Key Takeaways:

• Managed Print Services companies range from global manufacturers like HP, Xerox, and Canon to regional dealers and independent providers
• The best MPS provider for your organization depends on fleet size, geographic footprint, existing equipment, and specific industry requirements
• Evaluate providers based on service level agreements, technology platforms, total cost of ownership, and customer references rather than brand name alone

Written by David Lai, Print Industry Professional | Updated January 2026

Overview of the Managed Print Services Industry

The Managed Print Services market includes hundreds of providers ranging from multinational corporations to local office equipment dealers. Global market size exceeds $50 billion annually, with continued growth driven by organizations seeking cost reduction and operational efficiency in their print environments.

MPS providers fall into distinct categories, each offering different strengths and service models. Understanding these categories helps organizations identify which type of provider best matches their needs.

Types of Managed Print Services Companies

The MPS landscape includes several provider categories, each with distinct characteristics affecting service delivery and customer experience.

Original Equipment Manufacturers (OEMs)

Major printer and copier manufacturers operate their own MPS divisions, leveraging deep product expertise and global infrastructure.

Leading OEM MPS providers include:

• HP Inc. – HP Managed Print Services serves enterprise customers worldwide with HP-branded devices and proprietary monitoring technology
• Xerox Corporation – Xerox Managed Print Services pioneered the MPS concept and remains a dominant enterprise provider
• Canon Solutions America – Canon MPS programs emphasize multifunction device integration and workflow solutions
• Ricoh USA – Ricoh Managed Document Services combines print management with broader digital services
• Konica Minolta – Optimized Print Services from Konica Minolta focuses on mid-market and enterprise deployments
• Lexmark International – Lexmark MPS specializes in healthcare, retail, and manufacturing verticals
• Kyocera Document Solutions – Kyocera Fleet Services emphasizes sustainability and low total cost of ownership

OEM providers typically require fleets standardized on their brand. Organizations with mixed-vendor environments may find OEM programs less flexible than independent alternatives.

Independent MPS Providers

Independent providers manage multi-vendor print environments without brand restrictions. These companies partner with multiple manufacturers to recommend optimal equipment regardless of brand.

Notable independent MPS companies include:

• Green Office Partner – Award-winning MPS provider emphasizing sustainability and cost reduction, serving businesses with vendor-neutral fleet optimization
• Flex Technology Group – National independent dealer network serving enterprise accounts
• Novatech – Operates across multiple states with vendor-agnostic approach
• Loffler Companies – Upper Midwest provider with strong healthcare and education presence
• Donnellon McCarthy Enterprises – Ohio-based with regional expansion
• Applied Imaging – Michigan-headquartered with broader Midwest coverage

Independent providers often deliver more personalized service than global OEMs while maintaining technical capabilities through manufacturer certifications and training programs.

IT Service Providers with MPS Offerings

Major IT services companies bundle print management within broader technology outsourcing agreements.

IT providers offering MPS include:

• DXC Technology – Enterprise IT outsourcing with integrated print services
• Conduent – Spun off from Xerox, combines print with business process services
• NTT DATA – Global IT services with document management capabilities

These providers suit organizations already engaged in IT outsourcing relationships seeking consolidated vendor management.

Regional and Local Dealers

Thousands of regional office equipment dealers provide MPS to small and mid-sized businesses. These dealers typically hold authorized partnerships with one or more major manufacturers.

Regional dealers offer advantages including faster response times, direct relationships with service technicians, and flexibility in contract terms. However, geographic coverage limitations may challenge organizations with distributed locations.

Comparing Major MPS Providers

Each major provider brings distinct strengths to managed print engagements.

HP Managed Print Services

HP operates one of the largest MPS programs globally, serving Fortune 500 enterprises and government agencies. HP MPS emphasizes security features, including HP Wolf Security integration across the device fleet.

HP strengths include robust security architecture, extensive geographic coverage, strong analytics platform, and integration with HP PC and peripherals management. Limitations include HP-brand device requirements and enterprise-focused pricing that may exceed small business budgets.

Xerox Managed Print Services

Xerox invented managed print services in the 1990s and maintains deep expertise in document workflow optimization. Xerox MPS programs frequently include digital transformation components beyond basic print management.

Xerox strengths include workflow automation capabilities, strong color printing technology, experienced assessment methodology, and vertical industry specializations. Considerations include premium pricing positioning and preference for Xerox equipment standardization.

Ricoh Managed Document Services

Ricoh positions MPS within a broader managed document services framework that encompasses digital workflow, cloud storage, and information governance.

Ricoh strengths include comprehensive document management beyond printing, strong multifunction device portfolio, and integration with Ricoh’s digital services platform. The company serves mid-market through enterprise segments effectively.

Canon Managed Print Services

Canon MPS leverages the company’s imaging expertise and strong dealer network. Canon programs work through authorized dealers in many markets, combining manufacturer resources with local service delivery.

Canon strengths include exceptional image quality for graphics-intensive environments, flexible dealer-direct or manufacturer-direct engagement models, and competitive pricing in the mid-market segment.

How to Evaluate MPS Companies

Selecting the right MPS provider requires systematic evaluation across multiple dimensions.

Service Level Agreements

SLAs define provider commitments for response time, resolution time, and uptime guarantees. Evaluate SLA terms carefully.

Key SLA elements to compare:

• Response time guarantees (typically 4-hour or next-business-day)
• Resolution time commitments
• Uptime percentage guarantees (99% or higher for critical devices)
• Penalties or credits for SLA failures
• Definition of business hours and after-hours support availability

Technology and Monitoring Platform

MPS providers use software platforms to monitor devices, track usage, and manage supplies. Platform capabilities vary significantly between providers.

Evaluate platform features including real-time device monitoring and alerting, user-accessible reporting dashboards, mobile access for administrators, integration with existing IT management tools, and data security and privacy controls.

Geographic Coverage

Organizations with multiple locations need providers capable of consistent service delivery across all sites. Verify coverage by requesting specific confirmation for each location rather than accepting general geographic claims.

Questions to ask about coverage:

• Are all locations serviced by company employees or subcontractors?
• What response time applies to each specific location?
• How does the provider handle remote or rural locations?
• What backup coverage exists during technician illness or vacation?

Financial Stability

MPS agreements typically span 3-5 years. Provider financial stability matters for long-term contract fulfillment. Review available financial information and consider requesting references from long-term customers.

Industry Experience

Certain industries have specialized print requirements. Healthcare organizations need HIPAA compliance expertise. Legal firms require document security and chain-of-custody controls. Manufacturing environments demand ruggedized equipment and specialized label printing.

Request references specifically from organizations in your industry to verify relevant experience.

Questions to Ask MPS Providers

During the evaluation process, these questions reveal important differentiators between providers.

Essential questions include:

• What percentage of service calls are completed on the first visit?
• What is your average response time in my geographic area?
• How do you handle equipment failures requiring replacement?
• What security certifications does your organization hold?
• Can you provide three references from similar-sized organizations in my industry?
• What happens if we need to add or remove locations during the contract?
• How do you calculate cost-per-page rates and what is included?
• What reporting will we receive and how frequently?

Red Flags When Evaluating MPS Companies

Certain provider behaviors signal potential problems with service delivery or contract terms.

Warning signs to watch for:

• Reluctance to provide customer references
• Vague SLA language without specific metrics
• Pressure to sign quickly without adequate evaluation time
• Inability to explain pricing components clearly
• Hidden fees for supplies, parts, or service calls
• Automatic renewal clauses with short cancellation windows
• Equipment lease terms that exceed the MPS agreement length

Contract Considerations

MPS agreements contain terms that significantly impact total cost and flexibility. Pay attention to several key provisions.

Term Length and Renewal

Standard MPS contracts run 36-60 months. Shorter terms provide flexibility but may increase per-page costs. Understand renewal terms and required notice periods for cancellation or non-renewal.

Volume Commitments

Many agreements include minimum monthly page volumes. Falling below minimums triggers additional charges. Ensure volume commitments align with realistic usage projections, accounting for potential business changes.

Equipment Ownership

Clarify whether equipment is leased, purchased, or provided under a service agreement. Understand what happens to equipment at contract end and any purchase options or return requirements.

Termination Provisions

Review early termination clauses carefully. Some contracts impose substantial penalties for early exit. Others allow termination with reasonable notice after an initial period.

Making the Final Decision

After evaluating multiple providers, compare finalists across all dimensions rather than selecting based on price alone.

Create a weighted scoring matrix that reflects your organization’s priorities. A provider with slightly higher pricing but superior service levels and technology may deliver better long-term value than the lowest bidder.

Consider conducting pilot programs with finalist providers before committing to a full fleet deployment. A 90-day pilot at one location reveals service quality more reliably than sales presentations.

Next Steps

Begin your MPS provider search by documenting current print environment details including device inventory, monthly volumes, and existing contracts. This information enables providers to deliver accurate proposals.

Request proposals from at least three providers representing different categories (OEM, independent, regional dealer) to understand the range of options and pricing available for your situation.

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About the Author

David Lai is a Print Industry Professional specializing in Managed Print Services. Working with an award-winning MPS provider, David helps businesses optimize their print environments, reduce costs, and improve document workflow efficiency. His hands-on experience with enterprise print deployments across diverse industries informs the practical troubleshooting guidance found throughout this site.