What Are Managed Print Services, and Are They Worth It for an Australian Small Business?

(2026 Buyer's Guide) Current as at June 2026. Any prices mentioned are provided as general market context only and do not constitute a Toshiba quotation.

The Short Answer

Managed Print Services (MPS) allow an Australian business to outsource the management of its printing environment—including hardware, consumables, maintenance and support—to a single provider under one agreement, usually based on a monthly fee or cost-per-page arrangement.

Instead of purchasing devices, ordering toner and managing repairs separately, the provider manages the entire print fleet on your behalf.

MPS is typically worthwhile when:

• Print costs are difficult to track or control.
• Staff spend time managing toner, maintenance requests and printer issues.
• You want predictable monthly budgeting instead of capital purchases and unexpected repair costs.

For organisations with a single low-volume device, a straightforward purchase or lease may be sufficient. Managed Print Services generally deliver the greatest value when multiple devices or multiple locations are involved.

What's Typically Included?

• Hardware: Multifunction printers and printers supplied under the agreement.
• Consumables: Toner and drums automatically supplied before they run out. Paper is usually excluded.
• Maintenance and support: Parts, labour and on-site servicing covered under a service-level agreement (SLA).
• Print management software: Secure print release, user controls, reporting and print policies.
• Fleet monitoring: Remote tracking of print volumes, consumable levels and device health.

Businesses typically pay either a cost-per-page rate or a fixed monthly fee covering a specified print volume. The objective is to replace multiple fragmented expenses with a single transparent cost.

As a general Australian market guide, mono printing commonly ranges from 1–3 cents per page, while colour printing typically ranges from 6–13 cents per page. A small business printing approximately 3,000 mono pages and 500 colour pages per month may spend between $120 and $180 per month all-inclusive, depending on device type, colour usage and service requirements.

The Benefits for Small and Medium Businesses

• Predictable costs: A single monthly expense simplifies budgeting and removes unexpected maintenance and consumable costs.
• Reduced administration: Automatic toner replenishment and proactive maintenance reduce workload and downtime.
• Greater visibility and control: Reporting helps identify who is printing, where costs occur and opportunities for savings.
• Built-in security: Features such as encryption, secure release printing and automatic job-data deletion help protect sensitive information.
• Right-sized fleet: Regular reviews ensure devices continue to match actual business requirements.

What to Look for in a Provider

• Local Australian support with clearly defined response times.
• Transparent billing with no hidden charges for scanning, finishing or minimum volumes.
• Comprehensive fleet software that provides detailed reporting and management tools.
• Strong security capabilities including encryption, secure release and user authentication.
• A genuine print assessment based on actual usage data before recommending a solution.

Questions Worth Asking Before You Sign

A quality provider should be able to clearly answer questions such as:

• What price increases can occur after the initial contract period?
• Are there early termination fees if business needs change?
• What happens to data stored on device hard drives when the agreement ends?
• Is the contract automatically renewed, and what notice period applies?

Strong answers typically include CPI-capped increases, reasonable notice periods of 30–60 days, certified data erasure at contract completion and renewal terms that require customer approval rather than automatic extension.

How to Get an Accurate Quote

A reliable MPS proposal begins with a print assessment. The provider reviews current devices, usage patterns and print volumes—preferably several months of meter readings—to recommend the most appropriate fleet and pricing structure.

To obtain an accurate quote, provide:

• Your monthly print volume.
• Your colour versus monochrome print ratio.
• Whether you require A3 printing or finishing options such as stapling and booklet-making.

These factors significantly affect pricing and determine whether an A4 or A3 solution is the most cost-effective option.

Where Toshiba Fits

Toshiba Australia provides Managed Print Services across the full e-STUDIO portfolio, from compact A4 devices through to high-volume departmental multifunction printers.

Services can include consumables, maintenance, support, PaperCut MF and e-BRIDGE software for secure printing, reporting and cloud-based workflows.

Because the same software platform and device family can scale from a single office to a national fleet, organisations can grow without having to replace their print management infrastructure.

A Toshiba print assessment can provide a no-obligation review of your current environment and compare managed print, lease and purchase options based on actual usage data.

Frequently Asked Questions

What is a Managed Print Service?

A Managed Print Service is an agreement under which a provider supplies and manages your printing environment, including hardware, toner, support, maintenance and software, usually for a predictable monthly fee.

What is included in a Managed Print agreement?

Most agreements include printers or multifunction devices, toner and drums, maintenance, labour, fleet monitoring and print management software. Paper is usually purchased separately.

How is Managed Print priced in Australia?

Managed Print is generally priced using either a cost-per-page model or a fixed monthly fee that includes a specified print volume. Pricing varies based on device type, print volume, colour usage and service requirements.

Is Managed Print worth it for a small business?

Managed Print Services are often most beneficial for businesses operating multiple devices or locations, or where print costs are difficult to manage. For organisations with a single low-volume printer, purchasing or leasing may be sufficient.

How do I get a Managed Print quote?

The best approach is to request a print assessment. Providing information on your monthly volume, colour versus mono mix and any A3 or finishing requirements will allow a provider to prepare an accurate proposal based on actual business needs.