Utilizing managed print software can help your business optimize your printers, copiers, and fax machines. There are different types of managed print software that can be customized based on your buess needs. Most services handle your print infrastructure, update and install new hardware, and proactively manage your devices while restocking consumables as needed. Whether your business has only one location or multiple locations across the U.S. or globally, managed print software can help eliminate costs and improve sustainability.
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What Are the Benefits of Using a Managed Print Software?
When you utilize managed print software, you are using an external company to manage your print infrastructure. The first thing you should do is to determine what objectives you are looking to meet. Are you looking to improve efficiency? Cut down costs? Reduce environmental impacts? There is no right or wrong answer as this will be custom to your business. Once you have determined what you would like to get out of the software, you can begin looking at the various benefits that are available for you.
Reduce Costs
Managed Print Software can connect to all of your devices and automate your processes. It ensures timely delivery for replacement on consumables (paper, ink, toner, etc.) and also monitors the needs for repairs. The cost savings with staying on top of your equipment will be significant compared to doing DIY maintenance.
Improve Productivity
If you have a large organization that spans many departments, you might need additional printing help. A managed print software can create tailored recommendations for your departments, including allowing users to print off-site or print documents of various sizes.
Improve Security
While this might not appeal to all business owners or managers, there is a constant risk of having your intellectual property stolen. If you are worried about security breaches, a managed print software can help identify security risks within your print infrastructure. This includes features like sign-in procedures, monitoring IP addresses and protecting your company from malware or hackers.
What to Look for in the Best Managed Print Software
Once you’ve determined that a managed print software is needed for your company, you should begin to look at the different factors to help guide your decision.
Centralized Print Management
With centralized print management you will install the software on a centrally located server that is accessible through the enterprise. This system allows your administrator to actively manage printing through your entire organization, while also tracking usage by individuals or departments. You can also limit printer availability to ensure that no one is utilizing your equipment outside of working hours.
Managed Print Services
Managed print services are offered by an external provider. They assess your businesses general needs and help track how your print infrastructure is being utilized. Large companies including HP, Xerox, and Brother offer these programs to help your business be more productive and relieve your IT staff of having to handle print management issues.
Built-in Load Balance and Failover for Print Server
Look out for managed print software options that disseminate workloads across multiple servers. This allows you to optimize resource use, reduce response time and avoid overload. Failover capacity ensures that the central server is always available and is highly reliable.
Secure Scanning for Data Leak Prevention
Your sensitive and confidential data will be protected when you choose a managed print software that provides secure scanning. It will only send your scans to authenticated email addresses, shared folders or shared locations.
Multi-Site Printing
A multi-site printing support will help businesses with multiple locations or branches control the printing from one system. Multi-site systems will be installed at each site, then use a common database to be managed centrally.
The Best Managed Print Software
There are many advanced managed print software options available for businesses of all sizes. Below are our personal favorites.
PaperCut
PaperCut is a managed print software with an eco-conscious focus in mind. It ensures waste reduction, supports digital watermarking and one-touch scans. It allows users to print from their own devices using BYOD (bring your own device) support. PaperCut is compatible with Google Drive, OneDrive, Box, Dropbox, and SharePoint. It also allows companies to run reports to view usage by departments, locations and employees.
Pros
- Can be integrated with multi-function devices
- Confidential and secure printing
- Informative printing reports
- Compatible on both Mac and PC
Cons
- No built-in way to resend failed jobs
- Copiers become dysfunctional when the internet is down
- Integration with Google cloud can be tricky
Best For
PaperCut is the best fit for schools because it can track copier usage.
Pricing
For a business with 0-25 users, PaperCut charges $625. For up to 100 users, it charges $1175. This is a one time fee to secure the license. You can use this license across multiple sites with no yearly renewal expectations. However, for extra features like significant upgrades, maintenance, support and online payment gateways will require you to pay fees.
This product is rated 4.5 out of 5 stars.
Print Manager Plus
Print Manager Plus is a printing solution suitable for managing printing in businesses of all sizes. The services offered include live auditing, budget tracking, quota management and environmental impact reporting. It provides businesses with insight into their printing. As a cutting-edge software solution, it has continually helped organizations across the world reduce costs and cut waste.
Pros
- Excellent user interface
- Simple setup process
- Easily managed printing
Cons
- There is a learning curve and troubleshooting is difficult
- More compatible with PC versus Mac devices
- Long load times
Best For
This is the best fit for small businesses looking to resolve any print management issues.
Pricing
Print Manager Plus starts at $100 monthly but depending upon your production capacity and business model, you may incur additional expenses.
This Product is rated 3.67 out of 5 stars
PrinterOn Enterprise
PrinterOn Enterprise is a managed print software that utilizes cloud printing solutions. It handles multi-device printing, email printing, secure print release and pull printing. PrinterOn Enterprise securely manages print jobs through encryption on an end-to-end basis and remote off-network printing. It offers various authentication methods to ensure security.
Pros
- Cloud printing
- Mobile printing
- Authentication and security
Cons
- Complex setup process
- Slow operations
- Poor tech support
Best For
PrinterOn Enterprise is the best fit for businesses that prefer cloud-based solutions for their printing needs.
Pricing
PrinterOn Enterprise charges depend on your business model. They have options for your business to be charged per page or through a monthly flat fee. Contact them directly to receive a custom quote.
This product is rated 3.0 out of 5 stars.
Brother Managed Print Services
Brother Managed Print Services provides businesses with a printer leasing package that monitors usage and meets your organization’s printing needs. In terms of utilities and remote printing, Brother is indeed blazing a trail. It has helped numerous businesses improve efficiency and security. It also replaces consumables to keep your company ahead of any printing product needs.
Pros
- Simple and straightforward to use
- Perfect for scanning
- User-friendly
Cons
- Cannot adjust the print resolution
- Can get slow at times
- Inconsistent scan-to-email function
Best For
Brother Managed Print Services is fitting for businesses that need documents printed on the go. With its remote printing feature, it opens many possibilities for businesses.
Pricing
Brother MPS charges $1.42 on a per-page basis.
This Product is rated 4.4 out of 5 stars.
FMAudit
FMAudit is a managed print software that is downloaded to your copier. The software tells you daily meter and toner levels. The accounting and dispatch systems are part of a back-and-forth structure. This system eliminates unneeded overhead billing and streamlines business processes by delivering toner to your business when you need it.
Pros
- Easy to set up
- Simple billing process
- Access to meter readings and ink usage
Cons
- Troubleshooting can take a lot of time
- The reporting is not always 100% accurate
- The user interface needs updated
Best For
FMAudit is a great service for companies that are looking to keep tabs on their meter reads and consumables.
Pricing
FMAudit has not provided pricing. They offer a free 30 day trial.
This product is rated 4 out of 5 stars.
Picking the Best Managed Print Software
If your company is looking to streamline your printing process and focus on productivity, consider utilizing a managed print software. Each comes with its own benefits that might (or might not) fit your business needs. Put together your ideal wish list in your managed print software, then begin exploring your options to see which fits your needs. You can improve your eco-footprint, save money and stay on top of consumable ordering with just one software.
