Managed printing and document workflows: the path to recurring revenue for SMEs

The printing business is shifting toward value and services

Sergio Martín Arango, head of the Printing division at Esprinet Ibérica, is clear: growth in the printing business no longer depends as much on page volume as on value segments. In a recent interview, he noted that multifunction devices, large format, labels and specialized printing, as well as ink tank technologies for homes, self-employed workers and small businesses, are the areas with the greatest potential. But, above all, he emphasized an opportunity that many SMEs have not yet exploited: scanning, document capture and workflow automation.

This vision aligns with what we have been observing at ForgeNEX: companies are moving away from buying printers as an isolated product to demanding solutions that integrate hardware, software and services. The hybrid office has changed the rules of the game. Although fewer pages are printed, the need to manage distributed fleets, print securely and connect paper with cloud applications has increased. In this context, hardware remains essential, but profitable growth comes when it is accompanied by software, consumables, maintenance and services.

Managed services: predictability and customer loyalty

Martín Arango acknowledges that traditional hardware sales still carry significant weight, especially in consumer and small business. However, in the professional environment, managed services are gaining importance because they provide predictability, loyalty and a more stable relationship with the customer. It is not about completely replacing the transactional model, but about both coexisting. There will be customers who continue to buy a device and consumables, while others will demand a fee that includes the device, maintenance, automatic supply, monitoring, security and support.

The key is to adapt the proposal to the size and maturity of each organization. According to the executive, subscription works especially well when the customer values service continuity, cost-per-page control and the reduction of administrative tasks. In large accounts, managed services have been consolidated for years, so the greatest potential now lies in transferring simple and scalable models to SMEs. Of course, for them to work, they must be transparent, flexible and easy to explain.

Document digitalization: paper as a bridge, not a burden

One of the most interesting points of the interview is the vision of printing as an agent of digitalization. In many processes, different types of documentation still coexist, and the multifunction device and scanner act as a bridge to capture that information, classify it and send it to the ERP, CRM, document manager or the cloud. The value no longer lies solely in printing, but in reducing manual processes, avoiding errors and ensuring traceability.

Martín Arango stresses that a well-planned document digitalization does not eliminate all paper, but rather decides where it adds value and where it should be replaced by a digital workflow. This is an important lesson for SMEs: it is not about eliminating paper by decree, but about identifying which documents are still necessary in physical format and which can move to an automated circuit. At ForgeNEX we recommend starting with an analysis of critical document workflows (invoices, delivery notes, contracts, files) and evaluating which capture and automation tools can be integrated with existing systems.

Opportunities by sector and the role of AI

The head of Esprinet Ibérica considers that all sectors present opportunities, but with different needs. In healthcare, security, accessibility and the integration of clinical documents take priority; in education, easy-to-manage devices with controlled costs are demanded; Public Administration offers fleet renewal and digitalization projects, although it requires the capacity to bid and provide service; in industry, labeling and traceability are growing; and in retail, labeling, signage, logistics documentation and distributed store management stand out.

Artificial intelligence and automation are already impacting document management. Automation has a direct effect on document capture, classification and distribution. AI improves content recognition, extracts data from invoices or forms, identifies exceptions and facilitates searches in large repositories. In addition, printing services allow anticipating incidents, optimizing consumables, detecting anomalous behavior and improving technical support. For an integrator, the opportunity lies in combining that knowledge of the document workflow with managed services and security.

What it means for an SME and what we recommend

For an SME, this paradigm shift implies that printing stops being a fixed expense to become a service that can provide efficiency and control. Managed services offer cost predictability and free the team from administrative tasks, but they require a provider that understands the complete document workflow. At ForgeNEX we recommend:

• Evaluate the current printing fleet and detect whether there are underused devices or hidden costs.
• Analyze document workflows to identify which processes can be automated with capture, classification and sending to the cloud or ERP.
• Consider subscription models that include maintenance, automatic supply and support, adapted to the size of the company.
• Integrate security into printing (secure printing, access control, monitoring) to prevent information leaks.
• Leverage AI to extract data from invoices and forms, reduce manual errors and improve traceability.

In short, the partner who understands the document workflow will compete on value and build recurring revenue. SMEs that know how to take advantage of this trend will gain in efficiency and control, while those that continue to buy printers as an isolated product will miss out on the advantages of automation and managed services.

Source: Computerworld. Analysis and adaptation: ForgeNEX.