If your office is still tethered to a copier that relies solely on wired connections or outdated software, you’re missing out on one of the most transformative technologies available in 2025: cloud printing. I’ve seen firsthand how this single feature can radically improve productivity, reduce downtime, and give businesses the flexibility they need in a hybrid work environment.

My name is Natalie Green, and I’m a University of Michigan graduate with a bachelor’s degree in Information Technology Systems. I’m the owner of a thriving office technology solutions company in Illinois, and I’ve spent the last 11 years helping businesses streamline their printing infrastructure. As a writer and editor for Kwote Advisor, I help businesses stay informed about cost-effective, scalable office equipment—and today, that conversation must include cloud-enabled copiers.

Let me walk you through why cloud printing isn’t just a trend—it’s a must-have.

The Shift to Cloud Printing Is Already Here

Office technology has made incredible strides over the past few years, and the rise of remote work has pushed companies to adopt more mobile, secure, and flexible solutions. Traditional copiers that rely on local servers and network drives simply don’t keep up with the demands of modern business.

Cloud-enabled copiers allow you to print, scan, and store documents directly to and from cloud platforms like Google Drive, Dropbox, Microsoft OneDrive, or private cloud servers. This eliminates bottlenecks and opens up secure access from virtually anywhere.

Why It Matters in 2025

We’re in an era where teams are distributed, employees are mobile, and documents are digital. Waiting to be in the office just to print or retrieve a document is no longer efficient—or necessary.

Here’s why cloud printing is the smarter choice today:

Seamless Remote Access

With cloud-enabled copiers, remote employees can send print jobs directly from home or on the go, and retrieve documents securely from office copiers using authentication codes or mobile apps. That flexibility gives teams a huge productivity boost.

Integrated Document Workflows

Cloud printing helps streamline workflows by integrating with the platforms your teams already use—like Google Workspace, SharePoint, and Salesforce. It turns your copier into a full-service document hub, not just a print machine.

Enhanced Security and User Control

Contrary to what some believe, cloud printing can actually improve document security. Leading copier brands offer encrypted transmissions, user authentication, and audit logs. You can set access levels, control usage, and monitor activity across departments—all remotely.

Ideal Use Cases for Cloud-Enabled Copiers

Some businesses benefit more than others from the shift to cloud-capable office copiers. If your company fits into one of these categories, it’s time to make the upgrade:

• Hybrid or remote work environments that require flexible access to printers and scanners
• Healthcare practices that need to scan and store patient forms securely
• Law firms or accountants managing large volumes of client documents
• Creative teams that collaborate on shared folders and need version control
• Growing businesses looking to scale operations without overhauling IT infrastructure

Cloud printing ensures that your document system can keep up with these demands without costly infrastructure upgrades.

What to Look for in a Cloud-Enabled Copier

When recommending copiers to my clients, I always evaluate a few key features:

1. Platform Compatibility

Make sure the copier integrates natively with the cloud platforms your team already uses—whether that’s Google Workspace, Microsoft 365, or a private cloud system.

2. Secure Print Release

This lets employees queue documents from anywhere but only release them when physically present, using a code, badge, or mobile device. It’s ideal for confidential or sensitive information.

3. Automatic Syncing and Backup

Look for a copier that can automatically upload scanned documents to a designated cloud folder. This reduces manual steps and ensures nothing gets lost or misfiled.

4. IT Support and Maintenance

Choose a copier vendor or leasing partner that provides cloud support. Not all IT teams are well-versed in print environments, and support can make or break the user experience.

Cost Considerations: Is Cloud Printing More Expensive?

One of the most common concerns I hear from clients is cost. Surprisingly, cloud printing doesn’t necessarily cost more. In fact, in many cases it reduces total cost of ownership over time.

Here’s why:

• Fewer IT support calls (troubleshooting driver issues becomes a thing of the past)
• Reduced hardware needs, as documents are stored digitally
• Better print tracking, which prevents waste and controls volume
• Scalability, so you don’t need to replace hardware when your team grows

When done right, cloud printing pays for itself in both efficiency and reduced operating costs.

Final Thoughts: Upgrade with Intention

A cloud-capable copier isn’t just an upgrade—it’s a strategic investment in your company’s productivity, flexibility, and long-term success. In 2025, businesses that still rely on outdated copiers and manual workflows will fall behind. Whether you’re a small team or a multi-office operation, now is the time to modernize your print environment.

If you’re not sure where to start, consult with a copier expert who understands both technology and workplace needs. That’s what I’ve been helping clients do for over a decade—pairing the right equipment with real-world business goals.

About the Author
Natalie Green is a University of Michigan graduate with a bachelor’s degree in Information Technology Systems. She is the owner of a successful office technology solutions company in Illinois and has spent the last 11 years helping businesses optimize their copier fleets and digital workflows. Natalie is also a writer and editor for Kwote Advisor, where she educates businesses on office technology trends and cost-saving solutions.