Selling ink and toner the traditional way is a race to the bottom. Dealers spend time quoting, re-quoting, checking inventory, and chasing down orders—all while competing with online giants like Amazon that live and breathe transactional efficiency. Meanwhile, customers waste time managing POs, monitoring inventory, and scrambling when toner runs out.
There’s a better way. The Ink & Toner Subscription Plan transforms how dealers sell and how customers buy—automating fulfillment, eliminating margin erosion, and turning off-contract devices into a stream of recurring revenue.
At its core, this is an Automated Toner Replenishment (ATR) program. But unlike legacy fulfillment systems, it’s built for modern dealers.
The software links to your DCA (data collection agent), maps the customer’s fleet, and automatically assigns consumables using your vendor-agnostic catalog. It streamlines SKU selection, applies pricing logic based on OEM “street” price ceilings, and generates a fully packaged subscription agreement.
You control the pricing bias (OEM, Remanufactured, or New-Build Compatibles), and the software handles the rest—from fulfillment to CRM task creation.
This program is designed to help two types of dealers:
Print Dealers who already have a DCA deployed but only have 40–60% of the fleet under contract. The remaining “stranded” devices are typically ignored—but still generating volume and revenue for someone else.
Office Products Dealers who don’t have a DCA and have no visibility into device-level consumption. With this program, they can deploy a DCA and gain a foothold in the consumables game with little effort.
The plan is also a game-changer for end customers who want less complexity, better uptime, and predictable toner spend.
Capture What You’re Missing: The average print dealer manages just 50% of a customer’s fleet. That means 50% of devices—and often 25–40% of the revenue—are walking out the door. The subscription model brings those “off-contract” devices under your umbrella.
No More SKU Hell: A single printer model might have 60–80 compatible SKUs across vendors. Our software selects only one “O”, one “R”, and one “N” SKU per device. No more confusion. Just clarity.
Bias-Based Pricing for Higher Margins: Use OEM street pricing as the ceiling, then offer Reman or Compatible options at 65–70% of the OEM price. Higher margin for you, lower cost for your customer.
Zero Quote Workflow: Once the customer agrees, the subscription is locked in. No quoting. No Amazon price comparisons. No sales drain.
Built-in Hardware Upsell Triggers: Every machine is scored for replacement risk based on age, cycles, and volume. This creates new hardware sales opportunities and allows dealers to bundle extended service warranty (ESW) coverage into the subscription.
Strategic Account Entry: Competing with an incumbent MPS provider? Start by picking up the off-contract fleet through the subscription program. Get inside, add value, and be ready when the MPS contract expires.
Predictable Costs, Fewer Disruptions: No more emergency toner orders. No more overbuying. No more obsolete cartridges. The software selects the right yield at the right time, based on real-world usage.
One Vendor, One Price, One Invoice: Eliminate fragmented purchasing, inconsistent pricing, and bloated back-office admin.
Environmentally Smarter: Fewer freight shipments. Fewer wasted cartridges. Built-in ESW extends the life of aging devices without immediate replacement.
Streamlined Procurement: Fewer POs, fewer approvals, and no SKU decisions. It’s a simple subscription—with all the value of managed print, without the overhead.
Step 1: Sales Planning
The rep and sales manager meet to define the offer—what devices to include, what pricing bias to use, and whether ESW should be included.
Step 2: Present to Customer
The rep introduces the plan, explains the pricing logic, and negotiates terms—within the approved parameters.
Step 3: Generate Agreement
With one click, the software compiles the subscription proposal and sends it (via DocuSign) to the manager for approval.
Step 4: Electronic Approvals
Once the manager signs, the system auto-sends the pre-approved agreement to the customer.
Step 5: Customer Signs
The subscription is now active. The pricing, device coverage, and included services are all locked in.
Step 6: CRM Integration + QBR Planning
The agreement is logged into your CRM (e.g., HubSpot) and a 90-day task is created. The rep is reminded 2 weeks before QBR.
Step 7: Ongoing Optimization
At each QBR, the rep reviews volume. If usage is outside of guardrails or if devices have changed, the subscription is updated and extended. This is how “evergreen” agreements are maintained.
Smart Fulfillment Logic:
A printer doing 50 pages/month won’t get a jumbo yield cartridge
A device pushing 5,000/month won’t be sent a standard yield
The software selects the right yield, every time
QR Codes for Instant Support:
Optional QR tags can be placed on devices for on-demand supply or service requests—connected directly to your team.
This isn’t just toner fulfillment. It’s recurring revenue, predictable margins, automated contract management, and intelligent upselling—all built into a scalable system.
It gives you control. It protects your margins. It lets your reps focus on selling, not quoting. And it ensures that every page printed by your customer—on or off contract—is an opportunity captured by your business.