Managed Print Service (MPS) ERP Software Is Holding You Back

5 Signs Your Managed Print Service (MPS) ERP Software Is Holding You Back (And What to Do About It)

Your ERP should make your Managed Print Services (MPS) business faster, smarter, and more profitable.

But what if it’s doing the opposite?

Many print and copier service providers stick to outdated ERPs or MPS applications, not realizing they’re losing time, money, and even clients in the process—despite the known benefits of MPS when done right.

Here are 5 warning signs that your current Managed Print Service (MPS) software is quietly sabotaging your business—and what you can do to fix it.

 

Sign #1: Your Billing System Can’t Handle Per-Toner or Hybrid Contracts

Not every client fits into a per-page model anymore.

If your MPS system struggles with:

• Per-toner contracts
• Minimum base + overage charges
• Mixed-mode billing (per-device + flat rate)

You’re likely doing manual fixes, over-discounting, or billing late—hurting your cost management and profitability. Not to mention, this often results in wastage and billing errors that eat into margins.

Fix it: Choose a print management software system that mirrors your contract logic. Billing should be automatic, accurate, and customized per client. Smart billing automates leads to measurable cost saving and better client trust—without the hassle.

 

Sign #2: Your Field Technicians Still Use Paper or Excel

If your service engineers:

• Fill out paper job cards
• Submit reports via WhatsApp or email
• Don’t have real-time visibility into client contracts or SLAs

You’re flying blind—and likely dealing with broken workflow, delayed updates, and reduced productivity in the field.

Fix it: Empower your field team with a mobile-first solution that uses QR codes to:

• Log service tickets
• Capture meter readings
• Auto-update SLA timelines
• Sync with inventory in real time

This not only improves productivity but also streamlines field operations and enhances customer satisfaction. It also reduces inactivity caused by miscommunication or lack of access to real-time data.

 

Sign #3: Your Inventory Team Always Runs Out of Toner

If your support staff is:

• Reacting to urgent toner refill calls
• Manually reconciling usage after dispatch
• Missing auto-reorder triggers

Your software isn’t well integrated across departments, which increases manual errors and inventory wastage.

Fix it: Your MPS management software should link service tickets, device usage, and inventory in one seamless integration. It should:

• Track toner levels by serial number
• Auto-suggest refills based on usage or SLA
• Trigger reorders automatically

This level of automation reduces emergency support calls, cuts unnecessary logistics costs, and improves your cost reduction strategy.

 

Sign #4: Your Invoicing Is Always Delayed or Inaccurate

If month-end means:

• Chasing down meter counts
• Manually adjusting bills
• Delayed cash flows

You’re leaking revenue and time every month—and increasing billing-related downtime in your operations.

Fix it: Use a software system that auto-generates invoices based on:

• Page count
• Toner usage
• Contract cycle + terms

With built-in billing automation, you can improve productivity, enhance billing accuracy, and close your books in clicks, not days.

 

Sign #5: You’re Expanding, But Your ERP / MPS Software Isn’t

Planning to expand to new cities, countries, or contract types?

If your current system:

• Has no GST/VAT support
• Doesn’t support multi-branch
• Isn’t cloud or mobile-friendly

It’s not built for growth—and it’s limiting your print management optimisation efforts.

Fix it: Adopt a management software designed to scale with your goals. It should support:

• Global taxes, currencies, time zones
• Multi-device, multi-contract flexibility
• Multi-channel operations (rental + service + MPS)

With the right solution, you’ll optimize resources, reduce inactivity, and expand effortlessly—without breaking your workflow.

 

Final Thought on Choosing the Right Managed Print Service Software

If you nodded to even two of these signs—it’s time to re-evaluate your Managed Print Service Software.

The right management software should not just support your current business—it should streamline operations, enhance optimisation, and deliver long-term cost saving results through seamless integration and smart automation.

 

Ready to Move Past the Limitations of Legacy MPS ERPs?

Talk to the AntMyERP Migration Team
We’ll help you upgrade without downtime, data loss, or disruption.

Grow faster, automate smarter, and serve better—with a software system that actually works for you.