Managed Print Services vs In-House — What's Best for Your Business?
Discover whether outsourcing your print management could save your Northern Ireland business time, money, and frustration.
Every business with more than a handful of printers faces the same question: should you manage your print environment internally or hand it over to a specialist? The answer affects your costs, productivity, security, and even your environmental footprint. Here's what Northern Ireland businesses need to know.
Managing Printers In-House
In-house management means your own staff — typically IT or office administrators — handle everything from ordering toner and calling out engineers to tracking print volumes and replacing aging hardware.
Pros
- Direct control over every purchasing and support decision
- No third-party contract or commitment
- Existing staff may already handle printer issues as part of their role
Cons
- Hidden costs — toner, parts, engineer call-outs, and staff time add up
- Reactive approach — problems are fixed after they cause downtime
- No visibility into total print spend or usage patterns
- Staff time diverted from higher-value tasks
- Harder to enforce print policies (duplex, mono defaults, access controls)
- Technology refreshes are ad-hoc and often delayed
Outsourcing to a Managed Print Provider
A managed print service (MPS) provider like PCR takes full responsibility for your print fleet. We monitor your devices remotely, deliver toner before you run out, schedule preventive maintenance, and provide a single monthly invoice that covers everything.
Pros
- Predictable, all-inclusive monthly cost — no surprise bills
- Proactive monitoring catches issues before they cause downtime
- Automatic toner and consumable replenishment
- Detailed reporting on print volumes, costs, and environmental impact
- Optimised fleet — right-size devices to match actual usage
- Free up IT staff to focus on strategic projects
- Access to the latest technology (e.g. Epson Heat-Free) without capital outlay
- PCR provides on-site support across Northern Ireland
Cons
- Contractual commitment (typically 3–5 years, though PCR offers flexible terms)
- Requires trust in your provider's responsiveness and expertise
Cost Comparison
Total cost of ownership (TCO) includes hardware, consumables, maintenance, support, and the often-overlooked cost of staff time spent managing printers.
When to Switch to Managed Print
If any of the following sound familiar, it may be time to explore a managed print service:
PCR's Managed Print Services
PCR Business Solutions provides fully managed print services to businesses across Northern Ireland. We start with a free print audit to understand your current environment, then design a solution that reduces costs, improves reliability, and gives you complete visibility over your print spend.
Our MPS includes hardware (featuring Epson Heat-Free technology), all consumables, proactive monitoring, preventive maintenance, on-site support, and detailed monthly reporting — all for a single, predictable cost per page.
Learn More About Our MPSManaged Print vs In-House — FAQs
Most businesses see a 20–30% reduction in total print costs after switching to a managed print service. Savings come from optimised hardware, bulk consumable pricing, reduced downtime, and freeing up staff time.
PCR's free print audit examines your current fleet, print volumes, consumable spend, and workflow. We identify inefficiencies and provide a detailed report with recommendations — all at no cost and with no obligation.
No. You retain full control over print policies and user access. MPS simply removes the operational burden — we handle monitoring, maintenance, and supplies while you set the rules.
We provide same-day or next-business-day on-site support across Northern Ireland. Our remote monitoring often allows us to resolve issues before you even notice them.
Get a Free Print Audit — Call 028 9252 8050
Let our experts assess your current print environment and show you exactly how much a managed print service could save your business.
Call 028 9252 8050