Staff

Reason #5: You Can Finally Track What You Print

Do you know how much your business is printing? Most people don’t. And it adds up.

With the right MPS tools, you'll have access to real-time data showing who's printing, what they're printing, and how often. You can set print limits by department, restrict color printing, and flag wasteful behaviors.

Our e-Valet system has helped businesses reduce their printing costs by up to 30% just by tracking and managing usage more effectively.

BONUS: Better Print Security (Especially for Hybrid Teams)

Print security often gets overlooked until there's a breach. But it's more common than you think. In fact, 67% of organizations experienced a data loss related to unsecured printing in the past year, according to the 2024 Quocirca Print Security Landscape Report.

And it gets worse for hybrid teams. The same report shows that multivendor fleets and consumer-grade home printers are far more vulnerable. But here's the good news:

"Managed Print Services can help secure remote and home workers by providing centralized controls around non-standard or consumer-grade printers." – Quocirca

With MPS, your print security becomes consistent, whether people are in the office, working remotely, or hopping between both.

Related: Where Does Printing Fit In a Hybrid Workspace?

Want to See If You Need MPS? Start Here

Not sure if your print environment is out of control? Try our free print monitoring tool. It gives you visibility into all your devices and usage habits, so you can spot waste, uncover hidden costs, and decide if MPS is right for you. 

 

How to Get Started with MPS

If you think MPS might be right for your organization, the next step is easy:

Schedule a Free MPS Consultation with one of our print specialists. We'll assess your current print environment, understand your needs, and help you decide if e-Valet is a good fit.

Or, if you're still just browsing:

Check out: Is Managed Print Services Right for Your Business?

From Print Chaos to Print Clarity

Managed Print Services is not just about toner and tech support. It's about simplifying your workflow, boosting productivity, reducing waste, and protecting your data.

At STPT, we make MPS easy and approachable. Whether you're a small local business or a large school district, we tailor our services to what you actually need, not what you don't.

So if you're ready to take the chaos out of printing, let's talk.