Tariffs are no longer a future concern. They’re here, and they are affecting core technology in ways many businesses never anticipated. From printers and copiers to toner, components, and network hardware, new costs are reshaping how companies procure, maintain, and plan their IT and print environments.
Many businesses are already seeing the effects of rising prices, but that doesn’t mean you’re out of options. A Managed Services Provider (MSP) can help you take a more deliberate, informed approach to technology planning. From keeping your budget on track to avoiding rushed purchases and stretching the value of what you already own, a good MSP helps you navigate uncertainty with more clarity and control.
Here’s how MSPs are helping businesses like yours stay one step ahead.
1. Understand What the Tariffs Affect, and What They Don’t
Not every product is affected the same way. Some devices, components, or brands may see higher fees, while others aren’t impacted at all. Understanding what’s affected can help you avoid overpaying, spot alternatives, and use your budget more strategically.
Impacted Products
The most common items affected by recent tariff regulations include:
- Multifunction printers (MFPs) and copiers
- Toner and consumables
- Printer and copier components like rollers, drums, and fusers
- Servers and networking gear, such as routers, switches, and hubs
Tariffs can apply to both fully assembled equipment and certain component-level imports. For businesses that rely on global supply chains or specific manufacturers, this can lead to unexpected cost spikes.
What’s Not Affected
Not all technology is impacted equally. Some equipment is sourced or assembled in regions that aren’t subject to the same tariffs, which can reduce or eliminate added costs. It’s also worth noting that software and cloud-based services typically aren’t subject to import duties at all. That gives businesses an opportunity to balance rising hardware costs by investing in more flexible, software-driven workflows that improve efficiency without adding to capital expenses.
How MSPs Keep Up
MSPs keep an eye on changes that can affect your technology decisions like updated tariff lists, supply chain issues, and manufacturer changes. Because they’re regularly in touch with vendors and distributors, they often know when prices are about to shift, when a product is being phased out, or when delays might hit. That kind of insight helps you plan ahead, avoid surprises, and choose the right time to buy or wait.
2. What the Long Term Cost Reality Really Means for Your Budget
Many businesses see the immediate cost increases and pause purchasing. But avoiding a slightly higher price tag today can cause much bigger problems down the road.
Compounding Costs
The ripple effect of tariff-related price increases can stretch across 3–5 years of your IT or print plan. Higher upfront costs can lead to:
- Delayed hardware refresh cycles, which means using aging equipment longer than intended
- Higher maintenance and repair bills as older machines fail more often
- Unexpected downtime, reducing team productivity and causing workflow disruptions
- Supply shortages, which make just-in-time ordering a risky strategy
The Risk of Doing Nothing
Some businesses freeze purchases, hoping prices will drop. But with tariffs potentially lingering for years, and often changing without notice, waiting can backfire. The longer you delay, the more likely you’ll be hit by multiple cost layers: older technology breaking down, rising parts prices, and urgent shipping fees when you need replacements fast.
3. Smarter Procurement Strategies to Offset Tariff Impact
An MSP can help you make more thoughtful purchasing decisions by choosing products that offer better value, are less affected by tariffs, or are easier to support long term.
Lease vs. Buy
Leasing helps businesses avoid locking in capital for hardware purchases while keeping technology up to date. When tariffs increase equipment costs, leasing spreads that impact over time and is often bundled with service, support, and updates. Plus, leasing prevents you from being stuck with outdated, tariff-heavy equipment long term.
Plan Your Refresh Cycles Early
Planning ahead gives you more control when the market shifts. Instead of scrambling when equipment breaks or prices jump, businesses that work with an MSP to map out their hardware timelines can plan replacements before problems happen, saving time, stress, and money.
4. Consolidate and Strengthen Your Fleet with Smarter Services
Reducing the number of devices in your fleet can be a smart way to cut costs, but it also opens the door to better oversight and smarter workflows.
Why Fewer Devices Can Do More
A thorough print assessment from your provider can uncover underused or outdated machines that are no longer worth the upkeep. Instead of managing a large, scattered fleet, many businesses are shifting to a smaller number of multifunction printers (MFPs) that are better equipped to handle daily workloads.
These devices often come with:
- Built-in security tools
- Smart scanning and routing features
- Lower energy usage
- Fewer maintenance needs and lower total cost of ownership
Where Managed Print Services (MPS) Comes In
A Managed Print Services provider helps consolidate your printer fleet while giving you clear visibility into who’s printing, how often, and where. By tracking usage and enforcing print rules that cut down on waste, you’ll reduce costs on toner and repairs, and gain stronger control over your entire print environment.
Adopting a document management system will turn your streamlined fleet into a smarter, more connected workflow engine. Instead of only printing and scanning, employees can access digital forms, route approvals faster, and reduce paper-heavy processes.
Make the Most of the Devices You Keep
Consolidation works best when it’s part of a larger strategy. The result is a cleaner, more efficient print environment with better security, clearer insights, and fewer surprises.
5. Get More from What You Already Own
With the right support, your existing equipment might still have plenty of life left. Regular maintenance, firmware updates, and smart usage can help you avoid unnecessary replacements and get better value from what you already own.
Managed Print Services (MPS)
Through proactive monitoring, regular maintenance, and remote diagnostics, MPS helps you catch issues early and prevent expensive emergency repairs. This extends the value of your devices and avoids premature replacements triggered by minor breakdowns.
Firmware and Usage Monitoring
MSPs also manage firmware updates that improve performance and patch security vulnerabilities. By tracking usage patterns, they can suggest rules to reduce unnecessary printing or flag excessive wear on certain devices.
Avoid Replacement Through Better Management
In many cases, MSPs can resolve issues through better settings, smarter usage, or reallocation of devices. That gives you more time to plan refreshes around cost-effective windows, not crisis moments.
6. Work With a Partner Who Plans Ahead
When things like tariffs, supply delays, or product changes catch businesses off guard, having the right support can make all the difference. A good MSP doesn’t just step in when something goes wrong, they help you plan ahead. By staying informed and looking forward, they help you avoid last-minute decisions and keep your business running smoothly.
Forecasting Future Needs
A strategic MSP does more than just handle day-to-day issues. They actively collaborate with manufacturers and distribution networks to track supply chain conditions, component availability, and market pressures. For example:
- Tariff Forecasting: They stay on top of proposed legislation, geopolitical risks, and historical trade cycles, helping you anticipate changes that could impact your hardware or software budget.
- Release Cycle Planning: If a major update or new device is coming down the pipeline, they’ll recommend the best time to upgrade or hold off so you’re not investing in outdated technology.
- Inventory Strategy: With insights from vendors, they can help you lock in pricing or secure limited-availability items before supply constraints hit.
This kind of proactive planning helps you build multi-year technology roadmaps with confidence, rather than reacting under pressure when prices jump, or equipment becomes unavailable.
Visibility Into Market Changes
An MSP should also be monitoring the landscape for you, keeping you informed and positioned to act quickly. That means:
- Cost Alerting: If tariffs, raw material shortages, or freight costs are about to raise prices on specific devices or solutions, your provider should give you a heads-up, well in advance.
- Product Lifecycle Updates: You shouldn’t find out that a copier or firewall is being phased out after you’ve budgeted for it. A good partner lets you know what’s changing so you can adjust purchasing and support timelines.
- Actionable Guidance: Sometimes it makes sense to act early and stock up on mission-critical hardware. Other times, the smarter move is to wait for a more sustainable alternative. The right MSP explains the “why” behind every recommendation.
Strategic vs. Reactive
An MSP helps you plan with the long term in mind, not just the next quarter. Instead of reacting to every hardware failure or unexpected price change, a strategic approach gives you more control. With the right planning, you’ll have options in place, even as tariffs or supply conditions change.
Resilience Starts with the Right Partner
Tariffs are likely to remain a factor in the technology industry for the foreseeable future. But your business doesn’t have to be held hostage by them.
With a forward-looking MSP partner, you can:
- Make smarter procurement choices
- Avoid unnecessary costs through proactive management
- Streamline your hardware environment
- Extend the life of existing investments
- Stay productive and competitive, no matter what trade laws shift next
When things are uncertain, having a clear plan makes a big difference. A reliable MSP can help you stay ahead by understanding both the details and the bigger picture, so your technology continues to support your goals without driving up expenses.
About Atlantic, Tomorrow’s Office
Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.
For the latest industry trends and technology insights visit ATO’s main Blog page.
