How to Choose the Right Managed Print Services Provider

Choosing the right managed print services provider means finding a partner that aligns with your IT strategy, improves security, lowers costs, and scales with your business. Look for expertise, transparent pricing, workflow integration, and sustainability-focused managed print solutions.

Managed Print Services (MPS) help your teams, processes, and technology work together smoothly. Outsourcing all print services frees up time, speeds up work, and helps avoid expensive equipment problems. This allows your company to use its resources and staff for more critical tasks.

However, before you can enjoy these benefits, you must select the right MPS partner. This guide will walk you through the factors to look for in an enterprise-level managed print services provider. Let’s begin.

Why the Right MPS Provider Matters

Selecting the right managed print services provider is crucial for companies relying on efficient document workflows. A trusted partner can improve your print setup, reduce downtime, and help your business performance. 

With a weak provider, however, you might face integration headaches, recurring downtime, and less control. This can slow down your work, frustrate your team, and increase costs.

For enterprises, the ideal managed print services provider is a long-term partner that supports your IT strategy, meets compliance standards, and helps you achieve your sustainability goals.

Key Factors When Choosing an MPS Provider

The right managed print services provider streamlines your workflows, cuts costs, improves document security, and helps your teams work better. Here’s what to look for when choosing print management services providers.

1. Industry Experience and Expertise

Every sector faces unique printing challenges. For example, healthcare demands compliance, finance needs audit trails, while education requires scalability. Your MPS partner should be familiar with your industry’s specific needs and roadblocks, so they can provide you with tailored solutions.

Choose an MPS partner with proven success across regulated industries. Integr8’s expertise in enterprise deployments ensures your fleet is optimized for performance, not just installed and forgotten.

2. Comprehensive Managed Print Solutions

A strong partner for managed print services offers a complete package. This should cover document workflows, IT support, automation processes, and supply management, among others.

Look for end-to-end service, not piecemeal support. A comprehensive MPS program includes:

• Fleet assessment and optimization
• Hardware and software integration
• Predictive maintenance
• Print analytics and reporting
• Document digitization and workflow automation
  

Integr8 provides holistic print lifecycle management, from configuration to tracking performance over time. We guide you through every step of managing your print infrastructure.

Image source: Canva

3. Security and Compliance Controls

Your print systems handle sensitive information every day, making them a key part of your company’s security posture. You need robust security safeguards to protect your data from unauthorized access and cyber threats. 

Without proper protection, you could face data theft, lose customer trust, and suffer long-term damage to your reputation or finances.

Ensure your MPS provider offers the following data security services:

• Secure pull-printing
• Role-based access
• Encrypted data transmission
• Audit-ready logging
  

Integr8 enforces enterprise-grade security standards to protect your confidential information across all devices. Rest assured that your data is safe from malicious actors, inside or outside your organization.

Learn more: What is a Managed Cyber Security Service Provider?

4. Cloud and Workflow Integration

Cloud printing and document routing let your employees print from anywhere, whether they’re in the office or working from home. Your MPS partner should support both on-site and remote workers.

An MPS partner should integrate seamlessly with Microsoft Universal Print, Google Workspace, or your own enterprise software.

5. Transparent Cost Management

Knowing your printing costs up front is a big part of MPS value. Clear pricing helps your company plan budgets and avoid surprise expenses.

Ask potential MPS providers about the following to gauge transparency:

• Flat-rate or per-page billing
• Cost allocation by department
• Supply automation
  

Integr8’s transparent reporting shows exactly how your spending leads to real results and measurable ROI, helping you meet your budget and cost reduction goals.

6. Scalability and Flexibility

As your print needs evolve, your MPS partner should be able to adapt. The right partner should scale their enterprise-level managed print services with you, from a few devices to a multinational fleet. This way, your print infrastructure grows without adding complexity or manual overhead.

Integr8’s modular deployment model adapts to expansion, consolidation, and shifting IT priorities without downtime. We ensure your print operations stay aligned with business growth, no matter the scale.

7. Advanced Analytics and Reporting

Visibility drives accountability. With analytic reports and data, you can anticipate printing needs, address inefficiencies early, and make data-driven decisions before they snowball into costly problems.

An enterprise-level MPS provider should deliver intuitive dashboards giving you a clear view of your entire print ecosystem:

• Print volumes
• Print usage
• Device health and uptime metrics
• Cost per user or device
• Environmental impact
  

Integr8’s analytics suite empowers decision-makers to benchmark performance and continuously optimize operations. 

8. Sustainability and ESG Alignment

Eco-efficient printing isn’t just for show; it’s a smart business policy. Your provider should help you meet your sustainability goals with energy-efficient devices and eco-friendly workflows.

Choose a managed print provider committed to sustainability through:

• ENERGY STAR® certified hardware
• Default duplex (double-sided) printing
• Digital alternatives to reduce paper use
• ESG (Environmental, Social, Governance) reporting integration
  

Integr8 helps you reduce energy consumption and paper waste while supporting corporate social responsibility goals. We can help you turn eco-efficiency into measurable business value.

Image source: Canva

9. Service Level Agreements (SLAs)

Reliable service starts with accountability. Your partner for managed print services should clearly define expectations in a service level agreement (SLA) and uphold them. This lets you hold them accountable in cases of poor, unreliable service and avoid costly downtime.

A strong SLA outlines:

• Uptime guarantees to keep your print operations running smoothly
• Response times for rapid issue resolution
• Maintenance schedules to prevent disruptions
• Escalation protocols for critical situations
  

With Integr8’s SLA-backed support, you get steady, reliable service you can count on. This gives you peace of mind about your print setup. 

10. Partnership and Ongoing Support

Technology changes, but professional relationships endure. The best MPS providers act as consultative partners who anticipate and continuously meet your evolving needs.

Integr8’s dedicated account managers deliver ongoing support through quarterly reviews, print fleet updates, and proactive recommendations to assist in your digital transformation.

What are the Benefits of Partnering with an Enterprise-Level MPS Provider?

Working with a scalable partner unlocks enterprise-grade managed print services benefits:

• Centralized fleet monitoring for complete visibility and control
• Predictive maintenance and automated supplies to cut downtime
• Secure mobile and cloud printing for hybrid and remote workforces
• Lower total cost of ownership through optimized operations
• Data-driven performance insights to guide strategic operations.
  

Integr8 delivers these outcomes through a client-first approach, combining cutting-edge technology with accountability. We ensure your enterprise print environment stays future-ready.

Questions To Ask Before Signing an MPS Agreement

Have you chosen a managed print services provider? Ask these questions to assess your potential partner with these questions and see if their services match your expectations.

1. How will you integrate with our IT systems?
2. What analytics and reporting tools do you provide?
3. How quickly do you respond to service requests?
4. Can you support multi-site deployments?
5. How do you measure sustainability impact?
   

These questions reveal whether a provider can deliver measurable, scalable value and provide you with tailored solutions.

Why Integr8 Leads the Market

Integr8 stands out through enterprise specialization, delivering managed print services designed to optimize every aspect of your company’s print operations:

• Certified partnerships with HP, Canon, Brother, and Epson 
• North American deployment and support network 
• Transparent pricing models
• Compliance-ready reporting and sustainability metrics
  

From onboarding to optimization, Integr8 ensures your print environment remains efficient through centralized monitoring, secure with advanced access controls, and future-ready with scalable, cloud-integrated workflows. 

Key Takeaways

• Choose a managed print services provider that prioritizes security, scalability, and transparent pricing.
  
  
• Look for comprehensive managed print solutions with analytics, sustainability features, and flexible SLAs.
  
  
• Consider providers with proven industry expertise and cloud integration capabilities.
  
  
• Evaluate their service level agreements, environmental strategies, and analytics platforms.
  
  
• The right partner for managed print services delivers long-term cost savings, security, and operational efficiency.

• Integr8’s Managed Print Services deliver measurable cost savings, visibility, and control.
  

FAQs

Enterprise-level Managed Print Services Made Better with Integr8

Partner with Integr8 for smarter, scalable print management. We simplify complex print environments, empowering your workforce to reduce errors, improve automated processes, and enhance business outcomes. Our enterprise-level Managed Print Services integrate data, security, and sustainability, allowing your organization to focus on growth.

Lead your company to growth. Contact us today to learn how we can enhance your office.