We know what it’s like when small businesses purchase a new printer. You’re in urgent need of a replacement or an extra device, and there’s no time to waste – so you head straight to your go-to website or local store to pick up the first machine in your budget. But before you panic buy, take a moment to look at an alternative approach: a managed print service.

In this article, we’ll take you through all the things you need to consider before investing in a new printer. By the time you’ve finished scrolling, you have all the information you need to answer the question: should I buy a printer with a managed print service?

A printer may appear to be a fairly straightforward, one-off purchase – but in actual fact, it’s a long-term commitment that could incur additional costs and hassle throughout its lifetime. There are all the consumables you need to keep it running, integration with your existing setup and the professional support you might need if you experience any technical issues. Look further down the line, and you might find yourself reevaluating an ‘easy’ purchase decision when the realities of long-term ownership come to light.

So, what’s the alternative? A subscription-based or managed print service. This is defined by the IDC as a “consumption-based model for a single device or group of devices, based on a pre-configured usage model.” The service can also include any combination of print hardware, monthly pages, supplies and maintenance – and in the case of Managed Print Service, also comprises up-front assessment and ongoing optimisation of the print environment.

Put simply, a managed print service means automatic delivery of ink and toner before you run out, long-term tech support and so many more benefits to save you time, hassle and money in the long run. Despite this, the majority of small businesses don’t have a managed print service in place – but many wish they did. According to IDC research, more than half of European companies with under 500 employees have opted for subscription-based agreements, and even more would prefer a service that included assessment and optimisation.

1. Restocking with the right ink and toner

Picture the scene: it’s a busy day in the office and you have an ever-growing to-do list – starting with a big print job. That’s when the printer runs out of ink or toner. If you’ve bought a printer in the traditional way, you have no choice but to dash to the nearest office supply store to pick up a new one, only to discover that it’s the wrong cartridge for your machine. And all the while, the do-to list is getting even longer.

This scenario goes a long way to explaining why 60% of companies with 1-9 employees say they would prefer a subscription-based service (IDC) – because of benefits such as delivery of essentials like inks and toners. And it’s a problem shared by home users too:

In a business setting, all the wasted time of incorrect purchases really adds up – as does this cost. But with a managed print service, you’re automatically sent ink and toner based on your print usage, so you’ll never lose time on purchasing errands or return with the wrong cartridge. Plus, it helps boost your sustainability credentials.

No incorrect cartridges or overbuying means much less waste – and with Brother, you can simply return your used cartridges to us for free and we’ll take care of the recycling or remanufacturing. It’s one less thing to worry about, leaving you to deal with the more important aspects of running your business.

2. The hidden costs of printer purchasing

It’s not just incorrect ink or toner cartridge purchases that can lead to unexpected printer costs – overspending on supplies can be an issue. Many businesses place regular, recurring orders for supplies to make sure they’re always print-ready, but over time, this can mean they end up spending more on cartridges than they need to. And if something breaks, this can be even more expensive. When you factor in the charge for ad-hoc device fixes, hidden costs start to add up. With a managed print service, you’ll lock in a fixed, often discounted supplies price from a trusted supplier – so you’ll never waste time looking for the right cartridge at the lowest price.

What’s worse, if you just purchase a printer outright, you’re left to figure out all of the above on your own. But with MPS Essential from Brother there are never any nasty surprises. You can keep constant track of your usage, and we’ll send supplies before you run out - so there’s no risk of unnecessary orders. Plus, repairs and maintenance are included – your machine is under a warranty for the length of your contract. Having easy access to support like this extends the lifespan of your machine, so you can think of an MPS printer as the last new printer you’ll ever need.

How does a managed print service help you save?

• 30-40% cost saving
• Maintenance included
• Save time by focusing on your business, not your printer

When viewed like this, managed print services are much more efficient – in terms of maintenance and management. If you ever need to make any changes to your service, simply log into your dedicated customer portal and update in minutes.

3. Support with technical issues

Tech downtime is one of the biggest threats to productivity – 72% of IT Decision Makers agree that IT is responsible for driving overall business efficiency*. So when your company relies on documentation, a broken printer means you stop working too.

With an off-the-shelf printer purchase, you’ll most likely have to try and troubleshoot yourself with some confusing online searches – or try and find an expert. This takes time, and you can’t afford to wait for the problem to be fixed. But with MPS, it couldn’t be easier to get help from your service provider when you need it. You can rest assured there’ll be a Brother expert at the end of the line to help – 98% of issues are resolved over the phone. This level of support is one of the key reasons 97% of MPS customers are still with Brother after 5 years.

4. Remote printer management

So many businesses are operating remotely or with a hybrid setup, which can make printing more complicated. You might find you need to manage hardware across several sites and monitor the additional usage that comes with this – which takes a lot of time and effort if you’re buying printers ad-hoc. You’re often left with multiple devices and little knowledge of how efficient or costly they are, which can be difficult to handle.

A service like MPS facilitates simple management of as many printers as you need, with the customer portal allowing you to track the key stats of each one.

A managed print service keeps track of:

• Device performance
• Device usage
• Device status to avoid downtime
  
  

5. Scalability across your organisation

Even if you’re only using one printer now, it doesn’t mean you always will be. Many small businesses have big ambitions for growth, so there could be a time when you need multiple printers in various locations. Brother’s Managed Print Service adapts with your business, scaling up to provide the supplies, devices and maintenance support your company needs as it expands. Free tools and features also allow you to easily export settings from one device to all the other devices covered by your managed print service. With every printer included under the same service, it couldn’t be easier to expand across additional sites or printing locations.

6. Ease of sign-up

If you’re interested in a managed print service but are put off by a time-consuming onboarding process, rest assured that this isn’t as complicated as you might think. Once you’ve got in touch, the actual sign-up process is quick and simple - and there’s complete clarity over everything included in your contract. You can even choose from a fixed plan with a set number of pages, or the option to pay as you print. It’s an investment in simplicity, with the little extra time at the beginning delivering valuable benefits for the long-term.

Automatic supplies, cost efficiency, remote management, reliable tech support and easy sign-up all make printing simple. And when you choose MPS from Brother, you’ll receive professional-standard printers featuring the latest technology – perfectly suited to small businesses like yours.

Should you buy your printer or sign up for a service?

So before you purchase your next printer, be sure to consider a managed print service. If you’d like to know more about all the benefits and everything included, just click here to visit the dedicated MPS page. Or for more guidance on how MPS can help small businesses in particular, take a look at this interview with Brother Print Expert, Phil White.

Ready to get started with a managed print service? Complete the contact form and a member of the Brother team will be in touch.

^{* Brother ITDM survey, conducted by Savanta}