Managed Print Auditing Services

Cut Your Copier & Print Costs 30–40% - Without changing vendors

Our experts uncover hidden costs buried in copier leases, service contracts, and per-page billing. Using the P3 proprietary benchmark database of equipment and service pricing, we renegotiate and optimize your managed print program for long-term savings and reliability.

What Is a Managed Print Audit?

A managed print audit is a comprehensive review of your copier, printer, and maintenance agreements to identify overcharges, off market pricing, and hidden contractual risks. At P3 Cost Analysts, we combine our deep category expertise, proven print audit process, and proprietary benchmarks from thousands of printer and copier programs nationwide.

We assess your entire fleet — hardware, service, and supplies — to uncover waste, standardize terms, and ensure you’re paying the lowest possible all-in cost. Most clients reduce their managed print and copier spend by 30–40%, often with no change in vendor or equipment disruption.

What We Audit

Our print specialists conduct a line-by-line audit across every device, contract, and maintenance plan. We focus on:

Lease agreements:

Terms, escalators, and end-of-lease clauses

Maintenance contracts:

Service responsiveness and uptime guarantees

Cost-per-page models:

Validation of rates and inclusions (supplies, toner, etc.)

Fleet utilization:

Comparing device capacity to actual output and traffic patterns

Billing accuracy:

Confirming meter reads and service-level compliance

Benchmark analysis:

Comparing your current rates against our P3 proprietary database of vendor pricing and service metrics

The result is a fully optimized, right-sized, and fairly priced managed print environment.

Get My Risk-Free Savings Review.

Why Managed Print Costs Creep Up

Managed print programs seem simple — until the contracts and invoices are examined. Vendors often bundle equipment, toner, and service into “cost-per-page” pricing and other billing methods that hides true costs.

Here’s why expenses rise over time:

Above Market Pricing:

Without our proprietary benchmark data you will overspend

Under-disclosed escalators:

Automatic annual rate increases hidden in fine print

Fragmented contracts:

Multiple vendors or leases across departments with inconsistent terms and expiration dates

Fleet inefficiency:

Too many or misallocated devices for current usage

Service gaps:

Slow response times and unfulfilled uptime guarantees

Meter billing discrepancies:

Invoiced impressions exceeding actual usage

Without structured oversight, these costs quietly compound year after year.

Our Proven 4-Step Process

Engagement & Data Gathering

We need the most recent month’s invoice and vendor contract to begin

Forensic Audit & Benchmarking

We cross-check every line item against contract terms and competitive benchmarks.

Deliver Findings & Recommendations

We present identified overcharges, contractual risks, and savings opportunities.

Implementation, Ongoing Monitoring & Enforcement

We implement the savings with the vendors, and each month, we audit new bills to catch vendor violations and overcharges.

Benefits You Can Expect

30–40% average reduction in total print/copying expenses

Consolidated vendor base for simpler management

Reduced downtime and stronger SLA compliance

Fleet right-sizing and improved user efficiency

Benchmark-verified pricing from the P3 proprietary database

Zero-risk engagement model

Who We Help

We work with organizations that rely on distributed print fleets or lease-based copier programs, including:

Schools, colleges, and universities
Hospitals and healthcare networks
Hotels and hospitality groups
Local governments and public-sector entities
Multi-location retail and service businesses
B2B distributors & manufacturers
Anyone spending above our category minimums

If you lease or service 10+ devices or spend $60K+ per year, we can likely cut your costs dramatically.

Frequently Asked Questions

How is P3 Cost Analysts different from a copier company?

We don’t sell or service copiers. We act as your independent consulting partner, using our industry expertise to negotiate directly with copier vendors on your behalf.

I already negotiated a good deal. Can you really beat it?

Yes. We have never failed to find savings for our clients — even those who thought they had the best possible deal.

How does P3 Cost Analysts save companies money on their copiers/print?

We save money through multiple strategies, including:
• Leveraging our buying power — we negotiate dozens of copier contracts every month.
• Securing lower lease rates by working with competitive financing sources.
• Matching your business with the right equipment for actual usage — not oversized or unnecessary machines.
• Negotiating better terms and reducing or eliminating annual price increases.

Can I stay with my current vendor and still save money?

Yes. The final decision is always yours. When we run a competitive RFP, your current vendor often brings a better proposal to keep your business.

What are your fees?

There are no upfront costs or retainers. We handle the audit, RFP, and vendor negotiations at our own risk. Our fee is simply a share of the savings we secure for you — often structured so your new monthly payment already reflects the savings without ever writing us a check.

My contract isn’t up yet. Should I still contact you?

Absolutely. We can often upgrade clients early and start saving immediately. Even if you’re not ready to switch, we’ll review your current contract and provide a strategy and timeline for future action.

What does it mean that you act as an “extension of our procurement team”?

Procurement professionals handle countless categories — but we specialize exclusively in copiers and printers. We bring decades of insider experience, uncover hidden costs, and use our knowledge of industry “tricks of the trade” to your advantage.

How much can I expect to save?

Most clients save 30%–40% compared to their current spend. We’ve seen many clients saving as high as 60-70%. This is really not that unusual in the print industry.

Which copier dealers or manufacturers do you work with?

We are 100% vendor-neutral. We’ll negotiate with any manufacturer or dealer you choose, ensuring every option is fairly evaluated. The final decision is entirely yours.

How long does the process take?

It varies based on your contract status and how quickly we receive your information. Most projects are completed within a few weeks once all details are in hand.

Does your support end after installation?

No. We stay involved throughout the entire term of your new contract. We’ll hold periodic check-ins to ensure your satisfaction and act as your ongoing liaison for any vendor issues that arise.