Model principles
What the calculator is designed to do
The calculator compares an annual current-state print cost with an annual optimized MPS cost. It then adds separately entered routing, remote-management and mobile-productivity benefits to calculate annual saving. The model is deterministic: the same inputs produce the same outputs.
Calculator fields and imported spreadsheets are processed in the browser. Calculator inputs are stored in browser localStorage for convenience and are not submitted to a server or Google Analytics. After analytics consent, site-usage data and fixed interaction-event names are sent to Google Analytics. Contact and future account data remain separate.
Page volume is monthly at input and annualized by multiplying by 12. Click rates and paper are per page or sheet. Lease rates are per device per month. Software is per device per year. Implementation is a one-time amount.
Visible starting points
Savings assumption presets
Presets populate the existing fields; they do not add hidden factors. Conservative and Typical MPS Environment are available in the free calculator. Manual editing of these policy assumptions is the Custom mode and requires Pro access. With Pro enabled, editing any preset field changes the selector to Custom. A preset is a starting point, not evidence that a saving will occur.
| Policy input | Conservative | Typical MPS Environment |
|---|---|---|
| Force mono | 10% | 20% |
| Proposed duplex | 10% | 15% |
| User-deleted jobs | 5% | 8% |
| Auto-expired jobs | 0% | 0% |
| Digitization / reduce copies | 0% | 0% |
| Job routing optimization | 5% | 10% |
| Other validated policy saving | 0% | 0% |
Proposed-duplex preset values are absolute starting targets. If the Pro-only current duplex reference is higher, the proposed field remains at that floor and the assumption selector reports Custom. Digitization remains zero unless a specific paper process will genuinely be digitized as part of the project. Other validated policy savings remains zero unless a customer-specific assessment supports it.
Current and proposed TCO
Cost formulas
Annual page volumes
Monthly color pages = AMV × color ratio
Annual pages = monthly pages × 12
Current annual print cost
+ annual color pages × current color CPP
Current paper cost = total annual pages × paper cost per entered paper unit
Current lease = current monthly lease per device × current devices × 12
Hardware depreciation = current devices × average printer price ÷ lifespan
IT administration = IT hours per month × IT hourly rate × 12
Downtime = current devices × downtime hours per device per year × cost per downtime hour
Current annual cost = clicks + paper + lease + depreciation + IT + maintenance + downtime
Entered current usage and charges are assumed to already reflect existing duplex behavior. The optional Pro current-duplex rate therefore does not reduce current TCO; it establishes the minimum proposed duplex rate and the reference point for incremental improvement. Hardware depreciation is included only when average printer price is greater than zero. Maintenance is the annual amount entered by the user.
Direct MPS annual cost
Annual software = software per device per year × new devices
New lease = monthly lease per device × new devices × 12
New click cost = optimized B&W pages × new B&W CPP
+ optimized color pages × new color CPP
New paper cost = optimized pages × (1 − duplex uplift × 0.5) × paper cost per entered paper unit
Direct MPS annual cost = new clicks + new paper + new lease + annual software
The displayed direct MPS annual cost does not subtract routing savings or productivity benefits. Those benefits are added separately in the annual-saving formula below.
Volume and behavior
How print policies are applied
Mono conversion
The selected percentage of annual color pages is reclassified as B&W. It changes the optimized color/B&W mix but does not by itself remove pages.
User-deleted and expired jobs
Deleted pages = total annual pages × combined deletion rate
The 95% cap prevents the two fields from eliminating the entire fleet volume.
Digitization and other validated savings
Final optimized pages = after deletion × (1 − digitization rate) × (1 − other validated rate)
These factors are multiplicative rather than simply added. The Excel importer does not set a digitization saving; it reports observed scan share only. Observed workbook duplex populates the current reference and becomes the proposed-rate minimum.
Duplex
Incremental duplex sheets saved = final optimized pages × duplex uplift × 0.5
Proposed paper units = final optimized pages × (1 − duplex uplift × 0.5)
The 0.5 factor represents two pages using one physical sheet. Current duplex does not alter entered current TCO. The proposed field is clamped to at least the current rate, and only the increase above that floor creates paper and tree savings. Click volume is not reduced by duplex.
Routing optimization
Precise mode = min(redirected pages, final optimized pages) × max(0, high-device CPP − low-device CPP)
A positive precise redirected-page value overrides percentage mode. Redirected pages are capped at the optimized printed volume.
Remote management and mobile productivity
Mobile benefit = users × jobs per user per month × (minutes saved ÷ 60) × hourly rate × 12
The mobile hourly rate falls back to the IT hourly rate when the mobile rate is zero. These are productivity benefits and require supportable customer inputs.
Financial outputs
Annual savings, cumulative savings, ROI and payback
+ routing saving + remote-management saving + mobile-productivity saving
Total contract saving = annual saving × contract years
Total contract value = (new clicks + new lease + annual software) × years + implementation
When any routing, remote-management or mobile-productivity value contributes a positive benefit, the calculator displays a reconciliation from direct operating-cost saving through each populated benefit to the total annual financial benefit. Zero-value benefit lines remain hidden.
Waste estimate
Annual waste estimate = (current click costs + current paper cost) × net volume reduction
This is a blended estimate based on the variable current print cost. It is not an invoice reconciliation.
ROI and payback treatment
The model compares total contractual cost with total benefits. Because MPS software is required throughout the selected multi-year contract and is commonly bundled into the commercial commitment, the engine treats the full contract software cost as part of “total investment” for ROI and payback. When lease and software are bundled into one monthly fee, allocate the fee between the lease and software inputs without entering the same amount twice. To avoid counting software twice in the ROI formula, annual software is added back to annual saving for those two outputs.
Total investment = implementation + total software over contract
Annual saving for ROI = annual saving + annual software
Payback months = total investment ÷ (annual saving for ROI ÷ 12)
ROI % = ((annual saving for ROI × years) − total investment) ÷ total investment × 100
If total investment is zero, payback is shown as Immediate and ROI is shown as No investment. If annual saving for ROI is not positive, payback is not available.
Break-even chart
With-MPS cumulative cost at month m = total investment + effective MPS monthly cost × m
The chart uses the same investment and annual-saving-for-ROI treatment as payback. The orange point is plotted at the calculated payback month.
Indicative sustainability
Environmental estimates
Estimated trees saved = counted sheets saved ÷ 8,333
The estimate counts duplex and deleted-job sheets only. It does not currently add digitization or other-policy page reductions to the tree estimate. “One tree per 8,333 sheets” is a simple calculator constant, not a lifecycle assessment; paper weight, recycled content and forestry assumptions vary.
Non-financial indicator
Solution Coverage Indicator
The indicator is a 0–28 summary of which modeled capabilities are included. It does not change savings formulas and does not measure solution quality, financial return or organizational maturity. It is not a certification, benchmark or substitute for an audit. The existing weights remain provisional until validated against real assessments.
| Condition | Points |
|---|---|
| Unmanaged to MPS | 2 |
| Software cost greater than zero | 5 |
| 24/7 monitoring enabled | 2 |
| MFA enabled | 2 |
| Digitization rate greater than zero | 4 |
| Mobile printing enabled | 2 |
| Routing percentage or precise routing enabled | 3 |
| User-deleted jobs greater than zero | 3 |
| Proposed duplex rate greater than current duplex rate | 2 |
| Mono rate greater than zero with color volume | 2 |
| Other validated policy rate greater than zero | 1 |
Coverage tiers are Focused (0–7), Expanded (8–14), Broad (15–20) and Comprehensive (21–28).
Use responsibly
Limitations and disclaimer
- Results depend on the completeness and accuracy of inputs and the realistic adoption of modeled policies.
- Tax, financing, inflation, discount rates, residual value, energy, staffing changes and contract indexation are not modeled unless represented through an entered cost.
- Current duplex defaults to 0% when no measured reference is supplied. It is an improvement floor and does not recalculate entered current usage or charges.
- Routing and productivity benefits are added to annual savings but are not subtracted from the displayed MPS annual-cost strip. A conditional reconciliation identifies populated benefits.
- Currency selection changes labels and number formatting only; it does not perform exchange-rate conversion.
This calculator presents an estimation based on assumptions and indicative inputs provided at the time of preparation. Actual results, savings and costs may vary depending on real-world conditions, usage patterns, implementation, contractual terms and other factors. The analysis is for planning and comparison only. It does not constitute financial, legal or procurement advice, a binding commercial offer, or a guarantee of savings or future performance. Validate material decisions against measured fleet data, supplier contracts and appropriate professional review.