From single-device monitoring to full-fleet user tracking, here’s how to get visibility into your print environment and save money doing it.
You can’t manage what you can’t see.
It’s a simple idea, but when it comes to office printing, visibility is often the missing piece. Maybe you suspect your team is printing too much in color. Or you’re trying to stay on top of costs but don’t know where to start. Sound familiar?
The good news: getting control of your print environment doesn’t mean adding another headache to your plate. Whether you’re running a small office or a multi-location organization, tracking who’s printing what (and how often) is easier and more impactful than most people think.
Let’s break down the options.
Start Small: Device-Level Tracking
If your organization has just a few printers (around one to five), you may not need a complex solution. Many devices we install, like the Konica Minolta BizHub line, come with Account Track included at no extra cost. This built-in tool tracks printing by user, page volume, and color versus black and white usage.
It’s a great starting point for smaller teams who want some insight without investing in additional software.
The downside is that you’ll need to pull reports manually from each device, which can become tedious over time.
Ready to Scale? Go Fleet-Wide with PaperCut
For organizations with more devices or more users (think schools, municipalities, multi-department offices, law firms, or real estate offices), PaperCut is a game-changer.
This software connects your entire print fleet under one dashboard, letting you:
- Track usage by user, department, or project
- Set rules like defaulting to black and white
- Control who can print in color and when
- Automate reporting and generate insights effortlessly
It’s centralized. It’s scalable. And it gives leadership the visibility they need to make smart decisions without chasing down data manually.
Add a Layer of Security: Codes or Badges
A major bonus of print tracking tools is that they can double as a security measure.
Instead of printing documents that sit unattended in the tray, users can release jobs only when they are physically at the machine. That means fewer abandoned documents, better protection for sensitive files, and a reduction in waste.
Options include:
- Entering a PIN
- Scanning a badge (which works especially well in schools and healthcare settings)
Both options add a layer of accountability and peace of mind.
The ROI Speaks for Itself
From paper and toner savings to fewer service calls caused by overused equipment, print tracking quickly proves its value. With fewer mystery print jobs and better control over color usage, organizations often see results within the first few months.
Let’s Make It Easy
If you’re wondering how much your team is really printing or where you could be saving, we’re here to help.
Let’s talk about the best-fit tracking solution for your organization. Whether you need to start small or scale fast, we’ve got the tools and local service to support you every step of the way.