Print management software can turn print from a hidden cost-center into a controlled and valuable tool to achieve business goals. From delivering clear insight into print behaviors to secured print job release to centralized and simplified management of print devices, these print management applications have become essential for businesses.
Of course, this prompts the question — What is the best print management software?
As we enter 2026, here’s what to know to get the best print management software for your organization.
Let’s (briefly) cover the basics — What is print management?
Print management can cover multiple areas of printing: the print devices, print output, device access, and device maintenance.
At its simplest, print management uses a software application or platform to increase visibility into the fleet and usage, standardize print policies, and centralize management, often with a goal at controlling costs. A key advantage today is its ability to support security and compliance. By regulating access, tracking usage, and enforcing policies, print management software helps protect data, supporting regulatory requirements in industries like healthcare, finance, and government.
The best print management tools feature integrations with other business applications. This creates more seamless reporting and easier management of print, especially across distributed teams, while ensuring security, accountability, and full oversight.
Today’s print challenges and the benefits of managing them
Challenges around print aren’t going away. With the distributed workforce we have today, they’re only becoming more complex. Here’s a quick look at the challenges and the impact organizations see once they’re addressed with print management software.
Lost productivity: Employees lose valuable time dealing with stalled jobs, waiting for supplies to arrive, finding the right printer, or in need of device support. By streamlining print management, automating routine tasks, and simplifying device support productivity thrives.
Security risks: As an information hub, overlooked printers can become gaps in a security infrastructure while printed information shouldn’t be left unclaimed at a printer. Print management software helps to close these gaps with access controls, features like secured print release, and centralized firmware, application, and connectivity updates.
Compliance: Regulations for data handling cannot be ignored and seem to be getting more complex. Security and reporting provided by print management solutions increase visibility and control over document activity and the movement and access of information through the business.
Sustainability pressures: From reporting requirements to corporate goals, sustainability now extends to print. Managing print give organizations the data to measure, report, and actively control and reduce paper usage where possible.
Rising costs: Supplies, devices, and energy consumption add up. By tracking usage and eliminating unnecessary prints and waste, print management delivers measurable cost savings.
When these challenges are addressed, organizations don’t just contain risk — they unlock value. IT teams spend less time troubleshooting and more time on strategy. Security and compliance become built-in, not afterthoughts.
Features of a top print management software
Having the right features in the print management software you choose makes all the difference. Here are the features to look for:
Centralized system management: By centralizing management of print devices, fewer resources are needed to manage and support.
Secured print release and authentication: Protecting sensitive documents ensures only authorized users can release print jobs.
Cost tracking and reporting: Providing visibility into usage by department, user, or device helps to control costs and reduce waste.
Cloud integration: Connecting printing to cloud services delivers greater access and workflow integration.
Mobile and remote printing: Workplaces support hybrid and distributed teams more easily with the ability to print securely from anywhere, on any device, at anytime.
Automated supply management and device maintenance: Companies experience reduced downtime by monitoring devices, replenishing supplies, and flagging issues proactively.
Analytics and dashboards: Usage data turns into actionable insights for optimization, compliance, and planning.
Sustainability features: Organizations find it easier to meet sustainability goals by tracking carbon emissions, paper consumption, and energy use.
How to choose the best print management software for your organization
Choosing the best print management software comes down to prioritizing and aligning features with your organization’s goals. Here are several key factors to consider.
Your environment and pain points: Start with an honest assessment. Where are your biggest inefficiencies — rising costs, compliance gaps, or user frustration? Prioritize tools that solve those first.
Security and future readiness: Ensure the platform can grow with you, from supporting more users and devices to enabling cloud printing, AI-driven workflows, and new compliance requirements.
Integration with existing systems: The best solution won’t add complexity. Look for seamless compatibility with your IT infrastructure, identity management, and cloud services.
Ease of use and adoption: Features only deliver value if people actually use them. Evaluate the employee and IT admin experience to ensure it’s intuitive.
Vendor partnership: Beyond the software itself, consider the provider’s support, implementation expertise, and ability to support across your regions or industries.
The best solution isn’t just the one with the longest features list or lowest apparent cost — it’s the one that addresses your current challenges, supports long-term strategy, and simplifies compliance and optimization.
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