Managed Print Services Lower Costs. Better Support.
Managed print services from Camelott® bring your office photocopiers, printers, scanners, toner and technical support into one coordinated service, with clearer costs and one team supporting the print and scan environment.
- Toshiba Gold Partner
- In-house engineers
- Automatic toner monitoring
- No minimum billing as standard
What is a managed print service?
Managed print services bring equipment, supplies, support, usage information and print/scanning workflows together so an organisation has one clearer way to manage its document environment.
Equipment
Photocopiers, multifunction printers, workgroup printers and scanners matched to the actual workload.
Service
Maintenance, parts, labour and engineer support according to the agreed service plan.
Consumables
Toner monitoring and replenishment so users do not have to repeatedly check and order cartridges.
Print management
Drivers, queues, secure print, user access and reporting where these controls are useful.
Scanning
Scan-to-email, folders, Microsoft 365, Google and other supported workflows.
Commercial control
Clear CPC, actual usage, equipment costs and a documented understanding of what is included.
If your main requirement is choosing a machine rather than managing the wider print environment, see our office photocopiers page. For finance and contract structure, see photocopier leasing.
What should managed print actually improve?
The objective is not simply to put every printer under contract. A useful managed print service should reduce avoidable cost, administration and disruption.
Toner running out
Monitoring and sensible replenishment thresholds can reduce manual checks and last-minute cartridge orders.
Too many devices
A fleet can grow until several lightly used machines are doing work that fewer, better-positioned devices could handle.
Unexpected print costs
Equipment payments, service CPC, consumables and ad-hoc purchases should be visible enough to understand the real cost.
Driver and queue problems
Many printing faults are not broken hardware. Drivers, queues, networks and applications need technical support too.
Poor scanning workflows
Scanning should be configured around where documents need to go, not whatever was easiest to set up on installation day.
Wrong machine in the wrong place
Speed, A3/A4 capability, paper capacity, finishing and scanning should reflect each department’s real workload.
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 or 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 matter more than the machine specification.
Recommend the right configuration
Match the number, location and specification of devices to the commercial and operational requirement.
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.
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.
- Adjustable thresholds: replenishment should reflect 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 spare consumables.
- No separate toner-delivery charge: toner is normally included within the relevant Camelott® CPC/service arrangement without an additional delivery fee.
Hardware, print, scan and technical support together.
A managed print provider needs to understand the systems around the device because drivers, 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.
Secure printing and better digital workflows.
Managed print should cover the journey onto paper and off it: who can print, how documents are released, and where scanned information needs to go.
Print security and user control
- Secure release: hold documents until an 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.
Scanning and digital workflow
- Scan to email: configure reliable workflows around authentication and mail-server requirements.
- Network and shared folders: route documents to defined business locations where appropriate.
- Microsoft 365: supported workflows can integrate with relevant Microsoft cloud destinations.
- Google environments: compatible applications and workflows are available where they fit the customer environment.
Understand how managed print is 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 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.
Managed print cost-per-copy benchmarks.
CPC varies with equipment, print profile, expected volumes, parts exposure, service requirement and customer location, but starting points can help identify expensive existing agreements.
From approximately 0.2p mono / 2p colour
Many A4 agreements we currently see are around 0.5p mono / 5p colour.
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.
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.
Equipment & installation
Photocopier, printer and scanner supply where required, professional delivery, positioning and commissioning.
Network & drivers
Network setup, print drivers, print queues and user configuration.
Security & authentication
Secure-print and compatible authentication options where required.
Scanning & cloud
Scan-to-email, supported workflows and compatible Microsoft 365 and Google applications.
Toner & usage
Toner monitoring and replenishment, meter collection and usage visibility.
Support & training
Parts and labour under the agreed service plan, remote diagnosis, engineer support, user setup and handover.
One photocopier or a multi-site fleet.
Managed print is not only for large enterprises. The same principles apply: 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 matched to different workloads |
| Print queues | Simple queue and user configuration | Departmental, site or secure queues where appropriate |
| Cost visibility | Understand the device lease/purchase and CPC | Compare cost and usage by device, department or site |
Managed print services for schools and 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.
Managed print with personal technical support.
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.
Direct, personal service
Customers can normally speak to someone who knows the business, understands the equipment and can help 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.
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 treat as somebody else’s problem.
Multi-brand equipment
Toshiba Gold Partner, Katun supplier and additional manufacturer options where appropriate.
Multi-award-winning
Repeated SME News recognition for print solutions, managed print and customer service, including Best Office Photocopier & Printer Supplier 2026.
Every recommendation should show a clear operational or commercial benefit. Managed print should make the environment easier to support, easier to understand and more economical to run.
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.
Specify the right equipment mix
Device type, speed, capacity and location are matched to each department’s real print and scanning workload.
Agree the commercial structure
Equipment purchase or 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.
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?
- How will the equipment be specified? Is the recommendation based on measured print and scanning demand?
- 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 service questions.
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.
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 photocopier lease can sit alongside a managed print service, while the service scope and equipment finance should remain clearly explained.
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.
Let Camelott® review your print environment.
Send us your current device list, bills or service costs and we can review the equipment, CPC, print volumes, toner, scanning, support problems and existing agreements before recommending what — if anything — should change.