Technology Tools that Help Track and Cut Print Costs

Most organizations know printing costs money, but far fewer know where that money is actually going. 

Print spend tends to hide in the background, spread across devices, departments, supply orders, and service calls. Without visibility, costs creep up quietly. With the right tools, though, print becomes something you can understand, manage, and optimize.  

The good news? Today’s print technology makes that visibility easier than ever.  

Why Print Visibility is the Key to Cost Control 

If you can’t see it, you can’t control it. That’s especially true when it comes to print.  

Without insight into usage, it’s impossible to know:  

• Which devices are overworked (or barely used) 

• Where color printing is driving up costs 

• Why supply spending feels unpredictable  

Print management tools turn everyday print activity into actionable data, so decisions are based on facts, not assumptions. 

The Technology Tools That Make Print Costs Visible

Here are some of the most effective tools we use to help organizations track usage, reduce waste, and gain control over print spend. 

Print Analytics Dashboards (EKM) 

Print analytics dashboards, like EKM, act as a command center for your print environment. They show you:  

• Print volume by device, department, or location 

• Color vs. Black-and-white usage 

• Trends over time that highlight inefficiencies 

Instead of reacting to high invoices after the fact, you can spot issues early, like a low-volume device with high costs or a department overusing color and correct them before they impact the budget.  

Supply Usage Alerts & Automation 

Toner emergencies are more expensive than most people realize. Rush orders, overstocked closets, expired supplies all add up.  

Automated supply tracking removes the guesswork by monitoring real usage triggering replenishment only when it is actually needed. The result:  

• Fewer emergency orders 

• Less unused inventory sitting on shelves 

• More consistent predictable monthly costs 

It's a simple tool that quietly eliminates waste in the background. 

Authentication & Rules-Based Printing 

Not every document needs to be printed in full color or printed at all.  

Authentication and rules-based printing add smart controls that guide better behavior without slowing anyone down. Features like secure release ensure jobs are printed only when users are physically at the device, reducing abandoned print jobs. Rules can:  

• Default large jobs to black-and-white 

• Encourage duplex printing 

• Route jobs to the most cost-effective device 

Small changes like these can lead to significant savings over time. 

Papercut 

Papercut is one of the most effective tools for improving print behavior – without creating frustration for users.  

It provides visibility at the user and department level, making it easy to understand where printing is happening and why. With Papercut, organizations can: 

• Set fair-use policies  

• Reduce unnecessary printing  

• Secure sensitive documents through user authentication 

The best part? Most user adapt quickly, and waste drops almost immediately.  

HP Security Manager 

Printers are often overlooked as security risks – but they’re connected devices with access to sensitive information. 

HP Security Manager helps protect your print environment by:  

• Enforcing consistent security settings across devices 

• Monitoring firmware and configuration changes 

• Reducing vulnerabilities that could lead to branches 

As a bonus, standardized security settings also create a more stable, reliable fleet, which means fewer disruptions and less unplanned service. 

The Benefits Go Beyond Cost Savings 

While cost reduction is often the initial goal, organizations quickly realize these tools deliver much more. 

Stronger Security 

Authentication, secure release, and policy enforcement help protect sensitive data, especially important for regulated industries.  

Less Waste 

Smarter defaults, fewer abandoned jobs, and better user awareness dramatically reduce paper and toner usage. 

Predictable Print Spend 

When usage is visible and managed, budgeting becomes easier. No more surprise supply orders or unexplained cost spikes. 

How Standley Connects the Tools  

Technology works best when it’s connected to a strategy. 

At Standley, we don’t just install tools and walk away. We integrate print management technology into a broader Managed Print Services approach that includes:  

• Ongoing reporting through EKM dashboards 

• Regular Business Technology Reviews (BTRs) to review usage and trends  

• Continuous optimization as your business changes 

This ensures your print environment stays efficient, secure, and aligned with your goals, not just today, but long-term. 

Ready to See What Your Print Data is Really Saying? 

If you’re curious where your print dollars are going or suspect there’s room for improvement, a free Managed Print assessment is a great place to start.  

We’ll help you uncover real usage patterns, identify cost-saving opportunities, and build a clearer path forward.  

Schedule your free Managed Print Assessment today and take the first step toward smarter print management.