Print Management with PaperCut

Why printing is a blind spot in most organizations

Printing is invisible — until the bill arrives. In many companies, schools, and public administrations, the reality looks like this:

• Nobody knows what printing costs — not per department, not per location, not per user. People just print.
• Color prints run unchecked — even though 80% of output would work just as well in black and white.
• Confidential documents sit openly in the output tray — payslips, contracts, patient records.
• In schools, students print without limits — at the school district’s expense, with zero transparency.
• BYOD devices can’t print — or only through workarounds nobody understands.
• Every location has its own rules — or none at all. IT has no overall visibility.

The result: High costs, no visibility, no control. And usually, it only comes to light when someone asks why the print budget has been exceeded again.

PaperCut MF — Print management that just works

PaperCut MF is the world’s most widely used print management solution — and for good reason: it makes complex print environments manageable without getting in users’ way.

Make costs visible and manageable

• Reporting per user, department, and location — see at a glance who prints what and what it costs.
• Print quotas and budgets — set limits per user or group. Essential in schools and universities.
• Smart rules — e.g., automatically black-and-white instead of color, duplex instead of simplex. Saves money without anyone having to think about it.

Security and data privacy

• Secure Print / Pull Printing — documents only print when the user is standing at the printer and authenticates. No more abandoned printouts.
• Accountability — who printed what, and when? Relevant for data protection and compliance.
• Watermarking and digital signatures — for environments where documents need to be traceable.

Mobile printing and BYOD

• Print from smartphones, tablets, and laptops — whether company-owned or BYOD.
• Web-based print access — no drivers, no installation. Upload a document, choose a printer, done.
• Ideal for environments with changing users — schools, universities, co-working spaces, construction sites.

Scan management

• Scan-to-folder, scan-to-email, scan-to-cloud — all centrally configured and as simple as possible for the user.
• OCR and document classification — scanned documents become searchable and land in the right folder.

PaperCut Hive — The cloud alternative

For organizations that don’t want to — or can’t — run a local print server, PaperCut offers Hive as a cloud-based alternative. Same functionality, no local infrastructure. We advise on which variant makes more sense for your environment.

Why PaperCut from Nexilon?

• Experience from 4 to 44,000 users — we’ve implemented PaperCut in environments of every size.
• All industries, not just one — schools, public administrations, construction, housing. We know the different requirements.
• Not just installation, but concept — print rules, quota models, location structures, scan workflows. We think through the entire system, not just the software.
• Dedicated contact person — a small team that knows your environment. Reachable outside normal business hours.
• Based in Germany. Available remotely — and on-site when the project requires it.

Who benefits most from PaperCut

• Schools and school districts — print quotas for students, transparency for school leadership, centralized management for IT.
• Universities and higher education — top-up models, BYOD printing, self-service for students.
• Municipalities and public administrations — Secure Print for confidential documents, reporting by department, compliance.
• Organizations with multiple locations — unified print rules, centralized management, cross-location reporting.
• Organizations with mobile employees — construction sites, field service, home office. Printing needs to work from anywhere.
• Even small environments — from as few as 4 devices, PaperCut makes sense if you want to know what printing costs and who’s using it.