Managed Print Services: Frequently Asked Questions
Straight answers to the questions businesses ask before choosing a managed print provider. TotalPrint USA is a nationwide managed print services company offering month-to-month agreements with no leases. If your question isn’t here, call (855) 915-1300.
Cost and Pricing
What does managed print service cost?
Managed print service is typically billed as a fixed cost per printed page rather than a flat monthly fee. Your rate depends on factors such as your monthly print volume, the types of devices you use, whether you need new equipment or want to keep your existing fleet, and the mix of black-and-white versus color printing. TotalPrint USA provides a customized quote after reviewing your current print environment so you only pay for what your business actually needs.
How much can we save compared to what we spend now?
Most businesses save 30% to 40% on their printing and copying costs after switching to TotalPrint USA’s managed print program. Those savings come from reducing toner costs, eliminating unexpected repair bills, lowering IT support time, improving device efficiency, and replacing multiple vendor invoices with one predictable program. The exact amount depends on your current equipment, print volume, and how your printers are being managed today.
What does "fixed cost per page" mean, and why does it matter?
A fixed cost per page means you pay the same agreed price for every page you print, regardless of how much toner is used on that page. That gives your business predictable printing costs and makes budgeting much easier because heavy graphics or high toner coverage do not increase your per-page price. It also eliminates the surprise supply costs that often come with buying toner separately.
Are toner, parts, and labor really included, or are there extra charges?
Yes, toner, parts, labor, and onsite service are included in TotalPrint USA’s managed print program. OEM toner is automatically replenished, and service and maintenance are provided at no additional charge under the program.
How It's Different
How is TotalPrint USA different from leasing a copier?
TotalPrint USA offers rental-based managed print programs rather than traditional copier leases. There are no bank-financed leases, and your program can include the equipment, service, toner, parts, and labor under a predictable cost-per-page model. This gives businesses more flexibility without committing to a traditional long-term copier lease.
What does “no lease, month-to-month” actually mean? Can we really cancel anytime?
A no-lease, month-to-month agreement means you are not locked into a traditional multi-year copier lease or bank financing. Your agreement is structured month-to-month, giving your business greater flexibility to make changes as your printing needs change. Specific cancellation terms are outlined in your agreement, so we recommend reviewing those terms with your TotalPrint USA representative.
We’re stuck in a copier lease right now. Can you buy it out?
Yes, TotalPrint USA can help businesses explore options for getting out of an existing copier lease through our lease buyout program. We can evaluate your current lease, equipment, and remaining obligations to determine whether a buyout makes sense. The goal is to transition you to a more flexible managed print program without leaving you stuck with outdated equipment.
How is this different from just buying our own printers and toner?
Managed print services take the ongoing work and unpredictable costs of printer ownership off your plate. Instead of purchasing equipment and separately managing toner, repairs, parts, maintenance, and replacement decisions, TotalPrint USA manages those needs through one program. Automatic toner replenishment, remote monitoring, service, and equipment optimization help keep your fleet running without your team having to manage every device.
Service and Support
How fast do you respond when a printer or copier breaks?
TotalPrint USA provides onsite service with a four-hour response time, with a national average response time of approximately 2.3 hours. Factory-trained technicians and local service coverage help businesses get equipment issues resolved quickly. Service, parts, and labor are included as part of the managed print program.
What happens if a machine can’t be fixed?
If a printer or copier cannot be repaired, TotalPrint USA can replace the equipment with an appropriate device based on your business’s needs. The goal is to minimize downtime rather than leave your team waiting on an unrepairable machine. Your managed print provider can also help determine whether the replacement should be the same device or a better fit for your current print volume.
Do you service rural or multi-state locations?
Yes, TotalPrint USA provides nationwide managed print service coverage across more than 85% of the United States, including Montana and North Dakota. Our network includes 42 offices, 62 service hubs, and factory-trained technicians serving businesses across multiple states. This makes it possible to manage print fleets for organizations with locations in different regions from a single provider.
How does automatic toner replenishment work?
TotalPrint USA monitors your connected printers and copiers to determine when toner needs to be replenished and automatically ships OEM toner before you run out. PATROL™ Technology helps monitor device status, page counts, and toner levels so your team does not have to track toner manually. This helps keep supplies available while reducing emergency toner orders and unnecessary inventory.
Equipment and Security
What printer and copier brands do you provide?
TotalPrint USA leads with HP as a Premier Partner and provides a range of HP business printers and multifunction devices. We also offer equipment from Canon, Konica Minolta, Kyocera, Sharp, and Lexmark based on your organization’s print volume, workflow, security requirements, and other business needs. Our goal is to recommend the right equipment for your environment rather than take a one-size-fits-all approach.
Can we keep the equipment we already have?
Yes, in many cases you can keep existing equipment if it is compatible with the managed print program and still makes sense for your business. TotalPrint USA can assess your current fleet and determine which devices should stay, which should be replaced, and where your fleet can be optimized. Keeping usable equipment can help reduce unnecessary replacement costs.
How do you keep printers secure?
TotalPrint USA helps businesses protect sensitive information with secure print solutions that control who can access and release documents. Features such as user authentication, secure print release, and encrypted print jobs help prevent confidential documents from being left unattended or accessed by unauthorized users.
Our Company
Who is TotalPrint USA?
TotalPrint USA is a nationwide managed print services provider covering more than 85% of the U.S. We supply, service, and manage printers and copiers on flexible month-to-month agreements with no leases, typically saving businesses 30 to 40% on print costs. TotalPrint USA is the managed print division of DEX Imaging, one of the largest independent document imaging companies in the United States, giving customers access to a broad nationwide service network and local support.
What industries do you work with?
TotalPrint USA provides managed print services for a wide range of industries, including healthcare, assisted living and senior care, financial services, legal, construction, education, retail, and professional services. Our programs can be tailored to the security, compliance, workflow, and equipment requirements of each industry. We also support businesses with multiple locations and complex print environments.
How do we get started, and how disruptive is the switch?
Getting started begins with a print assessment to understand your current equipment, print volume, costs, and service needs. TotalPrint USA then recommends the right equipment and managed print program and handles provisioning, installation, monitoring, and ongoing service. We manage the transition with the goal of minimizing disruption to your employees and keeping your business printing throughout the process.