If you’ve ever browsed the electronics section of a store, you’ve probably seen desktop printers. They’re convenient for occasional home use, but if you rely on them regularly, you’ve likely noticed they can become unreliable after a year or two. And finding the right toner? That’s often more trouble than it’s worth.
For businesses that print frequently, small store-bought printers usually aren’t enough. If you're new to all this you might wonder how schools, offices, or other businesses get their large copiers—devices you rarely see in a retail store. Buying one online is an option, but it’s rarely straightforward. Many vendors sell refurbished models, often missing essential parts or features, and installing them can be a headache. On top of that, you’re left to manage toner, repairs, and ongoing maintenance on your own.
That’s where a Managed Print Service company makes a difference. An MPS program takes the stress out of printing by handling everything for you by:
With managed print, you can focus on your business instead of worrying about printers and still enjoy reliable, high-quality printing every day. If MPS is a new term to you here's everything you need to know about Managed Print Services.
You might think all copiers are basically the same—just print, copy, scan, and you’re done. While it’s true that most copiers can handle those basics, modern devices can do a lot more. Before we can recommend the right machine for your business, our team asks the following key questions:
Once these questions are answered, our team sorts through at least 16 different devices, each of which can be paired with a variety of 24+ different features/finishers and print management software to best fit your print infrastructure. Feeling overwhelmed yet? That’s exactly why we’re here.
Our goal as a Managed Print Service is simple: to provide exactly what you need—no more, no less. Our sales team doesn’t earn a commission based on what they sell, so there’s no incentive to push extra features you don’t need. We make sure your copier is equipped precisely for your workflow, giving you the best cost savings without unnecessary extras.
The form asks you all the questions seen above and will help our team expedite the process for finding a device for you:
For simple store-bought desktop printers, installation is usually easy, just plug it in, download the drivers, and you’re ready to go. Larger, more robust machines, however, require a more technical setup. These devices typically need a dedicated Ethernet connection, a phone line if faxing is required, and a specific electrical setup to operate correctly. Our team can assess your office environment to determine the optimal location for your copier, ensuring it’s installed safely, efficiently, and ready to meet your needs.
A managed print service team can visit your office to evaluate the space and determine the best location for your copier or printer. They’ll measure carefully to ensure the device fits properly and plan for any logistical challenges. If your device needs to go upstairs or over other obstacles, we have a dedicated team to handle the heavy lifting of these devices that can weigh up to 200lbs.
When it comes to connecting your computers, our team ensures every workstation on your network has the proper drivers installed for reliable printing. If someone in your office isn’t tech-savvy, our IT team can even remote in to provide hands-on support.
Whether you run a small office or a large university, no job is too small or too complex. We make sure your devices are installed, connected, and ready to use so you can focus on your work, not your printer.
One of the most often overlooked benefits of a Managed Print Solution is our automated toner replenishment. It may seem simple to buy toner when you run out, but countless companies run into problems including ordering from the wrong store, waiting days for delivery, or accidentally purchasing toner that doesn’t fit their device. With color printers, each CMYK compartment requires its own cartridge, which can quickly add up to hundreds of dollars.
A managed print service takes this burden off your shoulders. Instead of dedicating someone in your office to monitor toner levels and place orders in a timely manner, we automatically track your usage for you. When a cartridge is running low, we automatically send the correct toner directly to your office. The automated supply replenishment is all included as part of our service, ensuring you never run out of toner and your devices stay up and running.
If you appreciated the convenience of toner replenishment, you’ll really value Managed Print’s Repair and Support. Included as part of your contract, our repair and support services cover everything from simple issues, like a paper jam, to more complex repairs, such as replacing a printer drum.
Our team maintains a response time of under four hours, which means that if your device goes down, we’ll be there quickly with the tools and parts needed to get it back up and running. With Managed Print, you won’t have to worry about replacing expensive devices due to a breakdown. Our knowledgeable and friendly staff is here to make sure your printing devices stay reliable and fully functional, so you can focus on your work without interruptions.
One of the ways that we help provide print security is through firmware updates. Regular firmware updates are essential for keeping your printing devices secure and running smoothly. Firmware is the software that controls your printer’s functionality and security features, and keeping it up to date ensures that vulnerabilities are patched and your printer fleet is protected against the latest threats.
Managed print service providers work directly with copier manufacturers and can monitor your devices for new updates, applying them proactively to reduce the risk of security breaches. Beyond firmware management, these services also enhance document security by implementing practices like authenticated print release, so sensitive documents aren’t left unattended. They help your organization maintain compliance with industry regulations and data protection laws, using secure printing practices and document tracking to demonstrate a commitment to safeguarding sensitive information.
Choosing the right Managed Print Provider is about more than just the device—it’s about finding a partner who truly understands your needs. A provider that asks lots of questions isn’t being difficult; they’re identifying areas to match you with the right machine, the right features, and the right print cost.
At AOS, we take a full-consultation approach. Sometimes that even means advising a client that a simple home printer is the smarter choice if their printing needs are minimal. Our goal isn’t just to sell you a device, it’s to make sure you’re spending wisely and getting exactly what you need.
If you want a provider that asks the right questions and guides you to the right solution, start with our contact form below. It’s a thorough questionnaire that helps us understand your office and printing needs so we can recommend the perfect solution. Reach out today and see how we can help make printing simpler and more cost-effective.