Choosing a managed print services provider is no longer just about who can lease you the cheapest copier. Today’s best managed print services companies help organizations reduce print waste, secure document workflows, automate supply ordering, support hybrid work, and gain visibility into every device on the network. The right partner can turn printing from a hidden cost center into a controlled, measurable, and more efficient business function.
TLDR: The best managed print services company depends on your business size, security needs, device mix, and appetite for digital workflow automation. Xerox, HP, Canon, Ricoh, Lexmark, Konica Minolta, Sharp, and Toshiba are among the strongest providers, each with different strengths. Xerox and Ricoh stand out for enterprise transformation, HP and Lexmark are excellent for security and analytics, while Canon and Konica Minolta are strong all-around choices for office productivity. Smaller organizations may prefer Sharp or Toshiba for practical, cost-effective service and straightforward support.
What Managed Print Services Actually Include
Managed print services, often shortened to MPS, involve outsourcing the management of printers, copiers, scanners, supplies, maintenance, usage tracking, and print-related security. Instead of buying devices, ordering toner manually, and calling for repairs only when something breaks, businesses work with a provider that monitors and optimizes the entire print environment.
A good MPS program typically includes:
- Print fleet assessment to identify waste, overuse, and underused devices
- Automatic toner and supply replenishment
- Preventive maintenance and repair support
- Device consolidation to reduce unnecessary hardware
- Print security controls, including user authentication and secure release printing
- Usage reporting and cost analytics
- Workflow automation for scanning, routing, and document management
The best providers go beyond fixing printers. They help organizations rethink how documents move through the business, where information is stored, and how employees can work more efficiently.
1. Xerox: Best for Enterprise Document Transformation
Xerox is one of the most recognized names in managed print services, and for good reason. The company has deep experience serving large enterprises, government organizations, education institutions, and global businesses with complex print environments.
Xerox’s biggest strength is its focus on document transformation. It does not simply manage print fleets; it helps organizations digitize paper-heavy workflows, automate repetitive processes, and improve information governance. Its analytics tools provide detailed insights into device usage, user behavior, costs, and opportunities for optimization.
Best for: Large enterprises, regulated industries, global organizations, and companies that want to combine print management with digital workflow transformation.
Potential drawback: Xerox may be more robust than some small businesses need. Its solutions can be highly customized, which is powerful but may require more planning and onboarding.
2. HP Managed Print Services: Best for Security and Hybrid Work
HP has built a strong reputation in business printing, especially around endpoint security. Since printers and multifunction devices are connected network endpoints, they can become overlooked vulnerabilities. HP’s managed print services emphasize device protection, threat detection, firmware integrity, and secure print release.
HP is also a strong option for companies with distributed teams. Its portfolio supports hybrid work environments, centralized fleet monitoring, cloud-based print management, and predictable supply fulfillment. The company’s analytics help IT teams understand where devices are located, how they are used, and how to reduce unnecessary print volume.
Best for: Security-conscious companies, hybrid workplaces, organizations already using HP hardware, and IT-led procurement teams.
Potential drawback: HP is especially attractive when a business is standardized around HP devices. Companies with a very mixed fleet may need to evaluate compatibility and service structure carefully.
3. Canon Managed Print Services: Best for Image Quality and Office Productivity
Canon is known for excellent imaging technology, strong multifunction devices, and reliable office equipment. Its managed print services combine hardware management with process improvement, making it a strong choice for organizations that need high-quality output as well as dependable day-to-day office printing.
Canon’s solutions often appeal to businesses that produce marketing materials, client documents, proposals, reports, and graphics-heavy content. The company also provides document capture and workflow tools that can help teams scan, classify, distribute, and store information more efficiently.
Best for: Professional services firms, marketing departments, education, healthcare offices, and companies that value print quality alongside workflow efficiency.
Potential drawback: Canon is very strong in office productivity, but businesses seeking aggressive enterprise-wide transformation may also compare it closely with Xerox or Ricoh.
4. Ricoh: Best for Workflow Automation and Digital Services
Ricoh has evolved far beyond traditional print services. While it remains a major player in print fleet management, its broader value lies in workplace technology, process automation, cloud services, and digital transformation consulting.
Ricoh’s managed print services often include assessments, fleet optimization, secure print capabilities, scanning workflows, and integration with business systems. It is especially useful for companies trying to reduce paper dependence and automate document-heavy processes such as invoice handling, HR paperwork, records management, and customer onboarding.
Best for: Mid-sized to large organizations that want print optimization plus workflow redesign, digital workplace services, and automation support.
Potential drawback: Ricoh’s broader service offering can be a major advantage, but buyers should clearly define scope to avoid paying for features they do not need.
5. Lexmark: Best for Data, Analytics, and Industry-Specific Solutions
Lexmark is particularly strong in analytics and industry-specific managed print solutions. The company has deep experience in sectors such as retail, banking, healthcare, government, and manufacturing. Its tools provide strong device monitoring, proactive maintenance, security controls, and usage reporting.
One of Lexmark’s advantages is its ability to manage large fleets with precision. Organizations with multiple locations can benefit from centralized visibility, standardized service levels, and predictive analytics that reduce downtime. Lexmark is also well regarded for reliable hardware and software integration.
Best for: Multi-location businesses, retail chains, healthcare networks, financial institutions, and organizations that need strong data-driven fleet management.
Potential drawback: Lexmark’s strengths are especially noticeable in structured, multi-site environments. A very small office may not need the depth of its analytics platform.
6. Konica Minolta: Best for Mid-Market Businesses and IT Integration
Konica Minolta offers a compelling combination of managed print, document solutions, IT services, and office technology. It is especially popular among small and mid-sized businesses that want a provider capable of supporting both print infrastructure and broader technology needs.
The company’s multifunction devices are widely respected, and its managed print services include monitoring, reporting, maintenance, supply automation, and cost control. Konica Minolta also offers document management and content workflow solutions, making it a practical fit for businesses that want to modernize without taking on an overly complex enterprise project.
Best for: Small and mid-sized businesses, legal firms, healthcare practices, schools, and companies seeking a balance of print and IT services.
Potential drawback: Service experience can vary by region and dealer network, so local support quality should be evaluated before signing a contract.
7. Sharp: Best for User-Friendly Office Environments
Sharp is a strong contender for businesses that want dependable multifunction printers, intuitive interfaces, and straightforward managed print support. Sharp devices are often praised for ease of use, touchscreen controls, and practical office features.
Sharp’s managed print services typically focus on cost savings, fleet simplification, support responsiveness, supply management, and basic security. This makes it an appealing choice for organizations that want to reduce print headaches without implementing a large-scale transformation program.
Best for: Small to mid-sized offices, local businesses, schools, and organizations that prioritize usability and reliable support.
Potential drawback: Sharp may not offer the same depth of enterprise analytics or global program management as Xerox, HP, or Ricoh.
8. Toshiba: Best for Practical Cost Control
Toshiba provides managed print services focused on efficiency, reliability, and cost management. Its offerings are well suited to businesses that want a practical approach: assess the fleet, reduce unnecessary devices, automate supplies, improve service response, and track usage more effectively.
Toshiba’s multifunction printers are commonly used in office environments, and its MPS programs can help organizations establish better print governance. For businesses that do not need highly complex workflow automation but do need dependable service and predictable expenses, Toshiba can be a smart option.
Best for: Cost-conscious businesses, regional organizations, professional offices, and companies looking for a straightforward MPS program.
Potential drawback: Toshiba may be less attractive for organizations seeking an advanced global digital transformation partner.
Quick Comparison of Leading Managed Print Services Companies
| Company | Best Strength | Ideal Customer |
|---|---|---|
| Xerox | Enterprise document transformation | Large and global organizations |
| HP | Security and hybrid work printing | Security-focused IT teams |
| Canon | Image quality and productivity | Professional and creative offices |
| Ricoh | Workflow automation | Businesses modernizing document processes |
| Lexmark | Analytics and industry solutions | Multi-location organizations |
| Konica Minolta | Mid-market print and IT integration | Small and mid-sized businesses |
| Sharp | Ease of use | Offices wanting simple, reliable support |
| Toshiba | Practical cost control | Cost-conscious regional businesses |
How to Choose the Best Provider for Your Business
The best managed print services company is not always the biggest name. It is the provider that best matches your operating reality. Before comparing proposals, consider these factors:
- Fleet complexity: Do you have ten devices in one office or hundreds across multiple locations?
- Security requirements: Do you need user authentication, encryption, audit trails, or compliance reporting?
- Current hardware: Are you committed to one brand, or do you need support for a mixed fleet?
- Workflow needs: Are you simply managing print, or do you want to digitize paper-based processes?
- Service coverage: Can the provider support every location with consistent response times?
- Reporting quality: Will you receive clear, useful data on usage, costs, and savings?
- Contract flexibility: Can the agreement scale as your business changes?
It is also wise to request a detailed print assessment before signing. A strong provider should be able to show where money is being wasted, which devices are unnecessary, how much downtime is occurring, and what savings are realistic.
Common Mistakes to Avoid
Many businesses choose a managed print provider based only on the lowest monthly price. That can be a mistake. A cheap contract with slow service, unclear reporting, or poor security controls may cost more over time than a slightly higher-priced solution from a better partner.
Watch out for:
- Vague service level agreements with no clear response times
- Overly long contracts that are difficult to adjust
- Hidden fees for supplies, maintenance, pages, or device changes
- Limited security features that leave printers exposed
- Poor reporting that makes savings impossible to verify
The goal of managed print services is not just to outsource printer problems. It is to create a more efficient, transparent, secure, and scalable document environment.
Final Verdict
If you are a large enterprise looking for deep document transformation, Xerox and Ricoh deserve close attention. If print security and hybrid work are top priorities, HP is one of the strongest choices. For excellent output quality and office productivity, Canon is a reliable all-around provider, while Lexmark excels in data-driven, industry-specific environments.
For small and mid-sized businesses, Konica Minolta, Sharp, and Toshiba can offer practical, accessible, and cost-effective managed print solutions. Ultimately, the best managed print services company is the one that understands your workflows, supports your locations, protects your data, and proves its value with measurable results.