We’ve all done it – hit the pause button on spending when budgets feel tight and the future’s unclear. It’s a safe move on the surface. If you’re a Finance Director staring down budget uncertainty for 2026, pressing ‘hold’ on any non-critical projects probably feels like the right call. But here’s the thing: when it comes to print infrastructure, waiting isn’t neutral. It’s not freezing costs. It’s actively burning money, month after month.
That clunky old printer in the corner? It’s not just slow – it’s silently eating into your margins.
The Money You Don’t See (But Are Definitely Spending)
When print infrastructure isn’t managed properly, the costs don’t always scream at you. They trickle out in quiet, forgettable ways – a box of toner here, an engineer call-out there, frustrated staff waiting for a jammed printer to sort itself out (again). These are the bits that rarely get flagged during board meetings but add up fast.
Delaying action doesn’t save money. It just locks you into a constant drip-feed of inefficiencies – which, let’s be honest, you probably can’t afford to ignore right now.
Managed Print Services: It’s Not a Nice-to-Have
Let’s cut through the fluff. Managed Print Services (MPS) isn’t some futuristic add-on. It’s a practical move that gives you control over something that, in many businesses, is quietly out of control.
Here’s what that looks like in real terms:
| Hidden Cost | How MPS Fixes It | Real-World Results |
| Consumables & Waste | Automated supply ordering. Print rules (e.g. double-sided printing, limiting colour). | 20% to 35% savings in total print spend through reduced waste and smarter printing. |
| Unplanned Maintenance | Remote monitoring. Fixes issues before they become disasters. | IT teams finally stop being the “printer people” and focus on actual strategy. |
| Energy & Useless Devices | Consolidation of your fleet, using energy-efficient kit. | One client scrapped 89 printers in Year One. Lower bills, less hassle. |
| Chaotic Billing | One predictable monthly bill, based on actual use. | Easier forecasting. No more budget surprises. No more “how much did we spend on toner!?” moments. |
What Happens When You Do Act? Some Real-World Wins
This isn’t just theory. We’ve seen this play out across dozens of organisations – big and small – and the results speak for themselves.
- A global professional services firm cut printing costs by 35% across international offices by standardising their print set-up.
- A UK construction company is set to save £500,000 over five years after rolling out a secure “Follow-me” printing system that slashes waste.
- Another business reduced their print fleet by nearly 700 devices, boosting productivity and cutting costs at the same time.
That’s money straight back into the business. Less waste, less stress, more control.
The Longer You Wait, The More You Pay
Look, we get it. Budgets are under pressure. Forecasts are vague. Maybe you’re waiting for green lights from the board, clarity from the government, or just the calendar to tick over into Q1.
But here’s the uncomfortable truth: while you’re waiting, your old print setup is racking up unnecessary costs. Those costs aren’t going to stop until you do something about them. And every month you delay is another line of spend that could have been avoided.
In our experience, businesses who act now not only save money quickly, they also gain something even more valuable – visibility. They know what’s being spent, where, and why. And in times like these, that kind of clarity is gold.
Want a Quick Win Before Year-End?
You don’t need to commit to anything huge right now. But here’s a smart move: book your free Evolve print environment audit before the year’s out.
It’s no-obligation. Just a straightforward look at where your current setup is costing you – and what you could save in 2026. Even if budgets stay frozen, knowing the facts puts you in a stronger position.
