How cloud printing saves you money and boosts productivity

A traditional print infrastructure is a silent drain on business resources that often goes under the radar. Between hardware maintenance, training, and the time employees spend managing documents, the costs add up quickly. Cloud printing offers a smarter approach by cutting expenses while streamlining office workflows.

As businesses continue to refine their approach to digital transformation, many are seeking document management solutions (DMS) and office cloud solutions that offer more than simple file storage. They need tools that increase operational efficiency, reduce manual work, and offer flexibility. Cloud printing does all three.

Solutions like Kyocera Cloud Print and Scan (KCPS) show how businesses can modernise their office technology in a way that delivers measurable results. Here are four key ways that cloud printing supports cost reduction and boosts productivity.

Eliminating on-site server costs

One of the most immediate cost savings comes from reducing dependency on physical infrastructure. Traditional print environments often rely on dedicated print servers, which demand initial capital investment, regular maintenance, energy, and IT resources.

With cloud printing, all print job management moves off-site. KCPS, for example, is a SaaS-solution hosted on the cloud, which removes the need for on-premises servers altogether. This change allows businesses to downscale their hardware footprint and reduce associated costs like electricity, maintenance, and server licensing fees. It also reduces the total physical office space needed for a business.

For IT teams, fewer servers mean fewer headaches. No maintenance to manage, less downtime, and far fewer calls from users struggling to access printers remotely. Instead of spending time troubleshooting outdated infrastructure, IT teams can focus on more strategic projects.

This is particularly beneficial for small and medium enterprises (SMEs) that need enterprise-level functionality without the price tag. With a subscription-based cloud printing model, they get access to powerful tools with predictable monthly costs.

Reduce waste through smarter print policies

In uncontrolled environments, printing can become a significant source of waste in terms of materials and cost. In fact studies have shown the organisations can spend up to 14% of their income on documents and printing. Unclaimed printouts, duplicated jobs, and unnecessary colour printing all contribute to budget overruns.

Cloud printing offers a clear solution. Features like secure print release, remote management, and user quotas allow companies to actively manage and reduce waste. KCPS enables administrators to set rules by user or department, allowing for a tailored and customised approach to print policy. This approach promotes more conscious printing behaviour without disrupting workflows.

Secure print release ensures documents are only printed when a user authenticates at the device. This reduces abandoned print jobs, improves confidentiality, and saves on toner and paper. Small adjustments like these can have a large cumulative effect across an organisation.

Enhance productivity with remote access and integration

Modern working environments are fluid. Employees expect to work from multiple locations without being tethered to a desk or device. Legacy print infrastructure doesn’t easily support this.

Cloud printing solves this with location-independent access. With KCPS, users can send documents to the cloud and retrieve them from any connected device. It works across various platforms and operating systems, and integrates with popular cloud storage providers like Google Drive, OneDrive, Dropbox, and Box.

This flexibility improves workflows for remote and hybrid workers. A salesperson working off-site can upload a contract to the cloud and print it at the head office. 

The result is less time spent transferring files, waiting for access, or troubleshooting device compatibility. Employees can focus on their core tasks instead of managing printing logistics. For companies using a distributed office model, this consistency is essential for maintaining performance.

Strengthen document security and compliance

Print security is often overlooked, but it's a major concern in sectors like finance, healthcare, and legal services, where documents contain sensitive data. The 2024 Cyber Security Breaches Survey reported that half of businesses and a third of charities have experienced a cyber security breach or attack in the last 12 months. 

Cloud-based print management systems offer a layered approach to security. KCPS uses user authentication, encrypted transmission, and secure print release to protect information throughout the printing lifecycle. Every document, from upload to output, remains under control.

This also supports compliance with data protection regulations, such as GDPR. Administrators can track and audit print activity, enabling them to identify and address policy violations. If a document is printed outside of guidelines, it’s traceable.

By managing document workflows more tightly, businesses gain peace of mind. They reduce the risk of reputational damage and avoid potential fines resulting from unauthorised access or mishandling of printed information.

How cloud printing saves you money and boosts productivity

Implementing cloud printing solves current inefficiencies and positions your business to grow. Scalability is built in. There’s no need to provision new servers or complex networks when onboarding new users or expanding to new locations.

Cloud-based print management solutions like KCPS also support long-term sustainability goals. By reducing waste and energy use, companies can align their operations with ESG targets without making major investments.

In a competitive landscape, productivity and cost-effectiveness are not optional. Cloud printing offers a way to achieve both. It brings greater visibility, control, and agility to everyday processes that are too often overlooked.

For businesses looking to modernise their office technology, reduce hidden costs, and empower their teams, cloud printing offers a clear path forward. Contact a Kyocera expert today to see the applications of cloud printing for you specific situation.