What is Print Management Software? Features, Benefits & Comparison

Print management software is a central platform that controls, monitors and optimises the entire print infrastructure of an organisation. It provides IT administrators with full visibility over all printers, print jobs and printing costs, while giving end users a seamless and secure printing experience.

In many organisations, printing is a blind spot: no one knows exactly how much is being printed, by whom and at what cost. Studies show that printing expenses account for one to three per cent of company revenue, yet most businesses have no strategy for managing them. Print management software addresses this by combining cost tracking, security features such as Follow-Me Printing, BYOD support and detailed analytics into a single solution.

This guide explains the core features of modern print management software, the benefits it delivers for businesses and what to look for when choosing a solution. If you are looking for a proven on-premises solution, take a look at Docuflair Print.

Core Features of Print Management Software

The building blocks of a modern print infrastructure

Follow-Me / Pull Printing

The flagship feature of any print management platform. Users send print jobs to a central queue and collect them at any printer on the network after authenticating. This eliminates forgotten printouts, improves security and gives employees full flexibility. For a deep dive, see our guide on what is Follow-Me Printing.

Printer Authentication

Print management software controls who can use which printer and which functions. Authentication methods include NFC cards or employee badges, PIN codes, smartphone apps and Active Directory single sign-on. This ensures that only authorised users access the print infrastructure and that confidential documents are only released to the right person.

Cost Centre Billing

Every print job is automatically assigned to a cost centre, department, project or client. This makes it easy to allocate printing costs accurately, whether for internal controlling or for billing printing expenses to external clients. Law firms, tax advisors and shared-service centres benefit in particular from this transparency.

BYOD Printing

Employees, guests and mobile workers can print from their own devices without installing drivers. Print management software enables printing via email, web browser or smartphone app. This is especially valuable in environments with frequent visitors, hot-desking or bring-your-own-device policies.

Print Analytics and Reporting

Detailed dashboards show who prints how much, on which devices and at what cost. IT administrators can identify heavy users, underutilised printers and optimisation potential. Reports can be exported for management presentations, sustainability audits and budget planning.

Print Policies

Administrators define rules that apply across the entire fleet: duplex printing as default, black-and-white for internal documents, colour restrictions for specific user groups, print quotas per department or individual. These policies reduce waste without limiting productivity and can be adjusted at any time.

Benefits for Businesses

Why organisations invest in print management software

Cut Costs

The most immediate impact: organisations that deploy print management software typically see a 20 to 30 per cent reduction in print volume. This comes from eliminating forgotten printouts (up to 30 per cent of all jobs are never collected), enforcing duplex and black-and-white defaults, and making users conscious of their printing habits through transparency. The savings on paper, toner, energy and device maintenance add up quickly.

Improve Security

Confidential documents no longer sit unattended in output trays. Authentication at the printer ensures that only the authorised recipient collects the printout. This supports the technical and organisational measures required under GDPR Article 32 and is particularly important for organisations handling sensitive data such as law firms, government agencies and HR departments.

Sustainability

Fewer wasted prints mean less paper, less toner and less energy. Print policies that enforce duplex and black-and-white as defaults further reduce resource consumption. For organisations with ESG reporting obligations, print management software delivers concrete, measurable environmental improvements that can be documented in sustainability reports.

Simplify IT Administration

A single console to manage all printers, drivers, queues and policies. Driverless printing via Follow-Me reduces support tickets. Automatic alerts for low toner, paper jams and device errors prevent downtime. IT teams spend less time on printing issues and more time on strategic initiatives.

Create Transparency

For the first time, organisations gain full visibility into their print infrastructure. Who prints how much? Which departments consume the most? What is the duplex rate? This data enables informed decisions about fleet sizing, device placement and cost allocation, turning printing from an uncontrolled cost centre into a managed expense.

With vs. Without Print Management Software

The key differences at a glance

Criterion	Without Print Management	With Print Management
Cost visibility	No breakdown by user, department or project	Full cost allocation to cost centres, projects and clients
Print volume	Uncontrolled; up to 30% of jobs never collected	20-30% reduction through Follow-Me Printing and policies
Document security	Printouts sit openly in the output tray	Printing only after authentication (badge, PIN, smartphone)
Mobile / BYOD printing	Requires additional software and driver installation	Driverless via email, app or web browser
Device management	Manual per-device configuration	Central management of all printers from one console
Print policies	None or manual enforcement	Automatic rules: duplex, B&W, quotas, colour restrictions
Reporting	Limited or device-level only	Central dashboards per user, department and device
GDPR compliance	Additional measures required	Authentication as a built-in technical safeguard

What to Look For When Choosing

Key selection criteria for print management software

On-Premises vs. Cloud

The most fundamental decision. Cloud solutions offer lower upfront costs and automatic updates, but all print data passes through external servers. On-premises solutions like Docuflair Print keep all data within your own network, giving you full control and making GDPR compliance straightforward. For organisations in regulated industries or with strict data sovereignty requirements, on-premises is the recommended choice.

Device Compatibility

Ensure the software supports your existing printer fleet. Look for broad manufacturer support covering Konica Minolta, Ricoh, Xerox, HP, Canon, Kyocera and others. Docuflair Print, for example, is compatible with over 358 multifunction devices and scanners. Also check whether card readers and embedded apps are supported for your specific models.

Integration

Print management software should integrate seamlessly with your existing infrastructure. Key integrations include Active Directory and LDAP for user management, existing card systems for authentication, and network monitoring tools for alerting. The less manual configuration required, the faster the rollout.

Scalability

Whether you have 10 printers or 10,000, the software should scale with your organisation. Consider not just the current printer count but also future growth, additional locations, and increasing numbers of mobile users. A modular architecture allows you to start small and expand as needed.

Support and Documentation

Look for providers that offer comprehensive documentation, responsive support and regular updates. Local support in your language and time zone can make a significant difference during implementation and day-to-day operations. Training materials and knowledge bases help your IT team become self-sufficient.

Frequently Asked Questions

Answers to the most important questions about print management software

How much does print management software cost?

Costs vary depending on the scope, number of devices and licensing model. Many providers offer per-device or per-user licences. On-premises solutions like Docuflair Print typically have a one-off licence fee plus optional maintenance. Cloud solutions charge monthly or annually. For a tailored quote, request a free demo.

Which printers are supported?

Modern print management software supports all major manufacturers including Konica Minolta, Ricoh, Xerox, HP, Canon, Kyocera, Brother, Lexmark and many more. Docuflair Print is compatible with over 358 multifunction devices and scanners. Check the compatible devices page for a full list.

Is print management software GDPR-compliant?

Yes, when implemented correctly. Print management software supports GDPR compliance through authentication at the printer (Article 32 GDPR), encrypted data transmission and automatic deletion of uncollected print jobs. On-premises solutions are particularly advantageous as all print data remains within your own network.

How long does implementation take?

A basic setup can be completed within a few hours. Full rollout including Active Directory integration, card reader configuration and policy setup typically takes one to five days depending on the size of the organisation and the number of devices. A pilot phase with a limited number of printers is recommended.

See Print Management in Action

Docuflair Print offers Follow-Me Printing, driverless BYOD printing, cost centre billing and centralised management for all major printer manufacturers. Fully on-premises, GDPR-compliant. Schedule a free demo.

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