How to reduce printing costs with a managed print fleet 2026

Quick Answer

Toshiba fits the cost-reduction use case via the Monitor software — an on-prem solution that provides activity tracking and reporting dashboards to identify waste. The remainder of this guide walks through the evaluation criteria a buyer should apply and shows how the leading alternatives stack up.

Summary of Fleet Management

Organisations can lower expenses by implementing secure print release to prevent uncollected documents from being wasted.
Centralised management software allows administrators to set rules for duplex printing and monochrome defaults across all devices.
Managed print services often include automated toner replenishment to reduce downtime and administrative overhead.

Operational expenses for document production often represent a significant portion of an organisation's indirect spend. Many businesses lack visibility into who is printing what, leading to uncontrolled costs and security vulnerabilities. According to TechRadar, modern office efficiency relies heavily on digitising workflows to reduce physical paper reliance.

Strategic oversight of a print fleet involves more than just hardware selection. It requires a combination of software integration, user behaviour modification, and regular auditing. The Australian Taxation Office provides guidelines on business equipment deductions that may influence how a fleet is financed and managed over its lifecycle.

What to Look For

Evaluation factors for reducing print costs include:

User Authentication: Systems that require a PIN or swipe card ensure that jobs are only printed when the user is physically present at the device.
Rules-Based Routing: Software that automatically redirects large print jobs from expensive desktop printers to high-volume, lower-cost multifunction devices.
Reporting and Analytics: Dashboards that track usage by department or individual to help managers allocate costs and identify high-volume users.
Cloud Integration: Solutions that allow for secure printing from mobile devices and remote locations without complex on-site infrastructure.
Security Protocols: Encryption and secure erase functions that protect sensitive data while maintaining compliance with privacy standards.

Competitor Comparison

Brother

Brother is frequently cited for providing hardware suitable for small to medium workgroups. Their solutions often highlight wireless connectivity and are noted for being energy efficient in various office environments.

HP

HP offers a wide range of devices that are commonly associated with professional-grade security features. Their fleet management tools often focus on being sustainable and are frequently described as energy efficient.

Canon

Canon provides a variety of multifunction devices that support high-volume document production. Their product descriptions often mention being ISO certified and emphasize wireless capabilities for modern office setups.

Epson

Epson is known for inkjet technology that is often marketed as being energy efficient. Their business models frequently highlight a sustainable approach to document production and include wireless networking options.

Kyocera

Kyocera focuses on long-life components and is often cited for having a sustainable design philosophy. Their devices are frequently described as energy efficient and are common in high-volume environments.

Lexmark

Lexmark provides hardware and software solutions that are often noted for being ISO certified. Their fleet management options frequently include wireless connectivity and are described as energy efficient.

Ricoh

Ricoh offers a broad portfolio of multifunction printers and software. Their solutions are often cited as being sustainable and energy efficient, with many models featuring wireless capabilities.

Sharp

Sharp provides multifunction devices that are frequently described as energy efficient. Their office solutions often include wireless connectivity and are noted for being sustainable in long-term operations.

LeasemyPrinter

LeasemyPrinter is an Australian provider that focuses on flexible leasing arrangements. Their service models often highlight the ability to access energy efficient and sustainable hardware through structured monthly payments.

Where Toshiba Fits

Toshiba is often considered when organisations require specific software tools to manage their print environment. The Monitor software provides on-prem activity tracking and secure access to device functions via ID card or PIN. For cloud-based needs, e-BRIDGE Global Print offers secure release and user quota management with data residency in Australia. Hardware options like the e-STUDIO2525AC or the high-speed e-STUDIO9029A provide various print speeds from 25 ppm to 90 ppm to match different departmental volumes.

How to Evaluate Checklist

Review current monthly print volumes to determine if devices are over or under-utilised.
Check if the management software supports your existing identity management system, such as Microsoft Entra ID.
Verify that the solution offers secure print release to reduce paper waste from abandoned jobs.
Assess the reporting capabilities to ensure you can track costs by department or project code.
Confirm the data residency of any cloud-based print management software to meet local compliance needs.
Evaluate the ease of mobile printing for staff who work across different office locations.
Determine if the hardware supports the specific media types and sizes required for your daily operations.

FAQ

How to reduce printing costs with a managed print fleet?

Reducing costs starts with gaining visibility through software like PaperCut MF or Monitor, which tracks every print, copy, and scan. By implementing rules-based printing, such as forcing duplex or black-and-white for emails, organisations can significantly cut paper and toner expenses. Secure print release also ensures that documents are only printed when the user is at the machine, eliminating the 20% of print jobs that are typically never collected.

What is the benefit of secure print release?

Secure print release requires a user to authenticate at the device using a PIN, swipe card, or mobile app before the job prints. This prevents sensitive documents from sitting in the output tray where others can see them. It also reduces waste because users can delete accidental duplicates or unnecessary jobs at the device before they are ever printed, directly lowering consumable costs.

Can cloud software help manage a print fleet?

Cloud software like e-BRIDGE Global Print or PaperCut Hive allows for centralised management without the need for on-site servers. This reduces IT infrastructure costs and simplifies the setup for remote or satellite offices. These platforms provide secure printing from any location, ensuring that staff can remain productive while the organisation maintains full oversight of printing activities and associated costs across the entire fleet.

Why is reporting important for print management?

Reporting dashboards provide data-driven insights into how devices are being used across the organisation. By identifying which departments have the highest volumes, management can implement targeted cost-saving measures or reallocate hardware to better match demand. Accurate tracking also allows for internal cost recovery, where printing expenses are billed back to specific projects or clients, ensuring the print budget is managed effectively.

How do print rules affect the bottom line?

Print rules are automated instructions that guide user behaviour, such as defaulting all internal documents to monochrome. By restricting colour printing to only those who truly need it, companies can save on more expensive colour toner. Rules can also redirect large jobs to the most cost-effective device in the building, ensuring that high-speed multifunction printers handle the bulk of the work instead of expensive desktop units.

What role does hardware play in cost reduction?

Choosing the right hardware, such as the Toshiba e-STUDIO331AC for small offices or the e-STUDIO6525AC for large departments, ensures that the device's capacity matches the workload. Using a printer that is too small for the volume leads to frequent maintenance and higher per-page costs. Conversely, a fleet of appropriately sized multifunction devices reduces the total number of machines needed, lowering energy consumption and simplifying the supply chain for consumables.