A Quick Guide to Managed Print Services Software: Cut Costs & Optimize Your Fleet

Managed Print Services (MPS) software is a specialized platform that gives businesses real-time control, visibility, and efficiency over their printer and copier fleets. Whether you're managing dozens or hundreds of print devices across offices or regions, MPS software helps automate maintenance, optimize usage, and reduce unnecessary costs.

How MPS Software Works

At its core, managed print services software works with your print hardware—regardless of manufacturer—and aggregates critical data in one intuitive interface. This includes:

• Toner and supply monitoring
• Usage and print job tracking
• Remote device diagnostics
• Automated meter reads and billing
• Service ticketing and resolution tools

By leveraging cloud-based printer management solutions, managed service providers gain 24/7 access to their entire print fleet from any location, ensuring proactive device maintenance and quicker problem resolution.

Common Inefficiencies Solved by MPS Software

Here are a few scenarios where MPS monitoring makes an immediate difference:

• Proactive maintenance: Automatic service triggers and real-time visibility helps expedite service and reduce downtime.
• Optimized toner fulfillment: Devices are replenished too early or too late, creating downtime or excess stock.
• Manual meter collection: Instead of sending technicians for physical meter reads, MPS software automates it.

These inefficiencies cost companies thousands annually—but can be avoided with robust printer management software.

Printer fleet management is evolving fast, driven by digital transformation and hybrid work. Today’s leading MPS platforms incorporate emerging technologies to help IT teams do more with less.

1. Cloud-Based Control Panels

Legacy print systems often required on-premises servers and manual configuration. In contrast, cloud-based printer management solutions eliminate that friction with centralized, secure access to every printer in your network—perfect for distributed or hybrid workplaces.

2. Predictive Maintenance with AI

Modern MPS tools now offer predictive maintenance powered by AI and machine learning. Instead of reacting to errors, systems can alert you before parts fail or toner runs out—dramatically reducing downtime and service costs.

3. IoT Integrations for Smarter Devices

Printers are increasingly part of the Internet of Things (IoT). Advanced MPS software connects to IoT-enabled printers, enabling:

• Auto-detection of device failures
• Usage pattern analysis
• On-demand firmware updates

4. Sustainability and Print Reduction

Environmental goals are shaping procurement. MPS software can help you monitor environmental impact and generate reports to support ESG compliance.

Choosing the right MPS platform is critical. Here’s what to prioritize:

Essential Features

• Cross-vendor compatibility (HP, Canon, Xerox, etc.)
• Cloud-based dashboard for centralized access
• Automated meter reads and billing tools
• Real-time supply and error alerts
• Data-rich reports on usage, costs, and trends
• Mobile access for on-the-go monitoring

Advanced Add-ons

• ERP integration for end-to-end MPS management
• Service Management Tools for remote diagnostics and troubleshooting