The Truth: Managed Print Service MPS Contract Management Software

The Truth About MPS (Managed Print Service) Contract Management – Are You Being Underpaid?

 

Wake Up Call for MPS Dealers

Amit, a dealer in Pune, manages 180+ printers across 42 client sites under MPS (Managed Print Services) contracts. He bills monthly for page counts. But after vendor cuts, toner replacements, service calls, and delayed payments, he barely clears a margin.

He recently did the math: he earns less per page than it costs to print it.

And this story? It’s the story of hundreds of MPS dealers across India.

They are:

• Overworked
• Underpaid
• Undervalued

But it’s not their clients who are cheating them.

It’s the contract structures and data blind spots that are doing the damage.

 

Why MPS Dealers End Up Underpaid

 

1. Underquoted per-page pricing

• Many dealers sign long-term contracts without knowing actual page costs (monochrome vs color, duplex vs simplex).
• No real-time data = poor negotiation = thin margins

 

2. Hidden SLA Breaches

• Missed SLAs (response time, uptime guarantees) often lead to invoice deductions.
• Dealers don’t track them properly and can’t dispute penalties.

 

3. Unbilled Consumables or Service Visits

• Toner supplied early, visits not logged = revenue leak
• Without automated systems, these are rarely caught

 

4. Client Overuse Without Alerts

• When usage crosses contract limits, you should bill extra.
• But without alerts or metered tracking, you never know.

 

5. Delayed, Partial Payments

• Invoices sent late. Clients forget. You forget. Cash flow suffers.

A study by Quocirca shows that 61% of MPS providers globally feel under pressure to reduce pricing, often without visibility into their true costs.

 

How to Fix This: Smart MPS Contract Management with Rentovi Software

Rentovi is designed to stop the bleeding and bring control back to MPS businesses.

 

1. Page Count Sync with Devices

• Automated capture of print counts via APIs (HP, Canon, Kyocera, Xerox integrations)
• Real-time usage dashboards

 

2. Automated Overuse Billing

• Set thresholds. If usage exceeds, the system auto-calculates and adds to invoice.

 

3. Field Visit Logging from Mobile App

• Technician logs visit, issue, solution with just 3 taps
• Ensures no missed service logs

 

4. SLA Tracker

• Visual view of SLA timers
• Auto-alerts before breaches
• SLA credit calculations in invoice if missed

 

5. Contract Profitability View

• See real-time profit or loss on every client contract
• Alerts if a contract turns negative

 

6. Toner Dispatch + Serial Tracking

• Log every cartridge with batch & serial
• Prevent free over-dispatching

“We recovered Rs. 72,000/month from unbilled overuse and missed SLAs within 60 days of Rentovi.” – MPS Partner, Hyderabad

 

What the Big Players Already Know (And Use)

Global players use data-backed contracts with clause automation, cost-per-click tracking, and proactive SLA enforcement.

If you’re still running MPS on Excel and WhatsApp:
You’re playing a losing game.

 

Take Control of Your MPS Contracts Today

You don’t need 5 MBAs.
You need one system that:

• Makes every contract profitable
• Flags red zones automatically
• Backs you up in negotiations
• Start with Rentovi | See your real MPS numbers | Get profitable again