Christchurch · Dunedin · Nationwide
Managed Print Services for Businesses
Exodesk arranges managed print services for New Zealand businesses. Our Christchurch and Dunedin teams agree the equipment, support, charges and responsibilities for your office printers and copiers, working with a specialist print partner.
Available to businesses across New Zealand, whether or not Exodesk manages your wider IT, with servicing and site attendance agreed for each location.
Supporting New Zealand businesses since 1989
The short answer
What are managed print services?
Managed print services are an agreed arrangement for running office printers and copiers: the equipment, toner, maintenance, support and usage information, with charges and responsibilities set out in one agreement.
This is about the printers in your office, not ordering brochures or other commercial print. A specialist print partner supplies devices, toner and servicing. Exodesk scopes the arrangement, coordinates the partner and looks after the network, scanning, drivers and user support around the printers.
Exodesk has supported New Zealand businesses since 1989. Today, our Christchurch and Dunedin teams support businesses nationwide. Start with how much you print, what the work requires and what happens when a printer fails.
What we cover
What the agreement can include
The scope identifies the supported devices, equipment supply, toner, maintenance, support and meter readings, and names who handles servicing and specialist work.
Equipment
Devices and ownership
Retained or new printers and copiers, with ownership, financing and the term stated in the agreement.
Supply
Toner and servicing
Consumables, parts, labour and call-outs supplied by the print partner, with the ordering route and exclusions explained.
Support
Network and users
Printer connections, drivers, scan destinations and staff support handled by Exodesk, with fault reporting agreed.
Printer servicing and consumables are not assumed to be part of general IT support. If Exodesk already provides your managed IT services, the managed print services agreement sets out what sits with each arrangement.
Charges
Understand the fixed and usage charges
Your managed print services quote separates fixed equipment or service charges from usage charges. With usage billing, the monthly total changes as your printing changes.
The quote identifies mono and colour rates, minimums or included volumes, inclusions and how usage is measured, including copies, duplex and A3 output where they apply. Paper, specialist media, installation, software, delivery and excluded repairs are shown as included or excluded.
It also states GST treatment, the term, any setup or finance commitment, and what happens if you change or end the arrangement. An arrangement without an upfront purchase can still carry a setup cost.
Fleet
Choose a fleet that suits the work
We consider print volumes, A4 or A3 needs, colour, scanning, peak demand, locations and what happens during an outage.
Fewer devices can reduce cost, but they also affect walking time, queues at busy times and resilience. A local printer can be sensible where access or resilience matters, and a low-use printer may be cheaper to keep than to replace.
Suitable existing equipment can remain, and a mixed fleet is not automatically unsuitable. We compare the proposed managed print services arrangement with your current costs at expected volumes, including any exit costs on existing contracts, so savings rest on that comparison. Replacement timing can also follow your hardware lifecycle planning.
Support and security
Support, monitoring and print security
The agreement sets out how faults are logged, who handles device and network issues, and the servicing hours for each location.
- Monitoring and toner. Where devices are connected for monitoring, readings can support toner ordering and fault reports. The ordering route and connectivity needs are explained, and monitoring does not prevent every failure.
- Usage reporting. Device meter readings show totals. Reporting by team or person depends on compatible equipment and software, and what is collected, who sees it and how long it is kept are agreed first.
- Device security. Administrator access, firmware updates, encrypted connections and scan destinations are configured for the equipment in scope. Printers differ in their storage and security features.
- Personal information. Print controls can support the reasonable security safeguards that information privacy principle 5 requires, but a print contract does not establish compliance on its own.
How it works
Set up and hand over the arrangement
Each arrangement starts with your current printers, volumes and the problems you want to solve.
Review current printing
Record locations, models, mono and colour volumes, current contracts and support problems.
Agree the arrangement
Confirm the devices, charges, inclusions, term, servicing and responsibilities in a written quote.
Install and configure
Plan installation around your business, connect devices, set up scanning and drivers, then check the agreed functions.
Hand over and review
Show staff how to use the devices, order toner and report faults, then review volumes and suitability as needs change.
Before an old device leaves, agree how its stored data is handled, by whom and at what cost. The right method depends on the device and its storage; the US Federal Trade Commission’s digital copier data security guide explains why copier storage needs attention before return or disposal.
Cost
What affects managed print services cost?
Cost depends on the equipment, print volumes, colour use, service coverage and term. We compare the full annual cost at expected volumes with what you pay now.
- Equipment. Retained devices, new devices, financing and any setup charge.
- Usage. Mono and colour rates, minimums, included volumes and overage rates.
- Service. Toner, parts, labour, call-outs and servicing hours, as stated.
- Exclusions. Paper, specialist media, delivery, software and excluded repairs.
- Contract. Term, price changes, early exit, equipment return and data handling.
Equipment finance for computers is covered separately by our IT hardware leasing service; any print finance has its own terms in the print agreement.
Questions
Managed print questions
What are managed print services?
They are an agreed arrangement for managing office printers and copiers. The scope can include equipment, toner, maintenance, support and usage information. It identifies responsibilities and charges, including what remains outside the agreement.
How much do managed print services cost?
The cost depends on equipment, volume and service scope. A quote may combine fixed equipment or service charges with mono and colour usage charges. Check minimums, inclusions, GST, term and extra costs, because a clear charging method does not mean the same bill each month.
What does cost per page mean?
It is the charge for the output counted under the agreement, and mono and colour rates can differ. Check how copies, duplex printing and A3 output are counted, and whether toner, parts, labour or software are included. Paper and other items may be separate.
How much could managed print save our business?
That depends on your current costs and the proposed arrangement. Compare the full annual cost at expected volumes, including equipment, consumables, support and contract commitments. Reducing waste or changing devices may help, but savings need a comparison rather than a fixed promise.
Can we keep our current printers?
Possibly. The models, condition, manufacturer support and compatibility need checking, and the quote identifies retained devices and any replacement recommendation. A mixed fleet is not automatically unsuitable, and supported equipment need not be replaced simply to start an agreement.
Are toner and servicing included?
Only as stated in the agreement. Confirm the consumables, parts, labour, call-outs and delivery covered, along with any exclusions. Ask how toner is ordered, how faults are reported and what happens when a device cannot be restored promptly.
How is print security handled?
Security depends on the devices and how they are configured. The arrangement covers administrator access, firmware updates, scan destinations and any stored data for the equipment in scope. Staff still need to collect and handle printed pages safely.
What happens when a printer is replaced or returned?
Agree responsibility for removing it, ending access and handling stored data. The sanitisation method depends on the device and storage. Lease-return requirements and any cost should be clear before the device leaves the business.
Is managed print worth it for a small business?
Sometimes. It can help when printing is important, support is unreliable or costs are unclear. A low-use printer with affordable support may not need a full arrangement, so compare total cost and operational needs rather than deciding by headcount alone.
Does Exodesk offer managed print services nationwide?
Our Christchurch and Dunedin teams arrange managed print for businesses nationwide, whether or not we support your wider IT. Device availability, servicing, site attendance and responsibilities are agreed for the locations and equipment in scope.
Next step
Discuss your office printing
Tell us your site locations, printer models if known, approximate mono and colour volumes, and any support or scanning problems. A current print invoice is useful if you have one. We can then scope a suitable managed print services arrangement.
Get in touch
Talk to us about your printers
Tell us where your printers are, roughly how much you print and what you want to change, and we will be in touch to arrange a time that suits.
Prefer to talk?
Christchurch
Level 1, 85 Riccarton Road
Christchurch 8011
03 343 3124
Dunedin
Level 3, Bartons Building
2 Stafford Street, Dunedin 9016
03 479 2941