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You’re considering investing in print management software. But, as you look to save money, it can be confusing to navigate the sea of print management solutions while worrying about costs. There are dozens of companies out there, and they all promise different things. However, determining the cost can be a bit a bit tricky, as each company sets its price differently.
At Strategic Technology Partners of Texas (STPT), we understand how beneficial print management can be for any organization’s print infrastructure. With 35+ years of expertise in printers and print management services, we also understand the importance of transparency in pricing.
One common question we hear is, "What is the cost of print management software?" In this article, we aim to clear up questions surrounding print management software costs and provide valuable insights to help you make informed decisions.
Defining Print Management Software
First, let's define print management software. To put it simply, it’s software that lets you manage your printers, control printing activity, and track print jobs. Essentially, it's like having a virtual personal assistant for your printing needs.
Its primary goal is to cut down on printing costs and make life easier for IT teams. For businesses with a large print volume, this software can lead to significant cost savings and improve the printing experience for everyone involved.
These solutions offer a wide range of cool features, such as print job tracking, print deployment, print policy set-up, cost allocation, and advanced security measures.
By centralizing print management tasks, businesses can streamline workflows, boost productivity, and take better control over printing expenses.
It’s important to note that print management software and managed print services (MPS) are similar but not the same. You can choose to use either one or both for your print environment.
For more information on the benefits of a managed print service, check out our blog on e-valet, STPT’s MPS solution.
How Much Does Print Management Cost?
So, let’s get to the most important question. How much does it cost? The truth is that it’s a bit of a mixed bag. What one business pays for print management software will differ from what another pays. Still, we can break down the general components of what it will cost:
Initial Purchase/Licensing Fee + Recurring Fees = Cost of Print Management Software
To access the print management software of your choice, you'll likely have two options:
- Licensing
- Subscription
When you choose the traditional licensing option, you’ll have to pay an upfront licensing fee. The cost of this fee depends on several factors, which we will discuss later. Most software providers do not disclose the initial licensing fee, especially for on-premise solutions, and typically provide it through a quote.
The maintenance fee is another component of your print management software cost. This is a recurring fee that you’ll pay either monthly or annually. It is optional, but most businesses opt for it. We’ll discuss maintenance fees in more detail in the next section.
First, let’s talk about the initial licensing fee or upfront payment. The amount you’ll pay upfront for a software license will depend on the licensing model your software company uses. Let’s get into them:
Licensing Models
Here are two of the most common licensing models you’ll find on the market:
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Per-Device Licensing: (Device-Based)
This is the most common licensing model. In this model, businesses are charged a licensing fee for each printer or multifunction device that the print management software is installed on or manages. These types of licenses are also known as embedded licenses or perpetual licenses since they stay on your MFP for as long as you have it.
The licensing fee will vary depending on the provider and the level of support offered. We’ve found that the price of a license can range from $70 to $500+ per device.
Examples of device-based licensing platforms are YSoft Safe Q 6 and PaperCut MF.
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Per-user licensing/Tier-Based Licensing
Another way software sellers determine the cost of licensing is through the number of users. This type of pricing is ideal for organizations that don’t need embedded devices and only want software licensing.
For example, PaperCut NG works this way: You can purchase a single license for up to 25 users for $459. For 150 users, the price goes up to $886. Because NG is for printers only, one single license can be used on multiple sites.
Printix is similar. Their small business platform supports a maximum of 50 users and charges $1.99 per user per month.
Subscription Model
Under the subscription model, you’ll pay a certain amount to get continued access to your software.
YSoft SafeQ offers a subscription choice for their software, and it is based on the number of printers, not users.
It’s also common for print software companies to segment customers based on industry, such as education, healthcare, and government. Some even offer discounts for schools and non-profit organizations. However, some choose to segment based on the size of your business, such as small business and enterprise.
The Cost of Maintenance
Now, let’s talk about those recurring fees. Just like you would get a maintenance plan for your printer, you should also invest in a support contract for your print management software. Many software companies will require that you purchase at least one year of maintenance before you decide to extend it or not.
Maintenance contracts are typically where most of your ongoing spending will take place. When you buy a license for your MFPs, you’re only buying a specific version of their software. However, most companies are constantly updating their software and adding new features. To get these features, you’ll have to constantly buy new versions of the software for every MFP.
Instead, most companies will offer a maintenance/service contract which includes automatic software updates and technical support for as long as you’re under contract.
Typically, these maintenance contracts are annual, however monthly payments are also available. The price for a maintenance contract can be a fixed price or done in percentages, typically less than 50% of the cost of your total licensing fees. So, if your licensing total comes up to $5,000, you might pay something like $1,5000 annually for the support contract.
It is essential for businesses to factor in support contracts to ensure timely technical assistance in case of any issues. Understanding the variability in costs across different providers and the factors that influence pricing is crucial for making informed decisions.
Factors to Consider
So, we’ve stated that most companies will charge a licensing fee or subscription fee per device. But there are other components that make up and alter the cost of print management software.
How Many Printers Do You Have & What Brands?
As we stated above, per-device licensing is the most common pricing model. Naturally, the number of devices you have will be the most important factor in cost. However, it’s important to also know what brands you have and how many of each brand.
It’s possible that the software company you’re interested in might not support the brand of printer you use.
Not only that, but software solutions like PaperCut MF, determine the licensing fee per device based on the brand of your devices. So if you have 12 Lexmark MFPs and 25 Xerox MFPs, the licensing fee for each Lexmark will be slightly different from the licensing fee for each Xerox.
For this reason, it’s important that if you have a mixed printer fleet, the software you choose is compatible with the different brands. Not all software companies support every printer manufacturer or model.
What Features/Functionality Do You Want?
This is another important factor, as different companies have different features depending on the product you buy.
Additionally, the features you choose to include can influence pricing. While different companies have different names for their features, they will all be quite similar. Here are some of the most common functionalities found in print management software:
- Secure Printing
- Authentication
- Rule-Based Print
- Mobile Print
- Print Queue Deployment
- Print Scripting
- Print Roaming/Follow Me Print
- Reporting
- Credit & Billing
The level, comprehensiveness, and effectiveness of these features will depend entirely on each software company and specific solution. Not all software solutions are built equal. Some will have more complex features, while others will only have simple functions.
Take PrintAnyway as an example. It’s a software platform aimed at smaller businesses with a lower volume of printers. While large enterprise businesses may need more advanced functionality, small organizations will be better suited for this type of solution.
More complex on-premise software like YSoft SafeQ 6 is divided into three suites: Print Management Suite, Workflow Suite, and Enterprise Suite. Each of these suites comes with a bundled set of modules for greater value. However, you can also choose to pay for only the software modules you need, such as authentication and rule-based engine.
Make sure you know exactly what your wants and needs are so that you choose a solution that best aligns with them.
Servers or Serverless?
The choice to use servers will depend entirely on the type of business you have. On-premise servers require maintenance, labor costs, and dedicated space. They can also be a point of weakness if not secured properly.
If you’re looking to eliminate physical servers and migrate to the cloud, there are several options. PaperCut for example has a cloud version of PaperCut MF called PaperCut Hive. YSoft SafeQ Cloud is another example of a cloud solution. There are also hybrid solutions where you get to keep some on-site servers while still getting to use the cloud.
There are also companies like PrinterLogic, which are entirely serverless SaaS platforms with direct IP printing.
Make sure that you understand the capabilities and functional limits of the cloud solution versus an on-premise solution. While cloud-based platforms like Printix and PrinterLogic tend to have a lower price than on-premise solutions like PaperCut MF and YSoft SafeQ 6, they also offer fewer advanced features.
Does Your Printer Fleet Have MFPs?
If you have a printer fleet with a mixed variety of printers and multifunction devices that print, fax and scan, you’ll need a software solution that can support these functions.
In school environments for example, there will likely be a mixture of single function and multifunction devices.
Solutions like Paper Cut MF (MF stands for multi-function) lets you track print as well as scan, copy, and fax on your multifunction printers.
What Else Should You Consider?
In addition to major factors like the number of printers, you’ll also want to consider a few more. How old are your printers? If you plan to use card authentication, you might have to purchase additional hardware, such as a card reader, if your current printer doesn’t have one. If you’re looking to upgrade them, then factor in how much this will cost. Does the software solution you want support your printer manufacturers, like Canon?
Also, do your printers have additional options like stapling and hole-punching? Does the print management software allow you to maximize these features?
Pro Tip: Assuming you’ve included a support contract, it’s critical to understand how to access support. Some software providers use a direct support structure while others use an indirect support structure. Picture this: What appears as a black-and-white print job is tracked as a color print. Now you have to contact support to resolve this time-sensitive and costly issue. Having direct contact with your software manufacturer ensures a quicker resolution.
Additional Costs and Hidden Fees
In addition to licensing and subscription fees, you should be aware of potential additional costs and hidden fees associated with print management software.
These may include support fees for technical assistance, relicensing fees for adding new devices, or changing printer brands. If you are using user-based licensing and want to add a new user, you’ll have to consider the cost or if you’re changing brands, you may have to purchase a new license. Remember to always ask for the upgrade price if you have to purchase new licenses.
Understanding these costs upfront can help avoid surprises and budgetary constraints down the line.
Determining Budget and Cost Considerations
To determine the best solution for your business at the best price, you’ll need to consider your budget and the factors we mentioned above, such as the number of printers. Also, factor in the cost of a support contract. If you prefer not to invest in maintaining a server, you may also want to consider a cloud-based solution.
When determining an appropriate budget for print management software, you should consider your specific needs and objectives. Make sure you prioritize the features that most benefit your organization while staying within your budget.
A cost analysis is a good way to see how much you currently spend on paper and other print-related supplies versus what you can expect to pay for print management software. Ultimately, the savings should outweigh the cost of your software solution.
Keep in mind that the software you choose should be scalable should your business expect growth in the future.
Which Print Management Software Should You Choose?
We’ve reviewed the general pricing of print management software and the factors that determine its price. Remember that each software is different, so you’ll need to consider its pros and cons.
By evaluating the factors we reviewed and considering additional costs like maintenance, your business can be better prepared and informed once you’re ready to choose print management software. You’ll also have a stronger notion of your goals and what your budget will allow.
Now that you have a general understanding of costs, you’re ready to search for the software that’s right for you.
In your journey of selecting print management software, STPT is here to assist you every step of the way. Contact us today if you have any more questions about print management software.
