Printers and copiers do the physical work. Print management software decides who can use them, what happens to each job and what it all costs. It is the layer that turns a collection of devices into a controlled, secure and measurable service.
Names such as PaperCut, uniFLOW and SAFEQ appear in almost every managed print proposal, yet many businesses are not sure what the software actually does or whether they need it. This guide explains print management software in plain English: the core features, the main product families in general terms, how it can be deployed and how to choose the right option for an office of 10 people or a business spread across several sites.
What print management software does
Without print management, a computer sends a job straight to a named printer and the printer produces it. Nobody checks who printed it, whether it was collected or what it cost. Print management software sits between users and devices. It receives each job, identifies the person who sent it, applies any rules the business has set, holds or routes the job and records the result. On a multifunction device it can also control copying and scanning at the touchscreen.
The result is three things most businesses lack when printers are left unmanaged: control over who prints what, visibility of usage and cost and security for documents that should not be left in an output tray.
Core features to expect
- User authentication. Staff identify themselves at the device with an ID card, PIN, username or mobile app.
- Secure print release. Jobs are held until the user releases them in person. Uncollected jobs are deleted after a set time.
- Find me printing. Often called follow me printing, users send to one queue and collect from any enabled device.
- Print rules. Policies such as duplex by default, mono for emails or a prompt before a large colour job.
- Quotas and cost allocation. Budgets by user or department with charges allocated to cost centres, projects or clients.
- Reporting. Usage by user, department and device plus environmental measures such as sheets saved.
- Scanning workflows. One touch scan to email, folders or cloud storage, sometimes with OCR.
- Mobile and guest printing. Printing from laptops, phones and tablets without installing a driver for each device.
The main product families in general terms
Several established products are widely used in UK businesses. Each has several editions and features change frequently, so treat the table as a general orientation rather than a feature comparison.
| Product family | Deployment in general terms | Often suits |
|---|---|---|
| PaperCut NG | On premises server, tracks and controls printing | Organisations that mainly need print control on printers |
| PaperCut MF | On premises server plus embedded apps on MFDs | Businesses wanting copy, scan and print control at the device panel |
| PaperCut Hive and Pocket | Cloud native and serverless | Multi site and hybrid businesses keen to remove print servers |
| Canon uniFLOW and uniFLOW Online | On premises or cloud | Organisations with Canon led fleets or mixed fleets |
| Y Soft SAFEQ | On premises or cloud options | Larger organisations with complex or multi brand fleets |
| MyQ | On premises or cloud options | Mixed brand fleets of varying sizes |
General orientation to common print management products. Editions and features vary; check the current vendor information, September 2026.
The main difference between PaperCut NG and PaperCut MF is a useful illustration of how editions vary. NG manages printing through the server. MF adds software embedded on the multifunction device itself, which allows copying, scanning and faxing to be tracked and secure release to take place at the device touchscreen. PaperCut Pocket is a lighter cloud option focused on print enablement, while Hive adds fuller device control from the cloud.
How it fits into a managed print service
Print management software can be bought on its own, yet it works best as part of a managed service. The provider selects compatible devices, installs and configures the software, sets up rules with you, integrates it with Microsoft Entra ID, Active Directory or Google Workspace and supports it alongside the hardware. Reporting from the software also feeds regular reviews, showing where devices are under or over used and where printing habits could change.
Print management set up properly
CopyBox Document Systems is a PaperCut partner and an authorised Develop and Fujifilm reseller. We recommend software and devices that work together, configure rules and secure release around your business and support both the hardware and the software from our Bedford base.
- PaperCut partner. Design, installation and ongoing support.
- Secure release. Card or PIN release at any enabled device.
- Useful reporting. Usage and cost by user, team and device.
- Local support. Engineers covering Bedford, Milton Keynes and Cambridge.
Deployment options
Print management software can run in three broad ways. The right choice depends on how many sites you have, how much server infrastructure you want to keep and how your staff work.
On site infrastructure needed by each deployment model
Relative amount of local server infrastructure to maintain. Illustrative comparison, not a product benchmark.
| Model | How it works | Strengths | Considerations |
|---|---|---|---|
| On premises | Software runs on a server in your office or data centre | Full local control and mature feature sets | Server patching, backups and hardware to maintain |
| Hybrid | Cloud administration with local components that keep printing on site | Less infrastructure while jobs stay on the local network | Depends on the product architecture |
| Cloud | Administration and queues managed as a cloud service | No print servers and easy multi site management | Internet dependency and data location questions to check |
How the main deployment models for print management software compare.
Many cloud products keep the print data itself on the local network where possible and send only job information to the cloud. Ask where job data travels and where it is stored, particularly if you have data protection obligations.
Scanning and document workflows
Modern print management is about more than printing. On multifunction devices it can provide simple scan buttons that send documents to a user’s email, a network folder or cloud storage such as SharePoint, OneDrive or Google Drive. Some products add OCR to create searchable PDFs and can apply file names or metadata automatically. This turns the copier into a practical first step towards less paper.
Security and compliance features
Print management software supports security in several practical ways. Secure release keeps confidential documents from sitting in output trays. Authentication means every copy, scan and print is linked to a person, which creates an audit trail. Some products can add watermarks, restrict scanning destinations or flag sensitive content. These controls help businesses meet the security expectations of UK GDPR, though they are one part of a wider approach that also covers device settings, firmware and data wiping.
Licensing and costs
Pricing models vary by product and edition. Common approaches include licences per device, per user or as an annual subscription, with separate costs for card readers and installation. Under a managed print agreement the software is often included within the monthly charge or cost per page. Ask exactly what is included, whether updates and support are covered and what happens to the licence if you change provider.
Choosing the right software
Use these questions to narrow down the options.
- Which devices will it run on? Check compatibility with your current and planned fleet, including any embedded apps.
- Where should it run? Decide between on premises, hybrid and cloud based on your sites and IT strategy.
- How will users sign in? Confirm support for your identity system and existing staff ID cards.
- What do you need to report? Department billing, client recharging or environmental data may all matter.
- Who will support it? A provider that supports the software and the devices together avoids finger pointing when something goes wrong.
If you would like advice on which print management software suits your office, our Managed Print Services page explains how CopyBox Document Systems combines devices, PaperCut software, monitoring and support into one managed service.
For more guides on security, usage control, cloud printing and costs, visit the MPS Help collection, where all of our general managed print articles are brought together.
Print management software, common questions
What is print management software?
It is software that sits between users and printers or multifunction devices. It identifies who sends each job, applies rules, holds jobs for secure release, controls copying and scanning and records usage and cost.
What is the difference between PaperCut NG and PaperCut MF?
PaperCut NG manages printing through the server. PaperCut MF adds embedded software on multifunction devices so copying, scanning and secure release at the device panel can be controlled and tracked.
Do I need a print server for print management software?
Not always. Traditional products run on an on premises server, while cloud and serverless products such as PaperCut Hive remove the need for print servers.
Is print management software worth it for a small office?
Often yes, particularly where documents are confidential or colour costs are high. Lighter cloud products are designed for smaller offices and are often included within a managed print agreement.
Can print management software work with different printer brands?
Most major products support multiple brands, though the level of integration varies by device. Check compatibility for each model before committing.
MPS Help
This guide belongs to our general managed print library, written for UK businesses that want clearer costs, better security and less time spent on printing.
Browse the full hubEvery article in the MPS Help collection is written for office managers, finance teams and IT leads, so you can go straight to the topic you need.
The right software turns a group of printers into a managed, secure service. To discuss print management for your business, visit our Managed Print Services page or call the CopyBox team in Bedford.