How to turn your multifunction printer into a workflow automation platform

Your multifunction printer shouldn't be sitting in the corner gathering dust between print jobs. If your MFP isn't talking to your business systems, you're missing out on some serious efficiency gains.

Most businesses still use their printers the same way they did a decade ago; manually scanning documents, emailing them around, and hoping they end up in the right place. But modern MFPs are powerful computers that can slot directly into your existing workflows, automating tasks that currently eat up hours of your team's time each week.

The case for integration is compelling. Quocirca's latest Print Security Landscape study found that 61% of organisations experienced print-related data breaches in the past year, with an average cost of AU$1.5 million per breach. Meanwhile, McKinsey research suggests that 60% of employees could save 30% of their time through workflow automation. When your printer sits disconnected from your business systems, you're missing both the security benefits and the efficiency gains.

Here are five practical integration strategies that can transform your office printer from a basic device into a productivity powerhouse.

1. Scan-to-cloud Routing for Microsoft 365 and Google Workspace

Think about how your team currently handles incoming documents. Someone walks to the printer, scans a paper, returns to their desk, saves it somewhere, then uploads it to SharePoint or Google Drive. That's at least four steps where things can go wrong. And they frequently do.

Modern MFPs can route scanned documents directly to your cloud storage with pre-configured destinations. Kyocera Cloud Capture enables you to set up buttons on your device that scan directly to specific SharePoint libraries or Google Drive folders. Staff walk up, press one button, and the document appears exactly where it needs to be, complete with optical character recognition that makes it searchable.

Real-world use case

A mid-sized legal firm configures its reception MFP to automatically route client correspondence to matter-specific folders in SharePoint. When mail arrives, the receptionist scans it using a button labelled with the client's name. The document lands in the right folder, triggers a notification to the relevant solicitor, and gets indexed for e-discovery. What used to take 15 minutes per document now takes 30 seconds.

Implementation considerations

You'll need to work through a few technical bits to make this happen:

•   OAuth authentication to securely connect your MFP to Microsoft 365 or Google Workspace
•   Folder structure planning — decide where different document types should land
•   File naming conventions that make sense (automatic date stamps, user names, etc.)
•       OCR settings appropriate for your document types

Most organisations see immediate time savings. Research shows that document workflow automation can reduce processing time by 30% while improving data accuracy by up to 88%.

2. Automated invoice processing into accounting systems

Accounts payable teams spend an extraordinary amount of time on data entry. Someone receives an invoice, scans it, manually enters the details into Xero or MYOB, files the original, and hopes they didn't transpose any numbers. It's tedious work that's prone to errors.

Intelligent document capture can extract key data from invoices, such as supplier name, ABN, invoice number, line items, and totals, and push it directly into your accounting software. Kyocera's intelligent automation capabilities mean the MFP does the heavy lifting, and your AP team just reviews and approves when needed rather than typing everything manually.

Real-world use case

A wholesale distributor integrates their MFP with their accounting system. When supplier invoices arrive, staff scan them at the device. The system extracts the data, matches it against purchase orders, and creates draft entries in their accounting software. What used to require 20 minutes of manual data entry per invoice now needs just 2 minutes of verification. The accuracy improves dramatically, too—no more transposed digits or missed line items.

Implementation considerations

This integration requires a bit more sophistication:

•   Document capture software with intelligent data extraction capabilities
•   API connections to your accounting software (most modern systems have these)
•   Training the system to recognise your common invoice formats
•   Approval workflows for reviewing extracted data before it posts
•       Exception handling processes for invoices that don't match expected patterns

The payback period on this integration is usually measured in months rather than years. The reduction in data entry time alone typically justifies the investment, and the improvements in accuracy prevent costly mistakes.

3. Secure print release with Active Directory

Sensitive documents sitting in printer trays are a security nightmare and a waste of resources. People print things they forget to collect, confidential information sits out for anyone walking past to see, and you're paying for toner and paper for documents that might never get picked up.

Secure print release solves this by holding print jobs in a queue until the user authenticates at the device. Integration with Active Directory means staff can use a PIN or card to release the job.  Kyocera Cloud Print and Scan offers these capabilities as part of a comprehensive solution.

Real-world use case

A healthcare provider implements secure print release across their sites. Clinical staff can print from their workstations, walk to any printer in the building, authenticate with their unique identifier, and collect only the documents they actually need. Uncollected print jobs automatically purge after 24 hours. The organisation reduced printing costs by 30% in the first quarter and eliminated concerns about patient information being left in printer trays.

Implementation considerations

This integration touches both your printing infrastructure and your identity management:

•   Print management software that supports Active Directory integration, such as Kyocera Cloud Print & Scan
•   Configuration of LDAP or Kerberos authentication on your MFPs
•   User training on the new workflow (it's different from what they're used to)
•   Mobile authentication options if staff need to print from personal devices
•       Policies around print job retention and automatic purging

The security benefits alone make this worthwhile, but the waste reduction often pays for the implementation. Organisations implementing secure print release typically see a 15-30% reduction in overall printing costs.

4. Mobile printing for BYOD policies

The shift to hybrid work has made mobile printing from personal devices essential rather than optional. Staff need to print from their phones, tablets, and personal laptops without IT having to configure dozens of different devices or worry about security holes.

Cloud-based mobile printing solutions let users submit print jobs from anywhere with an internet connection and release them at any enabled printer. It works across operating systems and doesn't require installing drivers or connecting to your corporate VPN.

Real-world use case

A professional services firm enables mobile printing for its consultants. Staff working from home or at client sites can now print documents to any printer at any of the firm's offices. A consultant preparing for a client meeting prints materials from their phone on the train, walks into the nearest office, and collects everything from the MFP in reception. The system authenticates through their Microsoft 365 account, so there's no additional login process.

Implementation considerations

Making mobile printing work well requires thinking through a few elements:

•   Cloud print service that supports your authentication provider (Microsoft 365, Google Workspace, Okta, etc.)
•   QR codes or other authentication methods for print release at the device
•   Print policies that apply regardless of device (colour restrictions, duplex defaults, etc.)
•   Connection options for off-network printing without VPN requirements
•       User experience that works consistently across iOS, Android, Windows, and Mac

The flexibility this provides has become essential for businesses supporting hybrid work. The global multifunction printer market is projected to reach USD 113.5 billion by 2032, mainly driven by demand for cloud integration and mobile printing capabilities.

5. Workflow automation triggering CRM actions

The most sophisticated integration moves beyond document handling into process automation. Your MFP can become a trigger point for business workflows. Scanning a document doesn't just file it; it triggers a series of actions in your CRM or other business systems. Enterprise Content Management systems make this level of integration possible.

This requires workflow automation software that connects your MFP to your business applications. When someone scans a document with specific characteristics — say, a signed contract or a customer feedback form — the system can create tasks, update records, send notifications, or trigger approval processes.

Real-world use case

A manufacturing company integrates their MFPs with their CRM and quality management system. When quality inspectors scan completed inspection forms on the production floor MFP, the system extracts key data, updates the relevant production order in their CRM, creates follow-up tasks if issues are flagged, and notifies the production manager if intervention is required. What used to involve manual data entry, back-and-forth emails, and frequent communication gaps now happens automatically. The production manager sees real-time quality data in their dashboard without anyone having to enter it.

Implementation considerations

This is the most complex integration on the list, but potentially the most valuable:

•   Workflow automation platform that can connect your MFP to business applications
•   Process mapping to identify which scanned documents should trigger which actions
•   Data extraction rules for pulling relevant information from documents
•   API integrations with your CRM, ERP, or other business systems
•   Exception handling for when documents don't match expected patterns
•       Testing and refinement to get the logic right

The investment here is higher, but so are the returns. Deploying business automation in organisations can reduce human error by 32% or more and significantly increase overall productivity.

Getting started

You don't need to implement all five integrations at once. Start with the one that addresses your most significant pain point — whether that's document security, invoice processing, or something else. Get that working smoothly, let people see the benefits, then tackle the next integration.

The key is to think of your MFP as a platform for automation, not just a printer. With the right integrations, these devices can eliminate hours of manual work each week, improve accuracy, and make your existing business systems more effective. Kyocera's Document Lifecycle Management solution provides a framework for managing documents from creation through disposal, with integrations at every step.

The print management software market is projected to grow at a CAGR of 13.7% through 2030, primarily driven by organisations recognising these integration opportunities. The technology exists today, it's mature and reliable, and the ROI is typically measured in months rather than years.

Your office printer might be the most underutilised piece of technology in your business. It's time to change that.

Whether you're looking to scale up or diversify your business, automation can help you create efficiencies, support future growth and add value to your organisation. Read our Complete Guide to Business Automation to learn more.

KYOCERA Document Solutions provides document management solutions with long-life print technology that delivers greater efficiency, resulting in world-class productivity, reliability and uptime.