Best Print Management Software

Celiveo publishes per-user pricing openly, which is unusual in enterprise print management, and splits its offering in two. Celiveo 365 Cloud Print costs $3 per active user per month for cloud print management alone. Celiveo 365 Enterprise costs $12 per active user per month and adds AI document management on top of secure print management.

The billing unit matters: charges apply per active user rather than per licensed seat or per device, so dormant accounts do not accrue cost. The Enterprise edition is deliberately decoupled, meaning an organisation can keep an existing print management system and take only the AI document intelligence layer, and upgrades from Cloud Print to Enterprise happen instantly without penalties or migration work. Celiveo also integrates with Microsoft Universal Print. Its marketing leans heavily on ROI modelling, quoting figures such as $4M saved a year for a 1,000-employee company, but those are simulation outputs rather than costs. A 30 day free trial is offered.

Pharos Cloud is positioned squarely against legacy print server infrastructure: "Modern IT deserves modern print," replacing legacy print servers with a cloud-native print management platform that delivers secure, seamless printing with complete visibility and enterprise reliability. The company brings decades of enterprise print expertise specifically to this transition, rather than being a newer entrant retrofitting cloud features onto an on-premises product.

Recent releases reinforce the cloud-native positioning: Pharos Cloud 4.5 expanded control, simplified setup and modernised the print experience, and the platform is available directly through AWS Marketplace. Pharos was named a Leader in Quocirca's 2026 ACT Print Industry Ecosystem Leadership Report and completed a SOC 2 examination, giving IT buyers a security-compliance data point that many print management vendors don't publish. For an organisation actively trying to decommission on-premises print servers rather than just add print management on top of them, that's the specific reason to evaluate Pharos over server-based competitors.

ThinPrint solves a narrower and more technical problem than most print management tools: getting printing to work reliably in virtualised and remote environments where it traditionally does not. Citrix, VDI and DaaS, Omnissa and Remote Desktop printing are its named use cases, which makes it a different purchase from a cost-recovery or secure-release platform.

The ThinPrint Hub addresses branch offices, integrating remote sites without a local print server, and the company has built integrations down to Raspberry Pi and thin client hardware through partners such as 10ZiG. ThinPrint Management Center handles large-scale printer deployment, offering an alternative to managing printers through Group Policy. The current generation is ThinPrint 13. A separate cloud product, ezeep Blue, covers cloud-native printing for organisations that do not need the virtualisation focus. Service providers are an explicit target segment. Pricing is not published on the site.

MyQ X is a cloud-native print and scan platform aimed at making the device panel the main interface rather than a desktop client. Its embedded terminals put one-click Easy Actions on the multifunction device itself, so a user can scan to cloud storage or release a secure print without navigating menus, which is where most print management deployments lose people.

The platform covers cloud print and scan, mobile printing, secure print release, scanning and document workflows, device management and personalisation, with deployment positioned as quick rather than a lengthy project. MyQ reports users in more than 140 countries, with public sector references including the Czech Republic Ministry of Interior. A separate product, MyQ Roger, addresses Ricoh environments. No pricing is published on the site, so quotes come through MyQ or its partner network.

uniFLOW is a print, scan and device management platform from NT-ware, a German software company. It is widely associated with Canon, which is NT-ware's parent, but the platform is multi-vendor: Canon, Lexmark, Sharp and HP devices are all supported, so it is not tied to a single manufacturer's fleet.

Its defining characteristic is modularity. Rather than one fixed product, uniFLOW grows with requirements across office printing, document scanning, budget and cost management, and device management, so an organisation licenses the parts it needs. The line includes uniFLOW itself for server-based deployment, uniFLOW Online for cloud, and uniFLOW sysHUB for workflow automation. Server and cloud technology are combined deliberately, with tight integration between uniFLOW and uniFLOW Online allowing a granular transition to the cloud rather than a single cutover. Secure printing from smartphones and tablets, and smart scanning with automated routing to cloud destinations, sit within the platform. Pricing is not published.

Xerox Workplace Suite is a server-based print management solution providing authentication, cost control, content security and mobility workflows, installed on-site for organisations that specifically want printer security, monitoring and control while keeping data within their own network. A flexible modular licensing approach lets buyers license only the features that fit their business needs, regardless of fleet size, rather than paying for a fixed bundle.

Content security goes beyond typical print management: documents can be scanned for user-defined terms or content matches, with administrators alerted when sensitive content is detected, and copy, scan or print operations can be blocked to prevent data loss. Mobile printing spans Windows, macOS, Linux and Chromebooks alongside iOS, Android and Windows Surface tablet apps, using pull-printing so jobs queue until released at the device. For organisations wanting the same capability without on-site infrastructure, Xerox Workplace Cloud (hosted on Microsoft Azure) is the named cloud sibling with a wider range of mobile workflows.

RICOH Streamline NX is a modular software platform for managing multifunction printers and printers across an enterprise, letting IT and finance teams monitor and manage all MFPs and printers through one dashboard, covering device management, printing, scanning and cost accounting together rather than as separate tools. Named modules include Scan & Capture (document digitisation with Zonal OCR and barcode functionality), Secure Print (jobs held until user authentication at the device), a PC Client desktop management interface, @Remote mobile administration, and a Certificate Enrollment Service that automates device certificate deployment and renewal.

Security is built around authentication via PIN, smart card or building badge, data encryption, firmware validation, and print job hold-and-release for accountability. Available for on-premise, private cloud and VPN-less environments, Streamline NX also publishes case studies specifically in banking, agriculture and airline sectors, industries with unusually strict device-security and audit requirements, which is a useful signal for any buyer in a regulated vertical.

Print Tracker's entire pitch is setup speed and simplicity: get started free in less than five minutes, with a four-step flow that's unusually transparent for enterprise print software: create an account, register for a 30-day free trial, install a data collection agent (DCA) on the same network as your printers, and let the agent automatically discover and upload printer data. From there, it gathers device description, IP address, serial number, location, page count, toner levels and service alerts across the entire fleet.

That directness is the differentiator against heavier platforms like Pharos Cloud or the Ricoh/Xerox enterprise suites: Print Tracker is built for teams that want fleet visibility and meter/supply monitoring specifically, with a real 30-day free trial and configurable, scheduled reports plus ERP integration, rather than a full authentication-and-cost-control print management server. It fits organisations wanting monitoring without committing to a heavier print infrastructure overhaul.

Equitrac is a long-established print management and cost recovery product, and its ownership history is worth knowing when researching it. It passed through Nuance and Kofax before arriving at Tungsten Automation, which is the Kofax business under its current name. Older material appears under all three brands and describes the same product line; Tungsten now markets it as Tungsten Equitrac.

The focus is reducing print costs and securing output. Print jobs are held until released by the user at the device, which eliminates uncollected pages and prevents confidential documents sitting in output trays. Mobile print release and submission extend that to staff working away from a desk. Usage tracking supports cost recovery, which matters particularly in legal and professional services where print is billed back to clients or matters. Equitrac sits alongside Tungsten ControlSuite and Tungsten AutoStore in the wider portfolio. Pricing is not published.