Reduce printing costs with Kyocera cloud printing solutions

Printing remains an essential part of day-to-day operations for many organisations, supporting how documents are shared and stored.

However, it is not always the first place businesses look when trying to reduce operating costs.

Like other operational areas, print environments present strong opportunities for optimisation.

What may appear to be a simple setup can in reality involve multiple office printers, multifunctional printers (MFPs), workflows, consumables and integrated office technology.

As these environments grow, maintaining clear visibility and control becomes more important to ensure resources are used efficiently.

The challenge for modern organisations is not eliminating printing altogether. Documents still need to be produced, shared and stored across many industries.

The real opportunity lies in optimising how printing happens: reducing waste, improving visibility and ensuring that office printers and MFPs support modern digital workflows.

1. Understanding the real cost of printing

While printing costs may seem small on a per-page basis, the cumulative impact across an organisation can be significant.

Industry research suggests printing can account for around 1–3% of an organisation's overall revenue.

Costs often accumulate through factors such as unnecessary print jobs, poorly managed consumables, inefficient document workflows and underused or outdated office technology.

Improving visibility into printing activity is therefore one of the first steps toward reducing costs while maintaining document quality.

2. Gain visibility into your printing costs with cloud printing

Many businesses simply do not know how much they spend on printing.

Without clear insight into device usage, print volumes and consumables, it becomes difficult to manage costs effectively.

Cloud printing solutions help provide this visibility.

Kyocera Cloud Print and Scan (KCPS) is a cloud solution that allows organisations to manage their print environment in the cloud.

With KCPS, documents are scanned directly to the cloud, and capital expenses of having a dedicated on-site print server are removed, providing businesses with the perfect solution when it comes to increased document security and management of print costs.

Key capabilities include:

• Secure print release through user authentication.
• Print quotas to help control usage.
• Integration with third-party cloud storage platforms such as Google Drive and OneDrive.
• Scan-to-cloud functionality for faster document capture and sharing.

Kyocera Fleet Services (KFS) further enhances cost visibility by enabling remote monitoring of device usage, helping organisations identify inefficiencies and better understand where printing costs arise, while reducing the need for onsite IT visits.

3. Digitise documents with cloud-enabled office technology

One of the most effective ways to reduce printing costs is to digitise documents and shift to cloud printing workflows.

When organisations capture information from paper files through MFPs and store it in a secure digital repository, employees can access and share documents without producing unnecessary physical copies.

Digitisation delivers several benefits:

• Documents are easier to access and share across teams.
• Physical storage and disposal costs are reduced.
• Workflows become faster and more efficient.
• Printing is reserved for documents that truly require it.

Kyocera supports organisations transitioning to a more digital environment by providing office printers, MFPs and office technology that capture data from paper documents, digitise information and organise it securely.

Reducing printing to essential documents not only lowers operational costs but also supports sustainability by decreasing paper consumption, water usage and energy associated with printing.