Things can get complicated when it comes to your print environment. It’s not just managing machines that can become hectic on your own, but also your everyday document workflows. Managed Print Services (MPS) exist to help businesses keep their print environments functioning as smoothly as possible, whether introducing new technology to help your company manage documents better or providing effective support whenever you need it.

Having the right Managed Print Services provider by your side makes a tremendous difference to your print environment. Below, you’ll find a few questions you should ask yourself when choosing an MPS provider, not to mention what you should look for in a prospective vendor.

Do Your Managed Print Services Provider’s Billing Methods Make Sense?

We’ll discuss how your prospective Managed Print Services provider handles billing and invoicing. There are plenty of billing models out there, but the following three are the most common you’ll run into when vetting a potential vendor:

  • Fixed or Seat-Based – Vendors charge a monthly flat fee for their services with this billing model. It’s the most stable and inclusive billing model, but businesses may prefer something more flexible.
  • Cost-Per-Click – Also known as cost-per-print, this billing model lets vendors charge based on how much your business prints.
  • Transactional Billing – This model allows MPS providers to charge per service, also known as a-la-carte. This will enable businesses to purchase individual services that suit their needs without adding unnecessary fluff.

Partnering with a Managed Print Services provider helps bring transparency and predictability to the print environment. Your prospective provider’s billing and invoicing models should also reflect those attributes. Surprise charges are the last thing you need to see in your periodic statements, no matter your MPS provider’s billing model.

The ideal MPS provider should also do more than offer a type of billing that makes sense for your business and its bottom line. Providing current, accurate metrics that lead toward cost savings should also be a goal for your chosen vendor. Any MPS provider worth its service agreement should be able to offer insights and materials that shed light on recent progress and savings concerning the print environment. Showing these metrics helps vendors demonstrate the value of utilizing their services.

What Is Your Potential Partner’s Background and Expertise?

A common pitfall among many business clients is choosing a Managed Print Services provider without ensuring they have a solid reputation. After all, the last thing you need is a partner that fails to come through whenever there’s a problem with your print environment.

Some less than scrupulous Managed Print Services providers will wow clients for the first few months of service, only for that service to deteriorate in quality as time goes on. Ignored emails and phone calls are the last things you’d want to deal with when resolving critical issues.

One way to find out about the reliability of your MPS provider is to look at past and present client references. While most MPS vendors are more than happy to offer stellar reviews from satisfied clients, it’s often better to seek references from people who have previously had issues with said MPS provider. This lets you see how they resolved those issues.

When searching for your next MPS provider, you’ll also want one dedicated to managing your print inventory. It’s one less thing that your in-house IT team has to worry about. From your perspective, an MPS vendor should ideally have a proven track record of keeping clients well-stocked in up-to-date consumables, including ink and toner. After all, it’s a common pain point that many businesses struggle with on their own.

You’ll also want an MPS provider that can quickly pivot towards new paradigms regarding your business needs. As your company expands and gains new clientele, new employees and newer equipment, you want your MPS provider to be flexible.

Want to know more about the benefits of Managed Print Services for your San Francisco business? Contact the friendly and professional team at Golden Gate Office Solutions today. We’ll be happy to discuss how our flexible and scalable options can help you.