Secure print release
Hold jobs until the user authenticates at an approved device, reducing unattended documents and abandoned print.
Print Management Technology
Managed Print Services Software
Managed print services software is the technology used to monitor, control, secure and report on printing across an organisation.
It can turn a collection of printers into a managed environment by adding secure release, authentication, reporting, print rules, cloud print and user-level control.
Quick answer
What is managed print services software?
Managed print services software helps organisations control how users print, where jobs are released, who can access device functions and how print activity is reported. It can also support cloud print, cost allocation, secure release and central policy management.
Core Capabilities
What can managed print software do?
The right platform depends on the business requirement. These are the functions most commonly used in managed print environments.
User authentication
Identify users through PIN, credentials, cards or supported identity integrations before printing or using device functions.
Print policies
Apply rules around colour, duplex printing, large jobs, device access or departmental permissions.
Usage reporting
Report by user, department, device or other configured groupings to improve visibility of print activity.
Cost allocation
Allocate print costs to departments, projects, clients or cost centres where the workflow requires it.
Cloud printing
Centralise print management and reduce reliance on traditional local print-server infrastructure where appropriate.
Device monitoring software
Some software used in managed print is focused on the devices themselves rather than individual users.
This kind of platform can collect meter readings, toner levels, device status, model information and alerts. It supports the operational side of managed print by helping providers automate consumables, report on usage and respond to issues with better information.
Secure print release
Secure print release holds a job in a queue until the user authenticates at a supported printer or multifunction device.
Instead of printing immediately and waiting on an output tray, the document is released only when the user is physically present.
Confidentiality
Reduce documents being left unattended in shared spaces.
Less waste
Unreleased jobs can be removed rather than printed unnecessarily.
Flexibility
Users can release jobs at another supported device where configured.
User authentication
Authentication connects print activity to a known user and can control access to device functions.
Depending on the software and devices, users may authenticate with a PIN, username and password, swipe card, building access card or another supported identity method.
This can support secure release, reporting, departmental controls and different permissions for different user groups.
Print rules and policy control
Print-management software can apply rules that influence how users print.
Examples of print policies
Default selected users to mono
Require duplex printing
Restrict colour printing by role
Redirect large print jobs
Limit access to particular devices
Apply departmental permissions
Show users the cost of a job
Require confirmation for expensive jobs
Print usage reporting
One of the main reasons businesses deploy print-management software is visibility.
Reporting can show which users, departments or devices are generating print volumes and how those patterns change over time.
That information can support cost control, security reviews, capacity planning and decisions about whether particular devices are still required.
PaperCut and managed print services
PaperCut is an established print-management platform used to provide functionality such as secure release, authentication, reporting and print controls.
The important point is not to install software simply because it has more features. The platform should solve a defined business requirement.
Good reasons to use print-management software
- Stop confidential documents being left on printers
- Give finance clearer departmental usage reporting
- Control unnecessary colour printing
- Allow users to release jobs securely across supported devices
- Support a move away from traditional print-server infrastructure
Cloud print management
Traditional business printing has often relied heavily on local print servers.
Cloud print management can reduce that dependency by providing centralised print services and policy management through cloud-connected platforms.
This can be useful for multi-site organisations, hybrid environments and businesses moving more of their infrastructure into cloud services.
Managed print software and security
Print-management software can improve security, but the software itself also needs to be secured properly.
Organisations should understand administrator access, authentication, software updates, identity integrations, data retention and what information the platform stores.
Do all businesses need managed print software?
No. A small organisation with a simple print environment may not need a sophisticated print-management platform.
Software becomes more valuable when the business has specific requirements around confidentiality, reporting, multiple locations, user mobility, cloud printing, cost allocation or print waste.
The software should be proportionate to the problem being solved.
Know the difference
Device monitoring vs print-management software
| Function | Device monitoring | Print-management software |
|---|---|---|
| Toner levels | Yes | Usually not the main purpose |
| Meter readings | Yes | May provide job-level reporting instead |
| Secure release | No | Yes |
| User authentication | No | Yes |
| Print rules | No | Yes |
| Device alerts | Yes | Usually secondary |
Keep researching
Related managed print guides
FAQs
Managed Print Software FAQs
What is managed print services software?
Managed print services software is technology used to monitor, control, secure and report on printing across an organisation. Depending on the platform, it can support secure release, user authentication, print rules, reporting, cost allocation, cloud printing and device management.
Is managed print software the same as remote printer monitoring?
Not necessarily. Remote printer monitoring usually focuses on device health, meter readings, toner levels and alerts. Print-management software focuses more on users, print jobs, authentication, secure release, print policies and reporting.
What is secure print release?
Secure print release holds a print job until the user authenticates at an approved printer or multifunction device. This reduces documents being left unattended and can also reduce waste from jobs that are never collected.
Can managed print software control colour printing?
Yes, depending on the platform and configuration. Print rules can be used to default users to mono, restrict colour, apply duplex printing or redirect certain jobs.
Does The Zero Group support PaperCut?
The Zero Group supports PaperCut as part of managed print solutions where its features fit the customer requirement, including secure release, authentication, reporting and print controls.
Do all businesses need print-management software?
No. A small, simple print environment may not need advanced print-management software. It becomes more useful where there are requirements around confidentiality, multiple sites, reporting, user controls, cloud printing or cost allocation.
Last reviewed: September 2026
Choose print software around the problem you need to solve
The Zero Group can review your users, devices, security requirements, workflows and reporting needs before recommending a managed print software approach.