The Truth: Managed Print Service MPS Contract Management Software

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

Amit, a Managed Print Services (MPS) dealer from Pune manages over 180 printers spread across 42 client sites. Every month, he bills clients based on page counts, the standard MPS model. On paper, it looks like a steady business.

But once he factors in vendor cuts, toner replacements, field service calls, travel costs and client payment delays, the profits almost disappear.

When Amit sat down and did the math, the reality hit him, he was earning less per page than what it actually cost him to print it.

And Amit’s story isn’t unique. It mirrors what hundreds of MPS dealers across India are facing today.

They are:

• Overworked trying to manage fleets spread across cities
  
• Underpaid because their contracts don’t reflect actual costs
  
• Undervalued despite being the backbone of their clients’ print infrastructure
  

But here’s the truth, it’s not the clients cheating them.
It’s the contract structures and data blind spots silently draining their profits.

Why MPS Dealers End Up Underpaid

1. Underquoted Per-Page Pricing

Many MPS dealers sign long-term contracts without accurate visibility into actual print costs black vs color, simplex vs duplex, paper types, and duty cycles.
Without real-time data or predictive insights, pricing decisions are based on assumptions rather than facts. The result? Poor negotiation and wafer-thin margins.

2. Hidden SLA Breaches

Every delayed service call or missed uptime guarantee can trigger invoice deductions.
Most dealers don’t have a proper SLA tracking system, so they can’t even dispute penalties thus resulting in silent revenue loss.

3. Unbilled Consumables or Service Visits

Toners often get dispatched early, or technicians make service visits that never get logged.
Without automated tracking, these small leaks add up to major revenue erosion over time.

4. Client Overuse Without Alerts

When clients exceed their contracted print volume, dealers should bill extra.
But without automated alerts or integrated meter readings, most overuse goes unnoticed and unbilled.

5. Delayed or Partial Payments

Invoices are sent late, follow-ups are inconsistent, and clients delay payments.
Cash flow becomes unpredictable, forcing dealers to compromise on service quality.

A study by Quocirca reveals that 61% of MPS providers globally feel pressured to reduce pricing often without understanding their true operational costs.

According to Quocirca’s Managed Print Services Market Landscape 2023 report, only 31% of organizations said they were “very satisfied” with their MPS provider, a sharp decline from 47% in 2022 thus highlighting growing frustration among clients over inefficiencies and lack of transparency in service delivery.

The Smart Fix: Rentovi MPS Contract Management

Rentovi is built specifically to stop these leaks and restore profitability for MPS businesses. It gives you complete visibility and control over contracts, costs, and client activities, all in one place.

1. Page Count Sync with Devices

Integrations with HP, Canon, Kyocera, Xerox, and others allow real-time capture of print counts directly via APIs.
You get accurate usage data and live dashboards without manual updates.

2. Automated Overuse Billing

Set page count thresholds once if a client exceeds the limit, Rentovi automatically calculates the additional charge and adds it to the next invoice.

3. Field Visit Logging via Mobile App

Technicians can log visits, issues, and resolutions in seconds thus no paperwork, no missing entries.
Every service call is recorded and billable.

4. SLA Tracker

Visual SLA dashboards show you response and resolution timers.
Automatic alerts notify you before breaches occur, and SLA credits are calculated in invoices when necessary.

5. Contract Profitability Dashboard

Know exactly which contracts are profitable and which are bleeding money.
Get instant alerts when margins dip below your target levels.

6. Toner Dispatch & Serial Tracking

Track every toner cartridge by batch and serial number.
Prevent over-dispatching and eliminate unaccounted inventory loss.

“We recovered ₹72,000 per month from unbilled overuse and missed SLAs, all within 60 days of using Rentovi.”- MPS Partner, Hyderabad

What the Big Players Already Know

Global MPS leaders rely on data-driven systems, automated clauses, real-time cost-per-click insights, and proactive SLA management.

If you’re still managing your MPS contracts through Excel sheets and WhatsApp chats, you’re fighting a losing battle.

Take Control of Your MPS Contracts Today

You don’t need a team of MBAs to fix your margins.
You just need one intelligent system that:

• Makes every contract profitable
  
• Flags risks before they turn into losses
  
• Strengthens your position in client negotiations

Start with Rentovi. See your true MPS numbers. And get profitable again.