A process of managing printing devices at distributed sites, carried out by a contractor for a client. A database portal is provided which is continuously accessible provides a visual display of the performance of the printing devices, and includes the usage and cost of using the printing devices. The database is regularly updated. The contractor regularly monitors the status and usage of the printing devices and associated software and services through the database and uses the information in the database to optimize performance of the printing devices, including phasing in and out printing devices of different manufacturers.