Find the best Print Management Software
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PaperCut provides various print management products to suit businesses of different sizes across multiple industries. The key features of the solution include support for printing from any device including smartphones, secure prin...Read more about PaperCut
ePRO Print MIS
ePRO Print MIS
Know your Cost vs. Profit margins before giving a Print Quote. Outsource Jobs, simplify Order Entry, Track Jobs and raise Work Orders, do your Purchasing, manage your Customers and Suppliers, keep control of Inventory, schedule De...Read more about ePRO Print MIS
EFI Pace is a cloud-based business management solution designed to help organizations in the printing industry handle operations related to data collection, accounting, quotations, sales management and more. The customer relations...Read more about ePS Pace
Perfect Doc Studio
Perfect Doc Studio
Design and delivery personalized Documents, Contracts, Emails, SMS and Automated phone calls to your customers in 100+ languages with Perfect Doc Studio. This system enables Business users to take 100% control of their customer co...Read more about Perfect Doc Studio
EFI PrintSmith Vision is a print estimating software designed to help businesses in the government, printing, publishing, textiles and other sectors produce estimates and track production processes. The platform enables administra...Read more about PrintSmith Vision
Ink Cloud's print management platform is poised to lead the industry with practical solutions using the latest technologies. Ink Cloud software-as-a-service MIS platform is an end-to-end solution that powers print brokers, print r...Read more about Ink Cloud
InkSoft’s eCommerce platform is designed to enable users to create and manage orders, track inventory levels and manage their brand assets. The software allows businesses to create product catalogs, set up online shops and sell br...Read more about InkSoft
InfoFlo Print is an integrated all-in-one MIS & web-to-print order management system specifically built for print shops with unique features and integrations. The integrations include a sync with QuickBooks Online to meet all o...Read more about InfoFlo Print
Print Job Manager
Print Job Manager
Print Job Manager is a centralized print management solution designed to automate and simplify administration of Windows print server, Direct IP and local printer environments, which is suitable for educational institutions and bu...Read more about Print Job Manager
Wikku is a digital asset management software job orders. It provides users the necessary tools to optimize processes, avoid mistakes and help save costs. Wikku was specifically created for companies that work with embroidery, scr...Read more about Wikku
Print Conductor is a large volume print management software that is suitable for businesses of all sizes that need to print multiple documents at once without opening each file. The solution offers support for over 90 file types i...Read more about Print Conductor
ezeep is a cloud print management platform that is suitable for organizations of all sizes with shared printer facilities, such as shared workspaces, educational institutions and small-to-midsize companies. The key features of the...Read more about ezeep
InfinityCloud is a secure cloud print management software that is suitable for businesses of all sizes to centrally manage direct IP printing. The key features of the solution include a web-based management console, centralized pr...Read more about InfinityCloud
Hybrid Cloud Platform
Hybrid Cloud Platform
HCP was created with a desire to reduce and eliminate the need for decentralized and costly server and network infrastructure. With HCP, you can automate tedious print tasks like deploying new printers, provisioning drivers, and u...Read more about Hybrid Cloud Platform
YSoft SAFEQ offers print management and document capture solutions, which businesses can deploy on-premise, in a private data center, or a combination of on-premise and private data center. YSoft SAFEQ combines enterprise print m...Read more about YSoft SAFEQ
MyQ X puts people into print management software by respecting their needs to have print and scanned document workflows be more manageable, time efficient, and cost effective – regardless of whether the organization network is on-...Read more about MyQ X
Simple shop management software is Printavo. We assist you in streamlining your operations, keeping tasks moving along, and maintaining team cohesion. You can manage tasks, enhance shop communication, minimize costly errors, auto...Read more about Printavo
Midnight is a MIS solution that helps printing and mailing businesses with accounting, billing, sales, production, and automation. The software is cloud-based. The main features of Midnight include scheduling, inventory, A/R invoi...Read more about Midnight
Printer’s Plan is a cloud-based solution that helps businesses manage and handle various print management processes, such as invoicing, estimating and more. Professionals can schedule prints, track the status of jobs and view pric...Read more about Printers Plan
PressWise is a cloud-based web-to-print solution that helps businesses of all sizes streamline printing operations via estimation, order management and more. It provides customers with a self-service portal that can attach mailing...Read more about PressWise
Buyers GuideLast Updated: March 16, 2023
Despite most businesses moving toward replacing hard copies with digital documents, the amount of printed documents required in daily business operations remains difficult to manage.
Most small to midsize businesses (SMBs) that use multiple printing devices struggle with keeping printing costs down, while simultaneously ensuring that printed documents are produced efficiently and securely.
With print management software, businesses can easily manage their organization’s entire printer population so that print jobs can be distributed across multiple devices while also limiting unnecessary output.
This guide will help you understand what print management software is and analyze the various factors that must be considered when choosing a print management software solution for your organization.
Here’s what we'll cover:
What is print management software?
Print management software centralizes the management of an organization's printer fleet by allowing administrators to monitor printer status, distributing print jobs to multiple available devices, and making devices available for remote or mobile printing. Furthermore, print management software helps reduce overall printing costs by tracking printer usage, setting limits or quotas on the number of prints, and allocating print costs to individual employees or departments.
Common features of print management software
While features vary from product to product, print management software typically offers some or all of the following functionality:
Distribute print jobs to multiple connected printers based on physical location or job prioritization.
Reporting and analytics
Create reports that detail key data about usage, print queue wait times, and other pertinent metrics.
Record and monitor printing costs according to device, user, or department as a function of hardware, consumable, and maintenance costs.
Device status monitoring
Monitor the operational status of devices across a printer fleet.
Remote and mobile printing
Allow users to print documents from mobile or offsite devices.
Print job routing
Set customizable rules for which device to print from based on physical location, priority, etc.
Print quotas and limits
Set quotas or limits for printing from individual user accounts, groups, or departments.
Secure print job release
Delay printing documents until an authorized user verifies their identity at the printing device.
What type of buyer are you?
Businesses with multiple printing devices: A company’s printing needs will vary based on their line of business. Companies that distribute materials internally and externally generally have multiple printing devices across various offices. By using print management software, these companies can optimize their printing hardware to balance printing queues so employees can send print jobs to devices based on availability or physical location. Furthermore, the cost per print can vary depending on the device and consumable cost. Print management software gives such businesses the flexibility to send larger jobs to devices with lower printing costs.
Companies that produce sensitive material: Print management software allows users to send sensitive print jobs to a desired printer where it will be held until the employee physically enters a code on the device before the hard copy is actually produced. In doing so, companies that produce sensitive or proprietary information can rest assured that confidential documents remain secure.
Benefits of print management software
Reduce overall printing costs: In addition to paper costs, the costs for hard copy printing can vary greatly from one device to another. Factors such as device consumables, maintenance, and the hardware investment for the actual device come into play. Print management software gives companies the ability to limit printing on a user or departmental level and to use lower cost devices for either large print runs or hard copies that can be printed at a lower level of quality for internal use.
Increase workplace efficiency: Print management software gives companies the power to distribute print jobs to available devices so that users don’t have to wait for a previous print job at their preferred device to be completed. Instead, the software routes the job to another printer for more timely output. Additionally, print management software also makes it more efficient for internal IT staff to monitor supply levels of a printer fleet and proactively reorder toner or other consumables.
Key considerations for purchasing print management software
As with any new software adoption, consider the following points before purchasing print management software:
Pricing models: Print management software can be priced in a variety of ways and careful consideration should be taken before purchasing. For example, some print management software can be purchased for an annual licensing fee per device or business, while others may be based on a per print fee.
Availability through printer fleet vendor: Due to the high level of maintenance required to keep printers up and running, many printing devices are procured through local vendors that also offer maintenance contracts that bundle repairs with consumables. These vendors often provide print management software as part of a larger package.
Market trends to understand
When looking to purchase print management software, awareness of the following market trends can help you choose a solution that grows with your business goals:
3D printing: The demand for 3D printing continues to grow, and with it comes the need to manage 3D printing across multiple devices. Considering the costliness of 3D printing technology, the demand for print management software will be even higher as this trend continues.
Biometric print release: As businesses continually strive to improve security, print management software will move past securing print jobs with a simple code entered at a printer to employing biometric means (such as fingerprint recognition) to validate a user’s identity before releasing the document for printing.
Focus on sustainability: As companies strive to employ more sustainable practices in their office environment, print management systems will automatically be able to provide information on reductions in printer output and waste that can then be used for ESG (environmental, social, and corporate governance) scores or even touted on social media platforms.