UK Managed Print Services • Copiers • Printers • Scanners
Managed Print Services Less Admin. Lower Cost. Better Support.
Managed print services from Camelott® bring your photocopiers, printers, scanning, toner, maintenance, monitoring and technical support into one managed environment. We look at the whole print workflow — not just the machines — with personal service, an in-house technical team, our own print and scanning servers, low mono and colour CPC rates and no minimum billing as standard.
A managed print service does not mean replacing every machine. If existing equipment is reliable, economical and suitable, it can often form part of the managed solution.
More than a maintenance contract
What Is a Managed Print Service?
Managed print services bring the equipment, supplies, support, usage information and print/scanning workflow together so the organisation has one clearer way to manage its document environment.
A conventional service contract may simply repair a photocopier and supply toner. A broader managed print service looks at how the complete environment operates: what devices are installed, how much they are used, how users print and scan, how toner is replenished, what the service costs and whether the fleet still matches the organisation.
- Equipment: photocopiers, multifunction printers, desktop/workgroup printers and scanners.
- Service: maintenance, parts, labour and engineer support according to the agreed plan.
- Consumables: toner monitoring and replenishment without users repeatedly ordering cartridges.
- Print management: drivers, print queues, user access, secure print and appropriate reporting.
- Scanning: scan-to-email, folders, Microsoft 365, Google and other supported workflows.
- Commercial control: clear CPC, actual usage, device costs and an understanding of what is included.
Start with the problems
What Should a Managed Print Service Actually Improve?
The objective is not simply to put every printer under contract. A useful MPS should reduce avoidable cost, administration and disruption.
Toner Running Out
Monitoring and sensible replenishment thresholds can reduce the number of users manually checking and ordering toner.
Too Many Devices
A fleet can grow organically until several low-volume machines are doing work that fewer correctly placed devices could handle.
Unexpected Print Costs
Equipment payments, service CPC, consumables and ad-hoc purchases should be visible enough to understand the real cost.
Printer & Driver Problems
Many issues are not broken hardware. Driver, queue, network and application faults need technical support as well.
Poor Scanning Workflows
Scanning should be configured around where documents need to go, not limited to whatever was easiest to set up when the machine arrived.
Wrong Machine in the Wrong Place
Device speed, A3/A4 capability, paper capacity and finishing should reflect each department's real workload.
Do not start by selling replacement machines
A Managed Print Review Should Start with What You Already Have
Before recommending equipment or a contract, the existing fleet, usage, service costs and workflows need to be understood.
- List the devices. Identify photocopiers, workgroup printers, desktop printers and scanners, including location, model and ownership/finance position.
- Look at actual usage. Review mono, colour and A3/A4 volumes and identify machines doing very little or carrying disproportionate workloads.
- Review current costs. Equipment rental, CPC, minimum billing, toner purchases, IT charges, settlement and other recurring costs all matter.
- Understand scanning and workflow. Where documents go, how users authenticate, how they print remotely and which cloud platforms are used can change the solution.
- Identify service problems. Repeated faults, poor response, difficult toner ordering or unresolved IT problems can be more important than the machine specification.
- Decide what genuinely needs changing. Keep suitable equipment, remove unnecessary devices and replace only where the commercial or operational case is strong.
Fewer machines is not always the answer either
Right-Size the Fleet Around How People Actually Work
Good managed print is about the right number and type of devices, not automatically reducing the fleet or making every department use the same machine.
- Move volume to the most economical device. Larger shared devices can often produce pages at a lower CPC than numerous small printers.
- Keep local printers where there is a real operational reason. Convenience, confidentiality or specialist workflows can justify them.
- Do not oversize A3. Departments that no longer use A3 should not automatically receive another A3 MFP at renewal.
- Do not oversize speed. Pages-per-minute should reflect real queueing and workload rather than being used as an easy upgrade path.
- Balance print and scan requirements. A department with modest print volume may still need high-quality, high-volume scanning.
Remove routine consumable admin
Toner Monitoring and Automatic Replenishment
Toner supply should be predictable without creating shelves full of unused cartridges or leaving a department unable to print.
- Remote monitoring: compatible devices can report toner status and meter information.
- Thresholds can be adjusted: replenishment should reflect the customer's actual usage rather than a one-size-fits-all trigger.
- Automatic supply where appropriate: toner can be dispatched before the machine reaches empty.
- Avoid unnecessary stock: good monitoring should reduce both emergency orders and excessive cupboards of spare consumables.
- No separate toner-delivery charge: toner is normally included within the relevant Camelott CPC/service arrangement without an additional delivery fee.
Not every printer fault is a broken printer
Hardware, Print, Scan and Technical Support Together
A managed print provider needs to understand the systems around the device, because drivers, print queues, networks, email and applications can cause as much disruption as mechanical faults.
In-House Engineers
Camelott's own engineers prepare, install and support equipment, backed by parts stock and common van stock.
Remote Diagnosis
Appropriate print, driver, scanning and software faults can often be investigated remotely before deciding whether a site visit is required.
Print Queues
Users can be configured around appropriate queues, secure release, departmental access and more resilient printing workflows.
Scanning
Scan-to-email, network folders and supported cloud destinations can be configured around the organisation's workflow.
Our Own Servers
Camelott operates its own print and scanning servers, including solutions that can simplify scan-to-email and print-queue management.
Microsoft 365 & Google
Compatible printing and scanning workflows can be configured for Microsoft 365 and Google environments where appropriate.
Printed documents are still data
Print Security and User Control
Managed print can help reduce unattended documents, control who can use particular functions and make the print environment easier to manage.
- Secure print release: hold documents until the authorised user releases them.
- User authentication: PIN, card, application or compatible login methods depending on the environment.
- Departmental controls: restrict colour, functions or devices where this is commercially useful.
- Usage visibility: reporting can help identify where print volumes are being generated.
- Device configuration: disable unnecessary services and configure the machine around the organisation's security requirements.
Managed print includes the journey off paper
Scanning and Digital Workflows
The best print environment is often one that also makes it easier to scan, route and find documents electronically.
Scan to Email
Configure reliable scan-to-email rather than leaving users to work around authentication and mail-server changes.
Network & Shared Folders
Documents can be routed to defined business locations where this remains the appropriate workflow.
Microsoft 365
Supported print and scan workflows can integrate with Microsoft environments including relevant cloud destinations.
Google Environments
Google-compatible applications and workflows are available where they match the customer's environment.
Control cost without artificial billing
How Managed Print Services Are Charged
The commercial structure should make it clear which costs belong to equipment and which belong to service and actual print usage.
- Equipment: can be purchased, leased or rented separately from the service arrangement.
- Service CPC: mono and colour usage can be charged according to actual meter readings.
- No minimum billing as standard: Camelott does not normally force customers to pay for a minimum number of pages they have not produced.
- No automatic monthly or quarterly IT/scan fee: standard setup and support should be defined clearly rather than automatically charging for functionality that may rarely need attention.
- Applicable charges shown upfront: administration or other proposal-specific costs should be visible rather than appearing unexpectedly later.
Managed print should make the cost easier to understand, not use a complicated bundle to hide the real equipment and service charges.
A useful service-cost benchmark
Managed Print Cost-Per-Copy
CPC varies with equipment, print profile, expected volumes, parts exposure, service requirement and customer location, but starting points can help identify expensive existing agreements.
A4 Service CPC
Camelott service can start from approximately 0.2p mono / 2p colour. Many A4 agreements we currently see are around 0.5p mono / 5p colour.
A3 Service CPC
Camelott service can start from approximately 0.18p mono / 1.8p colour. Many A3 agreements we currently see are around 0.3p mono / 3p colour.
Always check how colour clicks are counted and whether minimum billing, included-print allowances or additional charges change the effective CPC.
Define the scope before agreeing the service
What Can Be Included in Camelott Managed Print?
The precise scope depends on the equipment and customer requirement, but the proposal should make inclusions and exclusions explicit.
- Photocopier, printer and scanner supply where equipment is required
- Professional delivery and positioning
- Network and print-driver setup
- Print queue configuration
- Secure-print and authentication options
- Scan-to-email and supported scanning workflows
- Microsoft 365 and Google-compatible applications where appropriate
- Toner monitoring and replenishment
- Parts and labour under the agreed service plan
- Remote diagnosis and engineer support
- Meter collection and usage visibility
- User setup, training and handover
Avoid unnecessary complexity
Managed Print Does Not Have to Mean...
The phrase "managed print" is sometimes used to justify unnecessary hardware, contracts or recurring fees. The service should solve actual problems.
Replacing Every Existing Device
Suitable owned or already-financed equipment can remain in the fleet where it is reliable and economical.
One Manufacturer Everywhere
Standardisation can help, but the requirement should come before forcing every site or department onto the same model.
Minimum Print Commitments
A managed service does not need to charge for pages the customer never prints.
A New Five-Year Lease
Managed support and equipment finance are separate decisions. Purchased or existing devices can also be supported.
Managed print is not only for large enterprises
One Photocopier or a Multi-Site Fleet
The principles are the same: understand the equipment, usage, service requirement and workflow, then manage it consistently.
| Requirement | Single / Small Site | Multi-Device / Multi-Site |
|---|---|---|
| Toner | Automatic or assisted replenishment for the device | Central toner visibility across the fleet |
| Support | One route for hardware, print and scan problems | Consistent support process across locations |
| Equipment | Right-size one main device and any necessary printers | Different models can be matched to different workloads |
| Print queues | Simple queue and user configuration | Departmental, site or secure queues where appropriate |
| Cost visibility | Understand the device's lease/purchase and CPC | Compare cost and usage by device, department or site |
High-volume environments need proper design
Managed Print Services for Schools & Academy Trusts
Schools combine high print volumes, multiple user groups, safeguarding, budget pressure and significant scanning requirements.
- Departmental cost visibility where print reporting is useful
- Secure release and user authentication where confidentiality matters
- High-volume devices positioned around real term-time demand
- Reliable scan-to-email and digital workflows
- Toner monitoring to reduce consumable administration
- In-house technical support for print, scan and hardware issues
- Enhanced DBS certification can be provided for relevant staff visiting schools where current
Why Camelott?
Managed Print with Personal Service
The technology matters, but so does being able to speak to someone who knows your account, understands the problem and has authority to make a decision.
Treated More Like Friends Than Account Numbers
Customers can normally speak directly to someone who knows the business, understands the equipment and can get an issue resolved.
Whole-Solution Thinking
We look at equipment, support, print queues, scanning, CPC, workflow and existing contracts rather than only the machine we want to sell.
In-House Technical Team
Hardware, printing, scanning and associated technical issues can be handled through the same support structure.
Own Print & Scanning Servers
Our own infrastructure supports scan and print workflows that many traditional copier dealers would normally treat as somebody else's problem.
Multi-Brand Equipment
Toshiba Gold Partner, Katun Photocopiers Partner and additional manufacturer options where appropriate.
Multi-Award-Winning 2020–2026
Repeated SME News recognition for print solutions, managed print and customer service, including Best Office Photocopier & Printer Supplier 2026.
If the existing equipment is the most sensible option, we will say so. Managed print should improve the environment, not manufacture a reason to replace perfectly serviceable machines.
From audit to ongoing management
How Camelott Builds a Managed Print Service
The service should be designed around the organisation rather than forcing a pre-built package onto every customer.
- Audit the current print environment. Devices, print volume, CPC, finance, toner, service problems, scanning and user workflows.
- Keep, remove or replace equipment. Suitable machines remain; unnecessary devices can be removed; replacements are specified only where justified.
- Agree the commercial structure. Equipment purchase/finance and service CPC are presented clearly, with inclusions and applicable charges documented.
- Install and standardise. Devices, drivers, print queues, scanning, authentication and applications are configured around the environment.
- Monitor toner and usage. Compatible equipment provides toner and meter information to reduce manual administration and improve visibility.
- Support and review. Hardware, print and scan problems are supported and the fleet can be reviewed as the organisation changes.
Before choosing a managed print provider
Managed Print Service Buyer Checklist
Ask enough questions to understand the cost and service structure, not just the headline promise of "everything included".
- Who actually services the equipment? In-house engineers, manufacturer or outsourced network?
- What exactly is included in CPC? Toner, parts, labour, call-outs and monitoring?
- Is there minimum billing? Are you paying for copies you do not produce?
- How are colour clicks counted? Does a small amount of colour trigger a full colour charge?
- Are there recurring IT or scan fees? If so, what work do they actually cover?
- How is toner supplied? Automatic monitoring, manual ordering or separate delivery charges?
- Can existing machines be retained? Or does the provider require everything to be replaced?
- Who supports printing and scanning? Does the copier supplier help with drivers, queues and scan configuration?
- What price increases are allowed? Read the written service terms.
- What happens if a device becomes unreliable? Is replacement straightforward?
Managed print questions
Managed Print Service FAQs
What is a managed print service?
A managed print service brings the management of business printers, photocopiers, toner, maintenance, usage and related print/scanning workflows into a coordinated service rather than treating each device and problem separately.
Does managed print mean I need to replace all my printers?
No. Suitable existing equipment can remain in a managed print environment where it is reliable, supported and economical. Replacement should be based on the requirement, not on creating unnecessary equipment sales.
Can managed print cover one photocopier?
Yes. The same principles apply to one main office photocopier as to a larger fleet: toner, maintenance, print/scanning setup, support and cost control can all be managed.
Is managed print included with a photocopier lease?
Not automatically. Equipment finance and managed service are separate commercial arrangements. A lease can sit alongside a managed print service, but purchased or existing equipment can also be supported.
Does a managed print service include toner?
It can. Under an appropriate Camelott service agreement, toner is normally included in the relevant CPC structure and can be monitored and replenished automatically or with assisted supply management.
Does Camelott use minimum billing?
Camelott does not use minimum billing as standard, so customers are not automatically charged for an artificial minimum number of prints they may never produce.
Can Camelott support scanning as part of MPS?
Yes. Camelott supports scan-to-email, appropriate network and cloud destinations, Microsoft 365 and Google workflows, with its own print and scanning infrastructure available where relevant.
Can Camelott support print queues and driver problems?
Yes. The in-house technical team can support printing, drivers, queues, scanning and related configuration as well as the hardware itself.
Can managed print reduce our print costs?
It can where the current environment is inefficient. Savings can come from lower CPC, removing minimum billing, reducing unnecessary devices, moving volume to more economical machines, correcting overspecification and removing unnecessary recurring charges.
What information is useful for a managed print audit?
Current device models, monthly mono and colour volumes, service CPC, equipment rentals or ownership details, settlement where relevant, toner process, recurring charges, scanning requirements and recurring support problems are all useful.
Why choose Camelott for managed print services?
Camelott combines personal service and direct access to decision-makers with an in-house technical team, its own print and scanning servers, Microsoft 365 and Google print applications, low mono and colour CPC rates, no minimum billing as standard and multi-brand equipment advice.
Start with what you already have
Let Camelott Review Your Print Environment
Send us your current device list, bills or service costs and we can look at the equipment, CPC, print volumes, toner, scanning, support problems and existing agreements before recommending what — if anything — should change.