Question 1

What is PrinterMS?

Accepted Answer

PrinterMS is a SaaS platform developed in Hungary for printer leasing and managed print service companies. It combines printer monitoring (DCA) and business operations in one system: fleet records, automatic meter readings, service history, contracts, parts inventory and monthly billing.

Question 2

How does it save me time?

Accepted Answer

PrinterMS automates the slowest parts of monthly administration: collecting meter readings, calculating lease charges and issuing invoices. The agent reads networked printers, or the printer sends its readings by email. At month end, you no longer need to chase readings by phone, drive to collect them or hunt through spreadsheets. View your whole fleet on one screen and prepare monthly invoices with one click.

Question 3

Why should I adopt the system?

Accepted Answer

Ask yourself how many hours you spend each month on work a system could do for you: collecting readings, preparing invoices, updating spreadsheets and calling customers. Add those hours up and multiply by twelve. That is the time manual work takes from you each year. PrinterMS gives you those hours back to spend on customers, service work or yourself.

Question 4

How does this help if I hand over or sell the company in a few years?

Accepted Answer

What your successor receives matters. Hand over ten spreadsheets and a drawer of paperwork, and much of your knowledge leaves with you. A buyer sees that as a risk. Hand over a system containing every printer, contract, invoice and service record, and they receive a working business from day one. Organised records can make the company easier to assess and hand over.

Question 5

Who is PrinterMS for?

Accepted Answer

Primarily office printer leasing and managed print service companies with fleets ranging from a few dozen to several thousand active printers, serving dozens to hundreds of customers. It is designed for teams that want to automate monthly administration from meter readings to billing.

Question 6

How much does PrinterMS cost?

Accepted Answer

PrinterMS Monitor is free forever for up to 100 approved active printers. From printer 101, the charge is HUF 200 plus VAT per printer per billing cycle, without daily proration. Full Platform plans are Start (HUF 14,900/month, up to 50 printers), Basic (HUF 29,900/month, up to 200), Business (HUF 49,900/month, up to 500) and Enterprise (HUF 74,900/month, up to 1,000). Monitor printers above the first 100 are activated only with prior Owner approval.

Question 7

Can I really use PrinterMS for free?

Accepted Answer

For printer monitoring, yes: the first 100 active printers in PrinterMS Monitor cost HUF 0 with no time limit. This includes DCA, fleet records, basic customer and site details, and normalised meter reading, toner, status and alert history. Contracts, billing, service, inventory and financial automation are part of the paid Platform.

Question 8

Is the monthly fee worth it?

Accepted Answer

The value depends on the time your team saves. Saving 15–20 working hours a month at HUF 5,000 per hour is worth HUF 75,000–100,000. The full Platform starts at HUF 14,900/month. Manual work tends to grow with your fleet, while PrinterMS pricing increases in steps.

Question 9

Is there a free trial?

Accepted Answer

There is no time-limited free trial. Instead, PrinterMS Monitor is free forever for up to 100 active printers, so you can build your fleet with real data at your own pace. The full Platform is paid from activation and comes with a 60-day money-back guarantee. If you leave Platform Checkout unfinished, your Monitor organisation remains available.

Question 10

What if I want to leave in six months?

Accepted Answer

Export your data and take it with you. There is no notice period, cancellation penalty or data lock-in. You can leave at any time. Within the first 60 days, the money-back guarantee also applies: if you leave, the fees paid during that period are refunded. See the data export and deletion answers for the available export formats and retention details.

Question 11

How do I import data from Excel?

Accepted Answer

Upload your existing Excel file and the system guides you through matching its columns: serial number, customer, contract fee and so on. Your existing records can be put in place in minutes. You do not need to start again from scratch.

Question 12

Will it be difficult to learn?

Accepted Answer

The system follows the familiar logic of your spreadsheet, with a Hungarian interface and an English version. You can add your first printer in about five minutes, and the hundredth in the same way. Your colleagues can start using the system from day one without a separate training course.

Question 13

I have worked this way for decades. Why change now?

Accepted Answer

You do not need to change everything. Your prices, customers and daily routine stay the same; the paperwork moves into one system. The changeover is a one-off task: import your Excel data and learn the interface over days rather than months. After that, month end becomes a review and approval instead of days of typing.

Question 14

Excel has worked well so far. Why switch?

Accepted Answer

Excel can work for a few dozen printers, but errors become harder to manage as the fleet grows. An incorrect invoice may reach the customer before you spot it. PrinterMS keeps your familiar workflow while reducing manual steps and the scope for mistakes. If you later hand over the company, you hand over a working system alongside the records.

Question 15

With so many contracts, will a price increase be a lot of work?

Accepted Answer

You do not have to update each contract manually. Change the monthly fee in one place in the contract template and choose the month when it takes effect. The system updates the linked printer contracts. Previous months’ settlements remain unchanged. Even with hundreds of printers, the change can take minutes rather than days.

Question 16

Will my customers object to a price increase?

Accepted Answer

The software cost works out at roughly HUF 75–299 per printer per month, alongside a lease fee of several thousand forints. You can factor that into your usual annual price review. Lease contracts often already provide for annual adjustments. Check your own contract terms and customer relationships when deciding how to apply an increase.

Question 17

Which printer brands does it work with?

Accepted Answer

PrinterMS supports the major printer brands. Its own data collection agent (DCA) reads printers using standard SNMP: Ricoh, Kyocera, Konica Minolta, HP, Canon, Xerox, Lexmark, Sharp and other familiar manufacturers. It collects meter readings, toner levels and error codes. Where a printer is not reachable on the network, it can send its readings by email into the same system. The available data depends on the printer and its configuration.

Question 18

How do automatic meter readings work?

Accepted Answer

There are two routes. For networked printers, the PrinterMS agent (DCA) collects meter readings, toner levels and status across brands. Where network access is unavailable, the printer sends its readings by email. Both routes feed the same system, which matches the data to the printer and contract and prepares the monthly settlement. If a printer stops reporting or a reading looks unusual, the system flags it before an incorrect invoice is issued.

Question 19

Which invoicing integrations are supported?

Accepted Answer

PrinterMS integrates with Billingo and Számlázz.hu, two widely used Hungarian invoicing systems. Set up the integration with an API key in a few minutes, then send monthly invoices to the system you already use with one click. You do not need to change your invoicing software.

Question 20

How many users can use the system?

Accepted Answer

Every Platform plan includes unlimited users and all Platform modules. Users have one of two roles: Owner or Technician. Owners have full access; Technicians see only the data they need for their work.

Question 21

How securely is my data stored?

Accepted Answer

Your data is stored encrypted in an EU data centre in Belgium. Sign-in is handled by an EU service in Ireland. The database has automatic daily encrypted backups within the EU and point-in-time recovery for the previous week. Each organisation’s data is isolated from other PrinterMS customers. You can download XLSX exports of the main business records for your own archive.

Question 22

Can another PrinterMS customer see my data?

Accepted Answer

No. Each organisation’s data is isolated. For user requests, separation is enforced at the database layer; background processes explicitly filter by organisation. The boundary is independent of the interface and is tested regularly. Your customer list and pricing remain private business data.

Question 23

Can PrinterMS see what my customers print?

Accepted Answer

No. The system handles technical device data such as meter readings, toner levels and device status. The monitoring agent only reads printer data. It does not access documents, print jobs or scanned material, and does not send that content to the cloud. We provide a technical information sheet you can forward to your customer’s IT administrator.

Question 24

Who inside my company can access my data?

Accepted Answer

Only people you invite, with access appropriate to their work. Owners can see everything. Technicians see the operational data they need, without financial data, prices or margins. You can strengthen sign-in with two-step verification, manage access yourself and remove a colleague at any time.

Question 25

What happens to my data when I leave?

Accepted Answer

Export the main business records into a single XLSX workbook. You can request additional machine-readable data from support. After the 30-day recovery period, service data is deleted, except accounting records and legal evidence that must be retained by law. There is no notice period or data lock-in, and no extra charge for the exit export.

Everythingyou need to know.

General

Pricing

Getting started

Technical

Security

pays for itself.

Everythingyou need to know.

General

What is PrinterMS?+

How does it save me time?+

Why should I adopt the system?+

How does this help if I hand over or sell the company in a few years?+

Who is PrinterMS for?+

Pricing

How much does PrinterMS cost?+

Can I really use PrinterMS for free?+

Is the monthly fee worth it?+

Is there a free trial?+

What if I want to leave in six months?+

Getting started

How do I import data from Excel?+

Will it be difficult to learn?+

I have worked this way for decades. Why change now?+

Excel has worked well so far. Why switch?+

With so many contracts, will a price increase be a lot of work?+

Will my customers object to a price increase?+

Technical

Which printer brands does it work with?+

How do automatic meter readings work?+

Which invoicing integrations are supported?+

How many users can use the system?+

Security

How securely is my data stored?+

Can another PrinterMS customer see my data?+

Can PrinterMS see what my customers print?+

Who inside my company can access my data?+

What happens to my data when I leave?+

pays for itself.