How Print Management Software Reduces Costs and Increases Efficiency for SMBs

For small and medium-sized businesses (SMBs), printing costs can quickly add up, often without clear visibility into where the money is going. From excessive paper waste to inefficient printer use, unmanaged printing can drain thousands of dollars from a company’s budget each year. However, with print management software like UniFlow, and PaperCut, SMBs can take control of their print environment, reducing waste, improving efficiency, and enhancing security.

This blog explores how print management solutions help SMBs reduce costs, enforce smart printing policies, and improve productivity.

The True Cost of Printing for SMBs

Many SMBs assume printing expenses are minor, but studies show that print-related costs can account for 1-3% of a company’s total revenue. These costs typically include:

• Toner and ink waste due to excessive or unnecessary printing
• Paper waste from reprints, single-sided printing, or abandoned print jobs
• Energy consumption from inefficient printer use
• Security risks from sensitive documents being left unattended on print trays
• IT support costs, with studies showing that 23% of IT help desk calls are related to printing issues

Without a managed print solution, SMBs often lack visibility into their print costs and usage, leading to inefficiencies and unnecessary expenses.

How Print Management Software Reduces Costs

1. Print Tracking and Analytics

Print management software provides detailed reporting on print usage, helping businesses identify wasteful practices. With real-time dashboards, SMBs can track:

• Which employees or departments print the most
• The percentage of color versus black-and-white prints
• The most frequently used printers and their efficiency levels
• Costs allocated by department, user, or project

By analyzing this data, businesses can adjust print behaviors and enforce cost-saving policies.

2. Rules-Based Printing Policies

One of the most effective ways to cut printing costs is by enforcing rules such as:

• Default black-and-white printing: Color printing is up to five times more expensive than grayscale
• Duplex (double-sided) printing: Saves up to 50% on paper costs
• Print quotas: Limits excessive printing by setting page allowances for employees
• Secure print release: Prevents waste by requiring employees to authenticate before a document is printed

Print management solutions like PaperCut and UniFlow allow businesses to automatically apply these policies across the organization.

3. Secure Printing to Prevent Waste and Data Breaches

Print security is another often overlooked cost factor. Employees frequently print sensitive documents and forget to retrieve them, leading to wasted resources and security risks. Print management software addresses this with:

• Secure print release: Employees must authenticate at the printer (PIN code, ID badge, or mobile app) before their document is printed
• Print job expiration: Unclaimed print jobs are automatically deleted after a set period
• User authentication tracking: Ensures only authorized employees can print specific documents

These security features help prevent both waste and data breaches, which is particularly critical in industries such as law firms, healthcare, and finance.

4. Reduced IT Workload and Automatic Cost Recovery

Printing problems can consume IT resources, leading to unnecessary costs. Print management software alleviates this burden by:

• Automating printer alerts: IT teams receive notifications before issues escalate
• Self-service printer management: Employees can resolve basic print issues without IT intervention
• Quota-based billing and cost allocation: Businesses can assign print costs by department, project, or client for easy cost recovery

By streamlining printer management, IT teams can focus on more strategic tasks rather than troubleshooting printer issues.

How an SMB Cut Printing Costs by 30%

A 50-employee marketing agency was spending nearly $12,000 annually on printing costs due to wasteful printing, excessive color use, and abandoned print jobs. After implementing PaperCut, they achieved the following results:

• Reduced color printing by 40% by setting black-and-white as the default
• Decreased paper waste by 35% by enforcing duplex printing
• Lowered overall printing costs by 30% through print tracking and cost allocation

By simply implementing smarter print rules and tracking usage, the company saved over $3,600 per year while maintaining productivity.

Why SMBs Should Invest in Print Management Software

For SMBs, every dollar counts. A print management solution helps reduce unnecessary printing, enhance security, and improve workflow efficiency. With solutions like UniFlow and PaperCut, businesses can gain full control over their print environment and turn printing from an uncontrolled expense into a managed, cost-effective process.

Take the Next Step

Interested in reducing your business’s printing costs? Contact ManagedPrint to learn how Managed Print Services (MPS) and print management software can help streamline your operations and improve your bottom line.