Thinking About Switching Print Vendors? Why Managed Print Services Might Be the Smarter Move

If your office printers seem to be a constant source of frustration, you’re not alone. Many businesses reach a breaking point with their print vendors: whether it’s the endless toner orders, unreliable service calls, or confusing contracts that never seem to match the original quote. The natural solution seems simple: switch to another vendor.

But here’s the real question: will moving from one print vendor to another actually solve your challenges? Or will you just find yourself facing the same problems a year or two down the road?

Unlike traditional print vendors that focus primarily on selling or leasing devices, a Managed Print Services provider takes a bigger-picture approach, helping you gain control of costs, reduce downtime, and create a more secure, efficient print environment. If you’re considering making a change, it may be time to think beyond just switching vendors and start thinking about how Managed Print Services could better serve your business.

Why Businesses Consider Changing Print Vendors

Before diving into what makes MPS different, let’s look at the most common reasons businesses get fed up with their current vendors:

• Rising costs and unpredictable billing: Printers seem inexpensive at first, but vendors often lock companies into expensive supply contracts, charge hidden fees, or bundle services in confusing ways.
• Poor or inconsistent service: Waiting days for a technician to show up when a printer goes down can bring an entire department to a standstill.
• Limited visibility into usage: Many vendors provide equipment but don’t give insight into how much (or how inefficiently) you’re actually printing.
• Outdated equipment: You may be stuck with aging machines that don’t integrate with newer technologies, costing you more in maintenance.
• Lack of security support: With sensitive data passing through printers daily, relying on a vendor that doesn’t prioritize print security is risky.

These frustrations often push businesses to look for a new provider. But the problem is that most vendors operate the same way, so switching vendors often results in the same cycle repeating itself.

What to Consider Before Making a Switch

If you’re at the point of evaluating new providers, here’s what to weigh carefully before signing another vendor contract:

1. Contract terms and hidden fees
   Many print contracts are designed to favor the vendor, not the customer. Look for flexible agreements, predictable monthly billing, and clear explanations of what’s included.
2. Service response times
   Ask about guaranteed response times. If your team relies on printing for daily operations, downtime can cost more than the contract itself.
3. Support capabilities
   Does the provider simply respond when equipment breaks, or do they offer proactive maintenance and monitoring?
4. Scalability and flexibility
   As your business grows, so will your print needs. Your next provider should be able to adjust devices, workflows, and costs accordingly.
5. Technology and features
   Today’s printers do more than just print. Look for features like cloud printing, mobile access, and integration with document management systems.
6. Data security and compliance
   Printers can be entry points for cybercriminals. Ask potential providers about user authentication, encrypted print jobs, and compliance safeguards.

If you run through this list, you’ll find that most traditional vendors fall short in at least one or two areas. That’s where Managed Print Services shine.

Why Managed Print Services Is the Smarter Move

So, what makes Managed Print Services a better alternative to switching from one vendor to another?

1. Holistic management
   MPS providers manage your entire print fleet. They evaluate your environment, recommend devices that match your actual print volumes and workflows, and continually monitor usage to ensure you’re getting maximum value.
2. Cost control and predictability
   With MPS, you get visibility into exactly how much you’re printing and where waste occurs. This insight allows you to reduce unnecessary printing, optimize supply ordering, and enjoy predictable monthly billing.
3. Proactive service
   Instead of waiting until something breaks, MPS providers use remote monitoring tools to detect issues early. Supplies can be automatically replenished, and maintenance can be scheduled before downtime disrupts your team.
4. Enhanced security
   From user authentication to secure release printing and compliance reporting, MPS providers help protect sensitive data that flows through your devices every day.
5. Sustainability benefits
   Reducing paper waste, lowering energy consumption, and tracking environmental impact are all part of modern MPS programs. Vendors rarely provide this level of reporting or guidance.
6. Integration with modern technology
   MPS connects your print infrastructure with cloud services, document workflows, and mobile devices, something most vendors aren’t equipped to handle.

For Example:

• With a traditional vendor, your printer breaks, you file a service ticket, and your team waits until someone can show up.
• With MPS, the issue is flagged before it becomes critical, a part is shipped overnight, or a technician arrives with the right tools already in hand. Downtime is minimized, and your staff stays productive.

Real-World Scenarios Where MPS Delivers More Value

To make this even clearer, let’s look at situations where Managed Print Services add measurable value:

• Law firm under audit: An attorney’s office needs detailed reporting on who printed what and when. A print vendor can’t provide that level of accountability, but an MPS provider can.
• Healthcare office handling patient data: Security is non-negotiable. MPS integrates authentication and encrypted printing to keep patient records safe.
• Growing SMB: A small business is adding staff and opening a second office. With a traditional print vendor, this often means negotiating a new purchase or lease for additional devices and managing those contracts separately. With MPS, new devices can be added under the same service plan, giving the business one predictable agreement that scales as they grow.
• School district focused on sustainability: Tracking energy use and cutting paper waste is a priority. MPS provides the tools and reports to measure environmental impact, something a standard vendor contract won’t cover.

How to Evaluate If an MPS Provider Is Right for You

If you’re thinking about making the shift from vendor to MPS, here’s how to start the evaluation process:

1. Request a print assessment: This helps you understand your current usage, costs, and opportunities for savings.
2. Ask about monitoring and reporting: Look for providers that offer detailed analytics, cost tracking, and environmental reporting.
3. Review security measures: Make sure they provide solutions like secure pull printing, user authentication, and data encryption.
4. Check contract transparency: Predictable monthly billing without hidden fees is a hallmark of a strong MPS provider.
5. Look for scalability: Your provider should be able to grow with your business, adapting devices and services to your changing needs.

Make Your Next Move Count

If your current print vendor is no longer meeting your needs, making a change is inevitable. But before you sign another vendor contract, consider whether that move will truly solve your challenges, or just put you back in the same cycle.

Managed Print Services offer a smarter, more strategic solution. By managing your entire print environment, controlling costs, providing proactive service, improving security, and aligning with your technology goals, MPS goes far beyond what a traditional vendor can offer.

When it’s time to switch, don’t just replace one print vendor with another. Take the opportunity to rethink how your business approaches printing altogether and choose a partner that will help you achieve long-term efficiency, savings, and peace of mind.

About United Business Systems

United Business Systems specializes in simplifying the complexity and management of office technology solutions for over 7,800 organizations nationwide. Services include Managed Print, Document Management and IT Services. Products include MFPs, Copiers, Printers and Wide Format Printers. UBS’s headquarters is in Fairfield, NJ with branch offices in Moorestown, NJ, Manasquan, NJ and New York.For the latest industry trends and technology insights visit UBS’ main Blog page.