Printing is one of those business processes that many organisations take for granted. Yet for companies of all sizes, the cost of unmanaged printing—from wasted paper and toner to downtime and security risks—can be significant.
Without visibility, it’s impossible to know where inefficiencies lie or how much is being lost each month. This is where print management software comes in.
By introducing a centralised system to monitor, track, and control printing across your organisation, you can cut costs, improve efficiency, and gain peace of mind that your information is secure.
What Is Print Management Software?
At its simplest, print management software sits between your users and your printers, monitoring and controlling all print activity. Instead of sending jobs directly to devices, users send them through the software, which applies rules, logs usage, and makes sure the right document prints in the right way.
Solutions like PaperCut or MyQ—offered by SOS Group—take this a step further with advanced features. For example, Follow-Me Printing lets users release jobs securely at any authorised printer, preventing sensitive information from being left unattended. Detailed reporting shows exactly who prints what, while quotas and rules ensure responsible use of resources.
The Financial Benefits of Print Management
For many organisations, the biggest impact of print management software is the immediate reduction in costs. Without proper management, employees often print in colour when black-and-white would suffice, print single-sided instead of double-sided, or even use company printers for personal documents.
Print management software allows businesses to set sensible rules, such as defaulting to duplex or restricting colour printing to specific departments. By cutting waste, companies can save on paper, toner, and energy bills.
SOS Group has helped clients reduce overall print costs by up to 30% by combining Print management software with fleet management software.
Automated toner replenishment, predictive maintenance, and better fleet visibility ensure that devices remain cost-effective and reliable.
Improved Security for Sensitive Data
People often overlook printers and multifunction devices in cybersecurity, even though they frequently connect to networks, email systems, and cloud platforms. This makes them potential entry points for unauthorised access.
Print management software helps reduce this risk by holding documents in a secure queue until the authorised user authenticates at the device. Users can authenticate via card, PIN, or login, which ensures that confidential information never ends up in the wrong hands.
For businesses in regulated sectors such as education, healthcare, or financial services, this functionality supports compliance while also improving everyday security. As part of our wider Managed Print Services, SOS Group configures security settings properly and keeps them up to date.
Boosting Productivity Across the Office
Anyone who has lost time due to print queues, paper jams, or devices running out of toner knows how disruptive these issues can be. Print management software reduces downtime by routing jobs intelligently, balancing workloads across multiple devices, and automatically replenishing supplies.
This means employees can print where and when they need to, without unnecessary delays. IT teams also benefit from fewer service calls, allowing them to focus on higher-value tasks.
Supporting Sustainability Goals
Sustainability is no longer an optional extra for businesses—it’s a priority. Unnecessary printing wastes natural resources, generates CO2, and adds to landfill waste. Print management software helps reduce an organisation’s environmental footprint by preventing overprinting and encouraging greener practices such as duplex printing.
SOS Group takes sustainability a step further by pairing print management software with energy-efficient solutions like Epson Heat-Free Technology. By consuming less energy and producing fewer consumables than traditional laser devices, Epson’s technology significantly lowers the environmental impact of office printing.
How Print Management Works in Practice
Here’s how a typical process looks in a business using PaperCut or MyQ with SOS Group’s support:
- An employee sends a document to print, but instead of going straight to the device, it enters a secure queue.
- The software applies company rules—for example, enforcing double-sided output or routing large jobs to a high-capacity device.
- The employee authenticates at the most convenient printer to release the job, ensuring documents don’t sit uncollected.
- Usage is logged, giving managers visibility over costs and patterns across departments.
- Uncollected jobs can be set to delete after an agreed period of time.
This streamlined process means less waste, greater security, and better accountability.
Why Work with SOS Group?
At SOS Group, we understand that every business has unique printing needs. That’s why we offer tailored print management solutions built around trusted technology like PaperCut or MyQ. From installation and integration through to ongoing support, we make the process straightforward and effective.
We combine Print Management Software with our full range of copy, print, and scan solutions to provide a complete service that reduces costs, improves efficiency, and supports sustainability. Whether you’re a small business looking for greater visibility or a large organisation needing strict security controls, SOS Group can deliver a solution that works for you.
Unmanaged printing costs businesses money, time, and resources every day. By introducing print management software like PaperCut or MyQ, organisations can take back control—cutting costs, protecting sensitive data, and supporting environmental goals.
Partnering with SOS Group ensures you get not just the software, but a full- service solution backed by years of expertise. If you’re ready to make your printing smarter, more secure, and more sustainable, explore our Print Management Solutions or contact our team today.