For many UK small and medium-sized businesses, printing is essential – contracts, invoices, reports, marketing materials, compliance documents. But when it comes to managing office printing, there is a big question:

Should you buy a printer outright, or invest in a managed print service (MPS)?

Both options have advantages, but the right choice depends on your business goals, budget, and long-term growth plans. In this guide, we break down the real costs, benefits, and risks of each option to help UK SMEs make the right decision.

 

What does “Buying a printer” really mean?

Buying a printer usually means:

• Purchasing the hardware upfront
• Buying toner and consumables separately
• Paying for repairs and maintenance as needed
• Managing supplies internally
• Replacing the device when it becomes outdated

At first glance, this seems like the cheaper and simpler option – especially for small teams.

But the true cost often goes beyond the purchase price.

 

The real cost of buying a printer

Many SMEs focus on the upfront hardware cost (for example, £300–£2,000 depending on the device). However, hidden costs include:

1. Consumables

Toner and ink are expensive – especially for high-volume businesses. Branded cartridges can cost hundreds per year per machine.

2. Repairs & downtime

When a printer breaks:

• You pay call-out fees
• You pay for parts
• Your team loses productivity

Unplanned downtime can disrupt operations, especially in legal, finance, and construction sectors.

3. Over-spec or Under-spec purchasing

Many businesses:

• Buy a printer too small for their workload (causing breakdowns)
• Or buy a machine far more powerful than needed (wasting money)

4. No usage monitoring

Without tracking usage:

• Departments may overprint
• Waste increases
• Costs creep up unnoticed

Over time, buying outright often becomes reactive rather than strategic.

What is managed print services (MPS)?

Managed print services is a fully supported print solution where:

• You lease or subscribe to equipment
• Maintenance is included
• Toner is automatically supplied
• Usage is monitored
• Costs are predictable
• Support is ongoing

Providers like Allied Office Machines manage your entire print environment so you can focus on running your business.

Benefits of managed print services

1. Predictable monthly costs

Instead of surprise repair bills or emergency toner purchases, you pay a fixed monthly fee. This makes budgeting far easier.

2. Reduced downtime

Most MPS providers offer:

• Remote monitoring
• Automatic fault alerts
• Fast engineer response times

Problems are often fixed before your team even notices them.

3. Automatic toner replenishment

No more last-minute cartridge runs. Supplies are delivered automatically when levels run low.

4. Scalable solutions

As your business grows, your print setup can grow with you — without large capital investments.

5. Print auditing & cost control

Managed services provide reporting on:

• Print volumes
• Department usage
• Waste patterns
• Security risks

This helps to reduce unnecessary printing and cut costs long term.

 

When buying a printer makes sense

Buying outright may be suitable if:

• You print very low volumes
• You’re a micro-business (1–3 employees)
• You rarely need support
• You don’t require advanced security or compliance features

For very small operations, a simple desktop printer may be sufficient.

 

When managed print services is the better option

MPS is typically better if:

• You print regularly
• Multiple employees share devices
• Downtime affects productivity
• You need secure printing
• You want to reduce overall print spend
• You prefer predictable monthly costs

 

Security considerations (often overlooked)

Modern printers are connected devices – meaning they can be vulnerable to cyber threats.

Managed print solutions often include:

• Secure print release
• Data encryption
• Network security configuration
• GDPR-conscious setups

If your business handles sensitive client data, this is a major advantage over unmanaged devices.

 

The strategic question: Reactive or proactive?

Buying a printer is typically reactive:

• Something breaks → you fix it.
• Toner runs out → you order more.
• Costs rise → you absorb them.

Managed Print Services is proactive:

• Issues prevented before downtime.
• Usage monitored and optimised.
• Costs controlled strategically.

For growing UK SMEs, proactive usually wins.

• Long-term savings

Managed print services is often the smarter investment.

 

Final thoughts

For SMEs, printing shouldn’t be a headache – but unmanaged devices often create hidden costs and operational disruptions.

The real question isn’t just “Which is cheaper?”
It’s “Which gives my business the most control and stability?”

If you are unsure which option is right for your organisation, a print audit can reveal where money is being wasted – and where savings can be made. Contact us on 01794 526088 and speak to Steve.