Managed Print Services in 2026: Does a Small Business Actually Need It?

Managed Print Services (MPS) used to be something only large corporates bothered with. That's changing, but it's still not automatically the right call for every small business.

What MPS actually is

At its simplest, MPS means outsourcing the management of your printers and consumables to a provider: they monitor toner and ink levels remotely, ship replacements before you run out, handle servicing, and bill it all through a subscription rather than ad-hoc purchases.

Why it's growing so fast

The managed print services market reached roughly USD 54.42 billion in 2026 and is forecast to grow at an 8.88% compound annual rate through 2031, with small and medium enterprises actually growing faster than the market overall, at around 9.56% CAGR. A few forces are driving that:

• Cloud print platforms are the fastest-growing segment, removing the need for an on-premise print server and making secure printing from home or a second office far simpler to set up.
• Subscription pricing converts a lumpy capital cost (buying printers and stockpiling toner) into a predictable monthly operating cost, which appeals to businesses with tight cash flow planning.
• Security is now part of the pitch. One HP-backed study found 57% of small and mid-sized businesses treat printer security as a low priority, which MPS providers are increasingly building dedicated, security-led contracts around.
• Carbon reporting. Some larger MPS contracts now include page-level emissions tracking, aimed at businesses that need to report on sustainability metrics to bigger clients or regulators.

Where it genuinely makes sense

MPS earns its keep once you're managing multiple devices across more than one site, junior staff are wasting time chasing toner orders, or you need audit-grade reporting on who's printing what. The economics get better the more printers you're coordinating.

Where a small business can skip it

If you're running one or two machines out of a single office, a lot of the same benefit is available without a subscription: buy a reliable multifunction printer, use quality compatible cartridges to keep cost-per-page down, and set a simple calendar reminder to reorder before you run low. You get most of the practical advantage without locking into a long-term contract or a per-page metering arrangement that can work out more expensive than buying consumables outright.