Managed Print Services for Utah Offices: Cut Costs Without Cutting Quality

Why Utah Businesses Overspend on Printing

Printing is one of those costs that hides in plain sight. Nobody tracks it closely because each individual expense seems small — a toner cartridge here, a repair call there, a new printer when the old one dies. But when you add it all up across a year, most Utah businesses are shocked by the total. Here’s where the money goes: Retail toner. Buying toner cartridges from Office Depot or Amazon means paying retail markup. For a typical office laser printer, OEM toner cartridges cost $80-$200 each. High-volume color devices can run $300+ per cartridge, and they use four of them. Most businesses buy toner reactively — when it runs out — which means rush orders, overnight shipping charges, and no volume discounts. Break-fix repairs. When a printer breaks, you call a repair technician. The service call is $150-250 before parts. If the printer is old enough, the technician recommends replacement. You buy a new printer, set it up, reconfigure everything, and the cycle starts over. Wrong devices for the job. A 30-person office has five printers — but two of them handle 80% of the volume while three sit mostly idle. Or worse, a department is running a $300 inkjet that was never designed for business volume, burning through $50 ink cartridges every two weeks. No visibility. Without print tracking, you don’t know who prints what, which devices are underutilized, which are being hammered, or what your true cost per page is. You can’t optimize what you can’t measure. The industry estimates that printing costs 1-3% of annual revenue for the average business. For a Utah company doing $3 million in revenue, that’s $30,000-$90,000 per year — most of which is avoidable waste.

What Are Managed Print Services?

Managed Print Services (MPS) is a program where a provider takes over the management of your entire print environment — devices, supplies, maintenance, and support — for a predictable monthly cost. Here’s what a managed print program from Brivy IT includes: Per-page pricing. Instead of buying toner cartridges, paying repair bills, and budgeting for replacement hardware, you pay a flat rate per page printed. That rate covers everything — toner, maintenance, parts, and labor. Your printing costs become completely predictable. Automatic toner replenishment. Your printers report their toner levels automatically. When a cartridge is running low, a replacement ships before it runs out. No ordering, no emergency runs to the office supply store, no downtime from empty cartridges. Proactive maintenance. Instead of waiting for a printer to break, managed print includes preventive maintenance — cleaning, part replacement, firmware updates — that keeps devices running and extends their lifespan. Help desk support. When something goes wrong, you call one number. No diagnosing printer issues yourself, no searching for a local repair technician, no waiting days for a service call. Support is included. Print fleet monitoring. Every device in your environment is monitored for page counts, toner levels, error rates, and utilization. You get reports that show exactly how your fleet is performing — and where optimization opportunities exist.

Right-Sizing Your Print Fleet

One of the biggest cost savings in managed print comes from right-sizing — making sure each device in your office matches its actual workload. Common scenarios we see in Utah offices: The executive floor laser. A $2,000 high-speed color laser printer sitting on the executive floor that prints 150 pages per month. It’s drastically underutilized, and the per-page cost is astronomical because the toner dries up between uses. Solution: replace with a smaller MFP that costs a third as much to operate. The workhorse bottleneck. One multifunction printer serving an entire department of 20 people. It’s constantly jammed, the toner runs out weekly, and people waste time walking across the office and waiting in line. Solution: add a second device or upgrade to a higher-capacity unit that handles the volume comfortably. The personal printer problem. Half the team has personal inkjet printers at their desks — each burning through expensive ink cartridges and creating security risks (unattended printed documents). Solution: consolidate to shared, managed devices with secure print release (documents only print when the user authenticates at the device). Right-sizing isn’t about taking away printers. It’s about putting the right device in the right location for the right workload — and eliminating the waste that comes from mismatched equipment.

Katun Arivia Multifunction Printers

For Utah businesses that need new or replacement hardware as part of a managed print program, we offer Katun Arivia multifunction printers (MFPs). These commercial-grade devices are built for business environments and include:

• Print, copy, scan, and fax in a single device
• Fast output speeds suitable for office workloads
• High-capacity paper trays that reduce interruptions
• Network connectivity with secure print release
• Duplex (two-sided) printing standard
• Color and monochrome models to match your needs

Katun Arivia MFPs are purpose-built for the managed print model — designed for reliable, high-volume operation with low cost per page. They’re a significant step up from consumer-grade devices that most small offices are running.

PEAC Solutions Financing

Capital expenditure is a barrier for many Utah businesses when upgrading print hardware. That’s why we partner with PEAC Solutions for equipment financing. PEAC Solutions offers flexible lease and financing options that let you deploy commercial-grade print hardware with no large upfront cost. Instead of a $5,000-$15,000 capital purchase, you fold hardware costs into your monthly managed print payment. The result: brand-new equipment, predictable monthly costs, and no hit to your capital budget. At the end of the lease term, you can upgrade to new equipment, extend the lease, or purchase the hardware at fair market value. It’s the same model that large enterprises use to manage their print fleets — now accessible to Utah SMBs.

The Hidden Security Risk of Printers

Most Utah businesses don’t think of printers as a cybersecurity risk. They should. Modern multifunction printers are networked computers. They have hard drives that store copies of every document printed, scanned, or copied. They connect to your network and can be used as an entry point by attackers. Unpatched printer firmware is a known attack vector. Managed print services address this by:

• Keeping printer firmware updated automatically
• Configuring secure print release — documents are held in a queue until the user authenticates at the device, so sensitive documents don’t sit in the output tray
• Enabling encryption on the printer’s internal storage
• Proper network segmentation so print traffic is isolated
• End-of-life data wiping when devices are retired

If your printers are sitting on your main network with default passwords and outdated firmware, they’re a vulnerability. Managed print eliminates that risk.

How Brivy IT Manages Print for Utah Businesses

Brivy IT provides full-service managed print for offices across Utah. Our process:

1. Assessment: We audit your current print environment — every device, its utilization, its cost per page, and its condition. We identify waste, redundancy, and opportunities to optimize.
2. Proposal: Based on the assessment, we recommend a right-sized fleet with per-page pricing that covers toner, maintenance, and support. You see the exact savings before committing.
3. Deployment: We install and configure all devices, set up monitoring, and train your team. Existing devices that fit the plan stay. Devices that don’t get replaced.
4. Ongoing management: Automatic toner shipments, proactive maintenance, remote monitoring, and help desk support. You stop thinking about printers entirely.

Most Utah businesses see a 20-40% reduction in total print costs within the first year — while getting better equipment, better support, and zero surprise bills.