A server refresh, an office move or a change in IT strategy can raise a practical question: should your organisation move print management to the cloud, or retain an on-premises print server?

For organisations considering PaperCut, this usually means comparing PaperCut Hive with PaperCut MF.

Both provide tools to manage printing, control costs and secure document release, but their architecture and functionality differ.

PaperCut Hive is a cloud-native service designed to remove the need for a traditional print server.

PaperCut MF is a self-hosted solution that can run on-premises or in a hosted cloud environment.

Choosing between them is therefore about more than whether your organisation wants to “move to the cloud”.

The right decision depends on your printing workflows, security requirements, existing infrastructure and the resources available to support them.

At Bizquip, we implement and support both platforms as part of our managed print services in Ireland.

This guide explains their main benefits and drawbacks, and what to consider before making a change.

What is the difference between cloud and on-premises print management?

How PaperCut MF works

PaperCut MF uses an application server to manage users, print activity, policies and other functions. In a traditional deployment, this operates within the organisation’s own IT environment, alongside its print infrastructure.

However, PaperCut MF does not have to remain on-site. It can be hosted in your own data centre or on services such as Microsoft Azure, Amazon Web Services or Google Cloud. This can suit an organisation that wants to reduce on-site infrastructure while retaining MF’s functionality. PaperCut explains these options in its guide to cloud hosting with PaperCut MF.

The important distinction is that MF remains a self-hosted application. Moving its server elsewhere changes the hosting arrangement, rather than converting it into a cloud-native service.

How PaperCut Hive works

PaperCut Hive’s management platform is hosted by PaperCut. Depending on the configuration, print jobs can be delivered locally, through the cloud, or through a combination of both. Its local Edge Mesh uses software running on computers within the network to help process, store and deliver jobs without a dedicated print server.

This means serverless printing does not mean there is no local software or configuration. Workstations, printers, firewalls and network connections still need to meet the requirements of the chosen deployment.

PaperCut Hive vs PaperCut MF: key differences at a glance

Product information & key differences as of 16th September 2026. Device compatibility, licensing and configuration affect availability. See PaperCut’s current feature comparison for the latest comparison before making a decision.

PaperCut Hive: Benefits of cloud print management

Less server infrastructure to manage

Hive’s main attraction is the opportunity to remove a dedicated print-server requirement. PaperCut operates the hosted management platform, reducing the server-level administration associated with a self-hosted application. Updates to the cloud service are delivered without the customer performing a traditional application-server upgrade.

For an organisation reviewing its remaining on-site servers, this can remove one reason to retain that infrastructure. The financial benefit will depend on whether the move actually retires hardware or simply removes one application from an existing server.

Centralised administration and user deployment

Hive provides cloud-based administration, integration with identity services such as Microsoft Entra ID and Google Workspace, and automated deployment of print queues and drivers.

Its client can also be distributed using existing device-management tools, including Microsoft Intune and Jamf.

These capabilities can help standardise printing across offices without maintaining a traditional print-server setup at each location.

More than basic print tracking

Hive supports integrated scanning, including predefined scan actions and OCR to create searchable documents.

Its advanced scanning features can also collect information at the device, such as a project code, and use that information to help organise or route the scanned file.It should therefore not be dismissed as a product for basic printing only.

Our introduction to PaperCut Hive provides a broader overview of its cloud-based approach.

PaperCut Hive: Potential drawbacks and considerations

Not every MF workflow has an equivalent

Organisations currently using Papercut MF should compare their actual workflows, not just headline features. Shared accounts, custom print scripting and full print archiving are important distinctions in the current product comparison.

For example, reporting on a department’s overall usage is different from allowing an employee to allocate individual print jobs to different client matters. That distinction can be critical for a professional-services firm that recovers printing costs from clients.

Network and workstation requirements still matter

Hive depends on a suitable combination of clients, network connectivity and supported devices. Organisations using virtual desktops need particular care: its current requirements support persistent, single-session environments, but not multi-session or non-persistent virtual desktops.

Printer compatibility also needs checking at feature level. A device that can receive print jobs may not support the full embedded application or integrated scanning.

Cloud does not mean maintenance-free

Removing the print server does not remove every support task. Local software, embedded printer applications and device firmware still need attention.

PaperCut’s upgrade guidance covers both MF and Hive, including the need to check firmware and application compatibility.

The aim should be to reduce administration, with clear responsibilities for the work that remains

PaperCut MF: Benefits of server-based print management

Detailed cost allocation and client billing

One of MF’s strengths is shared-account functionality. Users can allocate printing to a department, project, client or legal matter, rather than charging everything to their personal account.

For example, a legal firm may need to record which matter a document relates to, while an engineering practice may allocate printing to separate projects. MF can support account selection at the desktop or device, with reporting to assist internal allocation or client billing.

For these organisations, retaining the required accounting workflow may matter more than eliminating a server.

Greater scope for customised workflows

MF supports custom print scripting, allowing organisations to apply more specific rules to their print environment. It also provides print archiving and job-content viewing where these functions are required and appropriately configured.

These capabilities are worth assessing where printing connects to specialist business processes rather than simply producing documents.

Greater scope for customised workflows

Papercut MF offers a choice of hosting arrangements and supports both cloud and self-hosted document processing. An organisation with specific requirements around scanned documents can assess which processing arrangement is appropriate.

However, self-hosted processing does not automatically keep every scan local. PaperCut notes that documents sent to cloud-storage destinations still pass through its cloud services, so the complete workflow needs reviewing.

Support for mobile and hybrid working

Retaining MF does not mean retaining an inflexible printing experience. It supports mobile and bring-your-own-device printing, automated print-queue deployment and Find-Me printing, allowing users to collect jobs from a suitable device. These capabilities are not exclusive to Hive.

PaperCut MF: Potential drawbacks and considerations

Infrastructure remains somebody’s responsibility

With a self-hosted platform, the application and supporting infrastructure need to be maintained. Backups must cover the relevant database, configuration and system components, and recovery arrangements should be tested. PaperCut recommends a full backup before significant upgrades or migrations.

A managed service provider can take responsibility for this work, but outsourcing changes who performs it, not whether it is necessary.

Resilience needs to be designed

The availability of the application server and supporting services matters. MF offers options such as Site Servers to maintain supported functions when the central application server becomes unavailable, but these need to be included in the design where required.

For organisations with straightforward printing needs and limited IT resources, the infrastructure and administration may outweigh the value of features they rarely use.

Which costs less: PaperCut Hive or PaperCut MF?

There is no universal answer to this question, unfortunately!

We must compare the total cost over an agreed period, such as three to five years, rather than the software price alone.

Hive is sold on a subscription basis. MF supports both perpetual and subscription customers, so describing the comparison as “buying MF versus renting Hive” is not accurate for every proposal

A useful comparison should include software, implementation, support, hosting or server resources, backups, upgrades and internal IT time. It should also account for any hardware changes or additional functionality needed to preserve existing workflows.

For example, removing a virtual print server may reduce administration without eliminating the physical server on which it ran. Equally, retaining existing infrastructure is not free if it still needs maintenance, backup and eventual replacement.

Keep these costs separate from printer finance, toner-inclusive servicing and cost-per-copy charges. That makes it easier to compare the software decision without confusing it with the wider managed print agreement.

Consider waste reduction as well as infrastructure

Whichever platform you choose, measure changes in unnecessary printing rather than assuming cloud is automatically the more sustainable option.

Duplex defaults, appropriate colour controls, secure release and usage reporting can support a print-reduction strategy.

These are all part of our approach to sustainable managed print services.

Which PaperCut solution is right for your organisation?

Based on the differences above, an organisation prioritising the removal of print servers should assess Hive first, provided its devices and required workflows are supported.

An organisation that relies on client-matter charging, bespoke print rules or document archiving should give particular attention to MF. Those functions may justify retaining a self-hosted platform.

There is also a middle option: retain MF while changing where it is hosted. That deserves consideration when an existing installation meets business requirements, but its current infrastructure does not fit the organisation’s future strategy.

Company size alone should not determine the answer. A small professional-services practice may have more complex billing requirements than a much larger organisation with standard office printing needs.

Moving from PaperCut MF to Hive: what should you consider?

A move from MF to Hive is a platform migration, not an in-place upgrade.

PaperCut’s MF-to-Hive transition guide recommends assessing feature availability, architecture, identity integration and deployment requirements before proceeding.

Start with three practical checks:

• Devices and functionality: Confirm the exact printer models, embedded applications, authentication methods and scanning features required. Basic printing support is not the same as full feature compatibility.
• Everyday workflows: Test representative documents and business applications, including paper trays, stapling, duplex printing, colour settings and scan destinations.
• Migration and recovery: Agree how users will be deployed, how staff will be informed, what records must be retained and what happens if the pilot does not meet expectations.

One important limitation is historical reporting. MF print logs and reports do not migrate into Hive, although certain user attributes, including card numbers and balances, can be imported. Export the records you need before decommissioning the existing system.

A controlled pilot should demonstrate that essential workflows work in your environment before a wider rollout.

Review your print environment with Bizquip

The right print-management solution should support how your organisation works, not force important processes to change simply to accommodate a different platform.

Bizquip’s Workplace Technology team supports both PaperCut MF and Hive, helping organisations assess their infrastructure, printing requirements and support needs. Our free print audit reviews the existing environment and identifies opportunities to improve cost control, security and efficiency.

Contact Bizquip to arrange a print audit and assess whether cloud-native, on-premises or hosted print management is the right approach for your organisation.