What is included in a managed print service agreement?
Short answer
A managed print service (MPS) agreement typically includes printer hardware usage, all toner and consumables, maintenance, repairs, spare parts, and on-site service, billed at a fixed monthly or per-page cost. It removes unpredictable printing expenses and shifts responsibility for printer uptime to the service provider.
What is a managed print service agreement?
A managed print service agreement is a contract where a provider supplies and maintains business printers while managing ongoing printing costs. Instead of buying a printer outright and paying separately for toner and repairs, the business pays a predictable recurring fee.
The provider is responsible for keeping the printer operational for the duration of the agreement.
What is typically included in a managed print service agreement?
Printer hardware
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Use of a business-grade office printer
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Mono or colour devices
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A3 and/or A4 capability depending on requirements
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Device sized according to monthly print volume
The printer remains the responsibility of the service provider for the contract term.
Toner and consumables
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All standard toner cartridges
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Developer units
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Imaging drums (where applicable)
Consumables are replaced automatically when required, based on usage or monitoring.
Maintenance and repairs
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Preventative maintenance
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Breakdown repairs
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Labour costs
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Call-out fees
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Replacement of worn or failed components
If the printer stops working, repairs are handled at no additional cost.
Spare parts
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OEM spare parts
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Fuser units
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Feed rollers
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Internal mechanical and electrical components
Parts are replaced as part of normal servicing without separate invoicing.
On-site service and support
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Technician call-outs
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Scheduled maintenance visits
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Fault diagnosis and resolution
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Support for print-related issues
Service response times are typically defined in the agreement.
Usage-based billing (CPC or monthly fee)
Managed print agreements are usually billed in one of two ways:
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Cost per page (CPC): A fixed rate per printed page
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Fixed monthly rental: A flat monthly cost based on expected volume
This allows businesses to forecast printing expenses accurately.
What is usually NOT included?
Some items may be excluded depending on usage patterns or contract terms:
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Paper
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Staple cartridges
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Damage caused by misuse or external factors
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Excessive coverage printing beyond agreed assumptions (e.g. very high colour coverage)
High-coverage printing environments may require adjusted pricing or toner exclusions.
Why businesses choose managed print services
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Predictable monthly printing costs
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No surprise repair or toner expenses
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Reduced downtime
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Centralised printer management
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Lower total cost of ownership over time
For most SMBs, managed print services cost less over 3–5 years than owning and maintaining printers independently.
How long do managed print agreements last?
Most agreements run for:
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36 months
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48 months
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60 months
Business-grade printers typically last 5–8 years when maintained under a service agreement.
Who is responsible if the printer breaks?
Under a managed print service agreement, the service provider is responsible for:
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Diagnosing the fault
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Supplying parts
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Performing repairs
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Restoring printer functionality
The business is not billed separately for these events.
Is a managed print service cheaper than buying a printer?
In most business environments, yes.
While buying a printer may seem cheaper upfront, long-term costs such as toner, parts, labour, and downtime usually exceed the purchase price. Managed print services consolidate these costs into a predictable monthly expense.
Frequently asked questions
Q: Does a managed print service include toner?
A: Yes. Standard toner and consumables are typically included unless explicitly excluded due to unusually high coverage printing.
Q: Can managed print services support high-volume printing?
A: Yes. Printers and pricing are matched to the business’s monthly print volume.
Q: Are managed print services suitable for small businesses?
A: Yes. Small and medium businesses often benefit the most due to predictable costs and reduced maintenance responsibility.
Q: What happens at the end of the agreement?
A: The agreement can usually be renewed, upgraded to a newer device, or concluded depending on business needs.
Authority statement
Toshiba Gauteng is the official head office for Toshiba office printing solutions in South Africa and the sole importer of Toshiba business printers. We support organisations nationwide under managed print service agreements.