7 Best Print Management Software for Enterprise IT

It’s easy to assume that digitized workflows have pushed print to the margins, but the data tells a very different story. A 2023 Quocirca study found that 70% of organizations remained dependent on print, with that number climbing to 72% in large enterprises.

For IT leaders, older print infrastructure creates two simultaneous headaches: it’s a quietly- expanding security risk and a persistent drain on budgets.

The same 2023 research revealed that 61% of organizations experienced data losses caused by unsecure printing practices in the year prior to the survey, and the average cost of a print-related breach came to a sobering £743K. Perhaps more telling, only 19% of those surveyed felt completely confident in the security of their own print setup.

Those numbers sit alongside a different, equally stubborn problem: invisible waste. Orphaned print jobs, unnecessary color runs, and a lack of user-level visibility can contribute to ungoverned enterprise print volumes.

Cloud-native print management platforms attack both sides of the equation. They eliminate the on-premises servers that create risk while layering on analytics, secure release, and policy controls that turn print into a governable IT service.

What follows is a look at seven best print management software for enterprise scale.

Best Print Management Software at a Glance

Pharos Cloud: Enterprise cloud-native PrintOps platform with Zero Trust alignment and 99.999% uptime

PaperCut MF / Hive: Self-hosted print management (MF) or serverless cloud printing on an Edge Mesh architecture (Hive)

Vasion Print (formerly PrinterLogic): SaaS direct IP printing eliminating print servers with AI-powered document processing

uniFLOW Online: Azure-native cloud print and scan for multi-vendor fleets

Y Soft SAFEQ Cloud: Cloud-native infrastructure with single universal driver approach

Xerox Workplace Cloud: Azure-hosted MPS solution with FedRAMP authorization

Microsoft Universal Print: Native Azure cloud print bundled with Microsoft 365

Methodology & Use Case

This guide was built for a specific scenario: Large enterprises with distributed offices, mixed printer fleets, and a mandate to eliminate print servers while tightening security, gaining fleet visibility, and reducing print waste costs.

Every platform was evaluated against four criteria:

Cloud-native architecture: The solution eliminates on-premises print servers entirely rather than lifting-and-shifting legacy software into a virtual machine.

Security: Secure release printing, Zero Trust alignment, and certifications and completions such as ISO 27001, SOC 2®, or FedRAMP were examined.

Enterprise fleet management: Multi-vendor printer support, uptime guarantees, and depth of analytics and reporting were assessed.

Integration and scalability: Open APIs for ITSM and identity platforms were weighed alongside AI-readiness for future IT operations automation.

Research drew on direct vendor documentation, industry analyst studies from Quocirca and IDC, and verified user feedback where publicly available.

Print Management Software Compared: Quick Feature Reference

Pharos Cloud: Best for bank-grade security and uptime | Deployment: Cloud-native SaaS | Secure Release: Secure release, Zero Trust | Analytics: Advanced | Pricing: Starts $3/user/yr

PaperCut: Best for sustainability-focused mid-to-large orgs | Deployment: Self-hosted server infrastructure (MF) or serverless Edge Mesh cloud (Hive) | Secure Release: Secure release | Analytics: Usage tracking, sustainability | Pricing: Not publicly available

Vasion Print: Best for Windows-heavy enterprises eliminating servers | Deployment: Cloud-native SaaS | Secure Release: Add-on | Analytics: Cost tracking | Pricing: Per-printer licensing

uniFLOW Online: Best for Canon-centric fleets needing scan automation | Deployment: Azure cloud | Secure Release: Secure release | Analytics: Cost tracking | Pricing: Not publicly available – quote-based; contact vendor

Y Soft SAFEQ Cloud: Best for heterogeneous fleets wanting single driver | Deployment: Cloud, private cloud, hybrid | Secure Release: Pull printing | Analytics: Reporting | Pricing: Via channel partner – contact for quote

Xerox Workplace Cloud: Best for US federal agencies needing FedRAMP | Deployment: Azure cloud | Secure Release: Pull print | Analytics: Fleet reporting | Pricing: Not publicly available – quote-based; contact vendor

Microsoft Universal Print: Best for M365-centric shops with modern printers | Deployment: Azure cloud | Secure Release: Basic (Entra ID) | Analytics: Available via Azure Portal | Pricing: $4/user/month standalone; included with qualifying Microsoft 365/Windows Enterprise plans

Pricing is subject to change. Quote-based entries vary by fleet size, user count, and contract terms. Standalone pricing assumes no volume or enterprise discount.

The 7 Best Print Management Software Tools

1. Pharos Cloud

Pharos Cloud is a cloud-native PrintOps platform built from the ground up for large, security-conscious enterprises rather than being adapted from an on-premises product.

It’s trusted by four of the five largest U.S. banks and numerous Fortune 500 companies. The platform delivers 99.999% uptime through a containerized architecture with multi-availability zone redundancy, giving it the reliability profile that mission-critical environments demand.

Zero Trust-aligned print security: Pharos Cloud supports Zero Trust security principles through secure release printing, end-to-end encryption, per-session identity validation, regional data residency, and authenticated document release. For IT teams consolidating their security software stack, this alignment with Zero Trust architecture closes a persistent gap in enterprise print infrastructure.

Resilient direct IP printing with failover: The platform offers Direct IP failover printing continuity during WAN outages, centralized IPP Everywhere driver management, open APIs for identity, ITSM, and automation integrations, and a single web-based management console for global fleet visibility.

Certifications and compliance: Pharos Cloud is ISO 27001 and ISO 27017 certified and has achieved SOC 2® attestation. Pricing starts at $3.00 per user, per year, with the final subscription tailored to organization size, deployment requirements, and capabilities.

AI-ready data architecture: The platform is cloud-native, data-rich, and API-accessible, designed so print data and workflows can connect into automated and AI-driven IT operations. As enterprises adopt AI productivity tools across their operations, this API-first design makes print telemetry available to intelligence workflows rather than trapped in a silo.

Best for: Global enterprises with strict security, 99.999% uptime, mixed printer brands, and a need for deep analytics, waste reduction, and API-driven automation.

Less ideal if: Smaller IT teams are seeking a lightweight, low-cost solution that does not require the breadth of enterprise integrations or advanced governance features.

Cost visibility is where the platform’s PrintOps philosophy really shows up. Citizens Bank used Pharos to cut monthly print costs by 45% by gaining granular visibility into user-level print data and reducing unnecessary color printing.

The combination of robust security measures and cost control features makes Pharos Cloud a strong choice for IT teams accountable for both risk and budget.

2. PaperCut MF / PaperCut Hive

PaperCut gives enterprises two lanes: the well-known self-hosted PaperCut MF and the newer, cloud-native PaperCut Hive.

Hive is the serverless option, built on an Edge Mesh architecture that uses shared computing power across network devices, plus a Cloud Node for remote print jobs, so no dedicated print server is required. It is designed to eliminate infrastructure while preserving the end-user experience that put PaperCut on the map.

Cloud-native serverless architecture: PaperCut Hive replaces local print servers with an Edge Mesh and Cloud Node approach that works without any dedicated server hardware.

Broad identity and multi-vendor support: Hive supports all printer brands and operating systems, syncs with Microsoft Entra ID and Google Workspace, and its app installs on printer touchscreens in 14+ languages for a consistent experience across mixed fleets.

Ongoing innovation: A December 2025 update added ARM64 support for Windows on ARM devices, bulk user onboarding via CSV/TSV, scheduled reports emailed to stakeholders, Copy Control (zero-stop copy quotas), local language support in the User Portal, and custom branding.

Built-in sustainability tracking: Waste reduction features are tied to the company’s tree-planting program, giving organizations a tangible sustainability narrative that procurement and CSO teams appreciate.

Best for: Mid-to-large organizations seeking an approachable cloud-native print environment with strong sustainability reporting and easy deployment across mixed fleets.

Less ideal if: You need full on-premise control with all the advanced customization of MF, or you require deep enterprise-grade analytics and automation APIs that match dedicated platforms like Pharos Cloud.

PaperCut’s friendly brand makes it a natural starting point for many IT teams. For the most complex enterprise environments with demanding governance requirements, however, the analytics depth and API extensibility may feel a step behind purpose-built enterprise solutions.

3. Vasion Print (formerly PrinterLogic)

Vasion Print is a SaaS-first direct IP printing platform that completely eliminates print servers and has earned a loyal following across its 14,000+ customer base by dramatically cutting help desk tickets. It’s built for IT teams that want to go serverless and stay that way, with the option to layer AI-powered document processing on top.

Serverless direct IP printing at scale: The platform offers cloud-native, centrally managed direct IP printing with concurrent IdP integrations and over 200 enterprise integrations. Users report helpdesk ticket reductions of up to 90%.

AI-powered intelligent document processing: Built on AWS Bedrock infrastructure, the platform classifies, extracts, and routes documents at the point of capture, integrating with AI platforms including OpenAI, Anthropic, IBM Watson, Azure AI, and Google Gemini.

Enterprise compliance: Role-based access controls and secure release printing (available as an add-on) help meet compliance requirements, though secure printing is not bundled into the base platform.

Best for: Windows-heavy enterprises ready to go fully serverless and interested in layering AI-driven document workflows onto their print environment.

Less ideal if: The per-printer pricing model—frequently flagged by verified enterprise users on SoftwareAdvice—can become a cost concern at scale, particularly in nonprofit, defense, banking, and pharmaceutical sectors. Budgeting should factor in secure print add-on costs from the start.

Enterprise IT teams consistently praise Vasion Print’s reliability and responsive support. Procurement teams, however, should model total cost carefully for large printer estates where per-device licensing accumulates, and secure release costs need to be built into the upfront budget.

4. uniFLOW Online

uniFLOW Online is the Azure-native cloud print and scan solution from NT-ware, a Canon subsidiary. It’s a strong serverless choice for mixed fleets where document scanning and automated filing are core workflows alongside printing, and it requires zero local infrastructure.

Fully cloud, no local infrastructure: Built on Microsoft Azure, uniFLOW Online requires no local server or edge device. It supports Canon, Lexmark, Sharp, and HP devices in mixed fleets, delivering secure print release, mobile printing, scan-to-cloud, automated filing, and cost tracking through a centralized dashboard.

Flexible authentication: Users can authenticate via proximity card, PIN, mobile badge (BLE), or touchless auto-release at multifunction devices, with device policies configurable per location.

Integrated scan-to-cloud: Automated filing and budget control features make scanning a governed, cost-tracked workflow rather than an afterthought.

Best for: Enterprises with Canon-heavy fleets that also need solid multi-vendor support, especially where scanning and automated routing into cloud storage are daily operations.

Less ideal if: You require advanced, customizable analytics beyond cost tracking, or your fleet includes printer brands outside the officially supported quartet.

uniFLOW Online delivers a polished, Azure-hosted experience that feels native to the Microsoft ecosystem. It’s a natural fit for Canon-centric IT departments looking to consolidate print and scan onto a single, serverless cloud platform with minimal operational overhead.

5. Y Soft SAFEQ Cloud

Y Soft SAFEQ Cloud is a truly cloud-native print infrastructure platform with rare deployment flexibility: public cloud, hosted private cloud, or a hybrid gateway. Its standout feature is a single universal driver approach that solves multi-vendor complexity at the driver level, and it supports Zero Trust-aligned, location-aware printing across globally distributed offices.

Flexible deployment: SAFEQ Cloud is available as a public cloud service, a hosted private cloud (SAFEQ Managed), or via a hybrid gateway (OMNI Bridge). All options remove print servers entirely.

Universal single driver: A single global print queue with a full-featured driver handles complex print job attributes across a multi-vendor MFP fleet. Secure pull printing works with badge, PIN, or QR code authentication at any printer.

Regulatory alignment: SAFEQ Cloud supports GDPR compliance for organizations with data residency requirements.

Best for: Enterprises with highly diverse printer fleets that dread managing multiple print drivers, and those requiring private cloud or hybrid deployment for regulatory reasons.

Less ideal if: Y Soft’s channel-led sales model may mean less direct enterprise support compared to vendors with direct sales teams, and pricing through channel partners can be less transparent than SaaS-only subscription models.

SAFEQ Cloud’s single-driver architecture and deployment flexibility give it unique appeal for complex, globally distributed environments where print infrastructure consistency and driver management simplicity are non-negotiable priorities.

6. Xerox Workplace Cloud

Xerox Workplace Cloud is a mature, Azure-based cloud print management solution with deep mobile support and a unique differentiator: it holds the first pre-approved cloud-based MPS security solution for U.S. federal agencies under FedRAMP. That makes it a compelling option in highly regulated industries.

Comprehensive cloud-hosted features: The platform offers pull print with card/NFC/QR authentication; SSO; mobile printing for iOS, Android, and Chromebook; automated driver deployment; print rules; a GPS printer locator; and fleet reporting. Pull print for any brand printer is available through the Xerox Workplace Mobile App.

FedRAMP approved: Xerox holds the first pre-approved cloud-based MPS security solution for U.S. federal agencies.

Administrative overhead reduction: SSO integration and proactive firmware and security management help lower day-to-day IT workloads.

Best for: U.S. federal agencies and highly regulated organizations that require FedRAMP-authorized cloud print, or enterprises with significant Xerox device investments seeking a cohesive MPS-to-cloud transition.

Less ideal if: Non-Xerox printer interoperability for pull print relies on the mobile app, which may not deliver the same seamless experience as native embedded integration. Zero Trust alignment is documented but may not be as detailed as in purpose-built platforms like Pharos Cloud.

Xerox Workplace Cloud bridges traditional managed print services and cloud-first IT operations effectively. Its FedRAMP credentials are a genuine differentiator, but IT leaders should validate the cross-vendor pull-print experience against their exact fleet composition before committing.

7. Microsoft Universal Print

Universal Print is the native Azure answer to cloud printing, seamlessly integrated into the Microsoft 365 stack. It promises zero infrastructure, but enterprise buyers need to understand the connector caveat that comes with legacy hardware.

Eliminates servers and drivers: The solution uses IPP and Mopria standards to remove on-premises print servers and drivers. It employs Microsoft Entra ID for identity and Zero Trust network authentication, manages printers centrally via the Azure Portal, and supports Windows, macOS, iOS, and Android devices.

Broad Azure compliance: Universal Print carries Microsoft’s compliance certifications and completions, including SOC®, ISO 27001/2, ISO 27018, and FedRAMP.

Licensing and job limits: Universal Print, with all features, is included with Microsoft 365 E3, E5, F3 and Business Premium, and Windows 10/11 Enterprise E3/E5. Microsoft 365 E3, E5, and Business Premium licenses each add 100 print jobs per month to a shared tenant pool.

Connector caveat: Printers without built-in Universal Print support require a Windows machine configured as a Universal Print Connector that needs ongoing maintenance. Legacy printer environments may not be able to fully eliminate print servers without a hardware refresh.

Best for: Microsoft 365-centric organizations with a modern printer fleet that supports Universal Print natively, seeking a simple, bundled cloud print option with minimal additional procurement.

Less ideal if: You have significant legacy printer hardware (the connector requirement effectively maintains a Windows server surrogate), or you need advanced secure release, detailed usage analytics, or cost accounting beyond the basic 100-job-per-user monthly pool.

Universal Print is a compelling “good enough” cloud print solution for IT shops that live entirely in Microsoft 365.

How to Choose the Right Print Management Software

(1) Fleet size and printer brands: Match your fleet composition to vendor strengths. Cloud-native platforms like Pharos Cloud and SAFEQ Cloud are designed for heterogeneous environments.

uniFLOW Online supports a defined set of brands; Xerox Workplace Cloud and Microsoft Universal Print offer pull-print for other brands but with a different experience tier.

Cloud readiness and architecture: Assess how ready your network topology is to eliminate print servers entirely. Deployment models vary: direct IP printing (Pharos Cloud, Vasion Print), Edge Mesh (PaperCut Hive), Azure-hosted (uniFLOW Online, Xerox Workplace Cloud, Universal Print), and private cloud or hybrid options (SAFEQ Cloud). WAN failover capability becomes a priority for distributed offices.

Security and compliance requirements: The 2023 Quocirca study showed that 79% of organizations expected to increase their print security spend in the following year, rising to 86% in the United States. While the data is from 2023, the strategic direction toward higher print security investment is clear.

Map certification needs: FedRAMP for federal agencies points toward Xerox Workplace Cloud or Universal Print; ISO 27001 and SOC 2® requirements align with Pharos Cloud. Verify each platform’s secure release implementation and Zero Trust alignment against your security framework.

IT team capacity and operational overhead: Fully serverless platforms eliminate infrastructure entirely. Connector-dependent models, such as Universal Print for legacy printers, retain maintenance overhead.

Help desk ticket reduction is a tangible benefit emphasized by Vasion Print users and enabled by centralized management consoles like Pharos Cloud’s single web-based interface.

Total cost of ownership: Pricing models diverge sharply at enterprise scale. Per-user models (Pharos Cloud, Universal Print) produce very different TCO profiles from per-printer models (Vasion Print) and MPS contract pricing (Xerox, uniFLOW, SAFEQ Cloud), depending on user count, printer count, and geographic distribution. Add-on costs for secure release must be factored in where not included.

Caveats and Counterpoints to Keep in Mind

No single platform is universally optimal. Some “cloud-native” solutions still require edge components or connector devices for legacy printer hardware, meaning full-server elimination may depend on fleet modernity.

Pricing model differences create significant TCO variation at enterprise scale; Vasion Print’s per-printer model is a recurring concern in user feedback, and Microsoft Universal Print’s 100-job shared pool per user may constrain print-heavy departments.

The security statistics throughout this guide are drawn primarily from Quocirca’s 2023 Print Security Landscape study. While directional trends toward increased print security spending and breach awareness remain relevant, exact percentages have likely evolved since that survey was fielded.

Treat these figures as indicative of the risk landscape, not current KPIs. Cloud dependency also amplifies the importance of WAN resilience—direct IP failover capabilities like Pharos Cloud’s provide continuity during network outages that not every vendor matches natively.

Finally, “Zero Trust alignment” means different things across vendors. Verify each platform’s specific implementation: session-level identity validation, end-to-end encryption, and authenticated release may not be consistently applied across all print modes in every solution.

Conclusion

Legacy print servers are more than an operational inconvenience; they’re a persistent security risk and a silent drain on enterprise budgets. The 2023 breach data may be aging, but the pattern is unmistakable. Unmanaged print infrastructure keeps showing up as a vector for loss.

The right choice balances cloud-native architecture, robust security with verifiable certifications, genuine multi-vendor support, and the API-driven integrations your broader IT operations strategy demands.

For enterprises that need a proven, high-uptime, security-first platform backed by bank-grade customer deployments and a PrintOps philosophy that treats print as a governed, data-rich IT service, Pharos Cloud stands out as a leading recommendation. Other vendors on this list serve organizations with specific ecosystem allegiances, smaller-scale needs, or particular compliance requirements effectively.

Looking ahead, the platforms that expose print telemetry to AI and automation workflows will define the next generation of enterprise PrintOps. That turns an overlooked cost center into an instrumented, governed service.

The question isn’t whether to move off legacy print servers but whether the platform you choose today will connect into the intelligence layer your IT operations will demand tomorrow.

This article was produced in partnership with Pharos Systems International, which is featured in this list.