Best Print Management Software (2026): 11 Tools

Printing is one of those jobs nobody thinks about until it goes wrong. Confidential pages sit uncollected on the tray, new starters can't find the right printer, and someone in IT spends Friday afternoon fixing drivers. Meanwhile there's no clear picture of who's printing what.

The eleven print management tools below are listed alphabetically and in no particular order, and every description comes from the vendor's own website, read this week. If you print a lot of marketing material, my business printing tips sit alongside this list.

Print management tools side by side

I checked the free plan column on each tool's own website, as of Oct 2026. Yes means the site names a free plan, a free version, a free allowance or an open source version. Trial only means a time-limited trial. Not stated means the pages I read named neither, even where there's a button inviting you to start for free, so check the vendor's page before you sign up.

Tool	Type	Good for	Free plan
ezeep	Cloud print management for IT teams	Hybrid, remote and virtual desktop printing	Trial only
LRS Output Management	Enterprise output and pull printing	Large estates with complex output needs	Not stated
MyQ	Print management and document workflows	Secure, personalised document workflows	Not stated
PaperCut	Print management software	A familiar name in schools and offices	Not stated
Pcounter	Print job tracking and rules	Tracking print jobs and charging them back	Not stated
Pharos	Cloud-native print management	Removing legacy print servers	Not stated
Printix	Serverless cloud print management	Serverless secure printing	Trial only
PrintNode	Remote printing API for web apps	Printing straight from your own web app	Trial only
uniFLOW	Print, scan and device management platform	Getting more from multifunction devices	Not stated
Vasion Print	Intelligent print automation	Print automation across the business	Not stated
Y Soft	Printing, automation and onboarding solutions	Simplified printing for workplaces and campuses	Not stated

Eleven print management tools to consider

ezeep

Best for: IT teams supporting hybrid and remote staff who want cloud printing across locations, virtual desktops and mobile devices without print servers.

LRS Output Management

Best for: Large organisations with complex printing estates that want output management and pull printing from a specialist enterprise vendor.

MyQ

Best for: Offices that want secure, personalised print and scan workflows built for modern workplaces, with a documentation hub and partner network.

PaperCut

Best for: Schools, universities and offices that want a widely used print management product, with several editions including a cloud-native option.

Pcounter

Best for: Organisations that want print job tracking, rule-based printing and swipe-card release, with integrations for the main printer brands.

Pharos

Best for: Enterprises that want to move print into the cloud and remove legacy print servers while keeping security and reliability.

Printix

Best for: Businesses, schools and non-profits that want serverless cloud print management with secure release and home office printing.

PrintNode

Best for: Developers who need their web application to print to any connected printer through a client and a simple JSON API.

uniFLOW

Best for: Businesses with fleets of multifunction devices that want one platform for printing, scanning, document workflows and device management.

Vasion Print

Best for: IT departments that want intelligent print automation, with printing that keeps working, alongside wider workflow automation tools.

Y Soft

Best for: Workplaces and universities that want simplified printing from a vendor that also offers device testing automation and employee learning tools.

Where to start for your organisation

• Hybrid and remote staff: ezeep or Printix.
• Schools and universities: PaperCut or Y Soft.
• Removing legacy print servers: Pharos.
• Large fleets of multifunction devices: uniFLOW or MyQ.
• Tracking jobs and charging them back: Pcounter.
• Complex enterprise output: LRS Output Management or Vasion Print.
• Printing from your own web app: PrintNode.

Printing is a security decision too

The US Cybersecurity and Infrastructure Security Agency, CISA, published an alert about the PrintNightmare flaw in the Windows Print Spooler service. It encouraged administrators to disable the Print Spooler service on domain controllers and on systems that don't print.

That's a useful reminder that print servers are part of your attack surface. Serverless and cloud print services can take them out of the picture, and secure release means documents only come out when the right person taps a card or phone at the device.

Cloud print management versus on-premises

Cloud print management runs as a service, so there are no print servers to patch and new offices can be added quickly. It suits hybrid teams and organisations with several small sites.

On-premises software runs on your own servers and gives you full control. It's often chosen by large organisations, schools with existing infrastructure, or teams with strict rules about where data can go.

Questions to ask before you choose print management software

1. Does it work with every printer brand we own?
2. Can staff release jobs securely at the device?
3. Does it remove the need for print servers?
4. How does it handle home and remote printing?
5. What reports show usage by person or department?
6. Does it support scanning as well as printing?

Signs your printing needs managing

• Pages sit uncollected on the tray. Turn on secure release.
• IT keeps fixing drivers. Centralise printer setup.
• Nobody knows who prints most. Track usage.
• Print servers need patching. Consider a serverless option.

Do you make print management or printing software? Tool makers can ask to be considered for a featured place on this list.

My plain advice on choosing print management software

Count your printers, sites and print servers before you look at any demo, because that list decides whether cloud or on-premises suits you. Then switch on secure release first. It's the single change most people notice, and it stops confidential pages sitting on the tray.

Run a pilot in one office for a month before rolling out everywhere, and ask staff what changed for them. If you're also producing printed marketing, my guide to designing a leaflet for print is a handy companion.

Frequently asked questions

What is print management software?

Print management software controls and tracks printing across an organisation, with features such as secure release, usage reports and print rules.

What is pull printing?

Pull printing holds a job until the person who sent it signs in at a printer, so pages don't sit uncollected on the tray.

Is cloud print management secure?

Many cloud services remove print servers and add secure release, which can reduce risk. Check each vendor's security details before you choose.

Do small offices need print management?

If you have a few printers and confidential documents, secure release and simple tracking can still save time and protect information.

Can print management software track usage?

Yes. Most tools report printing by person, department or device, which helps you spot waste.

Is there free print management software?

Some vendors offer free trials. The free plan column above shows what each site says.