Do your copier bills have a habit of creeping up? One department prints in colour when black and white would do. Another churns out 200-page reports that never get read. In schools, students hammer the copier for coursework. The result? A cost leech is quietly draining your budget.
The good news is most modern copiers and printers can put a stop to this. With a little setup, you can set fair quotas for users or departments, so everyone gets what they need — without the free-for-all.
1. Use Your Copier’s Built-In Features
Most business-class copiers, including Konica Minolta Bizhub models, have tools for user authentication and account tracking.
Here’s how it works:
- User codes or PINs – each person (or department) logs in with their own code.
- Quota limits – you can set daily, weekly, or monthly page allowances. Colour pages can be made to “cost” more than black and white.
- Lockdown at limit – once the quota is hit, the copier can stop jobs, finish the current one, or just alert the user.
Setup is straightforward: log in as the administrator, create user accounts or groups, and set the limits. Many machines reset quotas automatically each month.
2. Add Print Management Software
For schools, charities, or businesses with lots of users, built-in features may not go far enough. That’s where software like PaperCut comes in.
- Central control – see every copier and printer on one dashboard.
- Auto tracking – link it to your staff logins so usage is recorded automatically.
- Flexible quotas – set limits by pages, cost, or credits.
- Reports that matter – spot over-use, charge costs to departments, or just see where the waste is.
Think of it as a meter reader, budget monitor, and fairness enforcer all rolled into one.
Things to Keep in Mind
- Models differ – Konica Minolta calls it “Account Track,” other brands use different names.
- Print vs copy – limits often need setting separately.
- Reset cycles – make sure quotas refresh on a sensible schedule (usually monthly).
Making It Simple
If this sounds like another admin mountain, don’t worry. At Evolve we set up user quotas and management tools as part of our photocopier leasing and managed print service. You get the benefits — controlled costs, fair usage, and clear reports — without the hassle of configuring it all yourself.
📞 Ready to stop the copier cost leech? Talk to us about smarter print setups today.
