2026 Printing Trends: The Sector Guide for SMBs and Offices

AI and automation: from "dumb peripheral" to smart node

For two decades, the printer was the dumbest device in the office. It received a job, printed it, and kept quiet. In 2026, that changes: it's becoming a node capable of classifying, redacting, predicting failures, and talking to the rest of the productivity stack. According to the Quocirca AI Vendor Landscape 2026, **AI already accounts for 22% of the average IT budget**, and two-thirds of organisations plan to increase their investment this year.

**85% of Print Service Providers** consider AI critical to compete in 2026, according to ColorInk, and almost **80% have already automated at least part of their workflows**, with in-plants citing automation as the number one reason for investing in equipment, according to Walsworth. This is not a cosmetic change: AI is making its way into the printer to solve tasks that until now consumed hours of administrative time.

The four use cases already in hardware

In March 2026, HP introduced **HP AI26**, the first generation of LaserJet Enterprise with integrated AI, including enhanced OCR, automatic redaction of sensitive data (Guided Redaction), and a 50% reduction in scan-to-email workflows. Konica Minolta, for its part, reports striking figures from its Virtual Service Visit (VSV): **2.95 million additional hours of uptime**, 28% of problems resolved without a technician visit, and an average of 8 minutes per remote repair.

When we ask customers what they want from AI in printing, the most common answer isn't generating synthetic images. It's to stop wasting time on four specific tasks: detecting file errors before printing, renaming and classifying scans, automatically redacting sensitive data, and predicting when the machine will break down. If your supplier doesn't already offer at least one of these four, they are behind the curve.

What AI doesn't do yet

AI in printing doesn't directly reduce the cost of toner or paper, but it does lower the total cost of ownership: it predicts breakdowns before they happen (less downtime), optimises which pages are worth printing (less waste), and automates OCR and archiving. This trio—fewer hours, fewer breakdowns, less waste—is what counts at the end of the quarter.

PPWR 2025/40: the EU regulation redefining consumables from August 2026

The **Regulation (EU) 2025/40 on packaging and packaging waste**, known as PPWR, entered into force on 11 February 2025 and is **directly applicable across the EU from 12 August 2026**, according to EUR-Lex. If your SME sells online or ships products, including printing consumables, it affects you directly. This isn't a theoretical law: fines and product recalls will begin from that date.

The timeline for requirements is clear. By **2030, 100% of EU packaging must be recyclable**; in 2035, the requirement for recyclability "at scale" comes into effect; in 2038, the obligations will be tightened further. The **maximum empty space in e-commerce packages will be 50% from 2030**, and there is a combined limit of **100 mg/kg for lead, cadmium, mercury, and hexavalent chromium**, as detailed by Gleiss Lutz.

What you should check before 12 August

Three main areas. First, **labelling**: pictograms for material composition (PVC, PET, ALU, etc.), an optional QR code for sorting information, the name and ID of the manufacturer or importer, and a serial or batch number. Second, **traceability**: 5 years of technical documentation for non-reusable packaging and 10 years for reusable packaging. Third, **minimum recycled content in plastics**: between 10% and 35% depending on the type, required from 1 January 2030.

For the average Spanish SME, the task of adapting is more about checking suppliers than redesigning anything. Your toner cartridges arrive in a box; asking the distributor if that box will comply with PPWR saves you from having to repackage it yourself. At Startoner, we are already working with manufacturers who meet the requirements, allowing our B2B customers to tick off a regulatory box with no extra effort.

Managed Print Services (MPS): why your SME will sign up in 2026

Five years ago, Managed Print Services (MPS) was a service for large accounts managing fleets of fifty printers. In 2026, providers are offering scalable packages for as few as one to three printers with per-page billing, proactive toner replacement, and 24-hour SLAs. The market confirms it: **$54,420 million globally in 2026**, projected to reach $83,260 million by 2031 (8.88% CAGR) according to Mordor Intelligence.

In Europe, the MPS market reached **$16,330 million in 2025** and is projected to hit $36,050 million by 2034 with a 9.2% CAGR, according to Market Data Forecast. Most importantly, **89% of ITDMs consider MPS important for digital transformation**, and **71% expect to increase their MPS investment** (a huge jump from 48% in 2024), according to Quocirca's Managed Print Services Redefined.

42% of MPS customers are open to switching providers when their contract expires, and 47% cite cost as the main reason for the change. That window of opportunity is yours if you already have MPS: renegotiate. If you don't, now is the time, before the big manufacturers raise their rates as they are forced to absorb PPWR and post-quantum security costs.

How MPS deployments look in 2026

**64.78% of MPS deployments are already cloud-based**, growing at 10.56% annually. This means less reliance on local servers, more real-time visibility of the printer fleet, and immediate scalability when you open a second office. In Spain, where **99.8% of businesses are SMEs**, according to data from Público.es, the adoption potential is enormous.

"Managed print services expansion from device management to deliver broader business value as digitisation momentum grows."

Quocirca, Managed Print Services Redefined 2025

The key question to ask before signing any MPS contract is this: how much does it really cost you to print today, including admin time, electricity, and breakdowns? Until you have that audited figure, any MPS offer will seem competitive. If you start from a position of having a surplus budget without knowing how much, you'll end up overpaying on the monthly bill.

Digital maturity diagnostic: what level is your SME at?

Before we move on to quantum security and sustainability, a quick test. Four questions, thirty seconds. The result will tell you what level of digital maturity your printing infrastructure is at and what the most profitable next step is.

Quantum security and cyber threats: the printer as a critical endpoint

In March 2026, HP introduced **the first LaserJet range with cryptography resistant to quantum computer attacks**: the Pro 4000/4100 and Enterprise 5000/6000 series, available from May-June 2026. This isn't marketing fluff; it's a direct response to analysis that places **the probability of a quantum computer breaking current asymmetric cryptography before 2034 as high as 34%**, according to data published by the HP Newsroom.

The specific threat is called *Harvest Now, Decrypt Later*: an attacker records encrypted data today, saves it, and waits 5 to 10 years until they have a quantum machine that can decrypt it. For an SME in retail, this isn't urgent. For a law firm, a private clinic, or a financial consultancy with a 15-year archive, it is. And the figures for the current fleet are not reassuring.

The real state of print security

According to Doceo and Quocirca 2025, **67% of organisations suffered at least one print-related security incident in 2024** (up from 61% in 2023). The average cost of a print-related breach was **£1,028,346 (about $1.3 million)**, 38% more than in 2023. And even more uncomfortably, **only 26% of IT managers feel completely confident** in their print infrastructure.

Three actions you can take tomorrow

You're not going to buy a quantum-secure printer immediately, but you can do three things in 2026. First, **change the default passwords** on each printer's admin panel; it's the most common entry point in basic audits. Second, **disconnect the printer from the public internet** if you don't need it remotely: 10% of large companies will have mature Zero Trust programmes by 2026, according to Gartner, but for an SME, a basic firewall and network segmentation are enough. Third, **update the firmware judiciously**, avoiding updates that introduce the HP firmware cartridge lock on devices where you use compatibles.

Sustainability and the circular economy: compatible toner, LED and refillable tanks

Sustainability has moved from being a marketing argument to a cost lever. The global market for specialised printing consumables is worth **$38,170 million in 2026** with a CAGR of 3.2% until 2030, according to Business Research Insights, and circular practices are no longer optional for those who want to bid for European public tenders.

Canon collected 473,000 tonnes of used cartridges by the end of 2024, operating a closed-loop system with reused HIPS. HP, meanwhile, announces that the new LaserJet Enterprise printers yield **11% more pages per cartridge**, contain 30% recycled plastic, and maintain EPEAT Gold, ENERGY STAR, and Blue Angel certifications. Their **HP TerraJet** technology reduces energy consumption by up to **27% and plastic per cartridge by 78%**.

The specific savings for an SME

According to a sector analysis by Toner1.es, compatible toners save between **60% and 80% compared to the original**. The original HP 203A costs around €85-€95; a premium compatible, €25-€35. An SME with ten printers can save **more than €3,000 a year** by switching from OEM to certified compatibles. That figure is what a basic MPS costs for an entire year, and it requires no new contracts.

"A company with 10 printers can save more than €3,000 annually by switching from OEM to compatible toners without affecting quality."

Toner1.es, comparative analysis 2025

The nuance is important: we're talking about **compatibles certified under ISO 9001 with a 3-year warranty**, not unbranded products with no traceability. Understanding the difference between a counterfeit and a certified compatible cartridge is the first step to avoid confusing savings with risk. The counterfeit imitates the brand and deceives; the certified compatible meets standards, identifies the manufacturer, and assumes responsibility.

LED, inkjet and refillable tanks

Printers migrating from toner to inkjet report **9% less paper waste and an 8% higher margin**, according to Walsworth. For home and small SME use, refillable tanks continue to gain market share: the comparison of printers with refillable tanks for home and SMEs shows how EcoTank, MegaTank, and Smart Tank reduce the cost per page to levels that only large companies could achieve five years ago.

ESPR compliance and green public procurement

The Ecodesign for Sustainable Products Regulation (ESPR) is revising the public procurement framework in 2026 with sustainability criteria and a "European preference," according to the European Commission's Clean Industrial Deal. For SMEs, this means: if you bid for public administration contracts or with large corporations with an ESG policy, you need certified consumables. Startoner's ISO 9001 certified compatible toner already fits this profile, combining direct savings, a lower carbon footprint, and early PPWR compliance.

Mass customisation and print-on-demand: the SME opportunity

Mass customisation is no longer just for Nike or Coca-Cola. The global custom printing market is growing from $33,840 million in 2025 to **$37,000 million in 2026** with a 9.4% CAGR, according to The Business Research Company, and is projected to reach $52,280 million in 2030. And the global Print-on-Demand market is growing from $12,960 million to **$102,990 million by 2034**, with a 26% CAGR according to Dynamic Mockups.

The opportunity for SMEs in Spain is specific: a local shop in Cádiz or a business in Málaga can print 200 personalised labels for an event, with the attendee's name on each one. They don't need an offset press or a minimum run of 5,000 units. According to data collected by The Business Research Company, **36% of consumers expect personalisation to be the default** for products, and 48% are willing to wait longer for something personalised.

Digital gains share in short runs

Digital printing for short-run labels already has a 50% to 60% share among European brands, heading towards a **30-35% global share by 2028** (from 20-25% today). The changeover time on digital presses is 5 to 15 minutes compared to the hours required by offset, and the First Pass Yield is between 85% and 95%. This makes short runs profitable even with SME margins.

For POS and businesses that need tickets or labels, the guide to thermal printers for business and POS reviews which models perform well at the counter and when the equation changes if you add personalised labelling. The key is not to get stuck on long runs: digital plus high-capacity compatible toner equals profitable short cycles.

The SME vs. large enterprise gap: 5 accessible actions for 2026

Large enterprises account for **60.42% of MPS spending**, while SMEs are growing at a 9.56% CAGR, according to Mordor Intelligence. The gap is closing, but unevenly: those with a dedicated IT team adopt AI, cloud, and MPS without friction; those who rely on the same old admin staff get left behind. The good news is that the printing gap is easier to close than almost any other digital front.

**60% of Spanish companies already use AI** (up from 20% in 2017), a change driven by the National AI Strategy (ENIA), the *España Digital 2026* plan, and the $90 billion investment in data centres and AI with Amazon and Microsoft. The context couldn't be more favourable for an SME looking to modernise its printing infrastructure without breaking the bank.

The 5 concrete actions for 2026

1. Audit your true cost per page. Toner plus paper plus admin time plus electricity plus breakdowns. Until you have it in writing, you can't negotiate.
2. Renegotiate or tender for MPS even if you only have 2 or 3 printers. Scalable packages already exist; providers want to enter the SME segment.
3. Switch to ISO 9001 certified compatible toner with a 3-year warranty. Direct savings of 60-80% over OEM, with batch traceability.
4. Review PPWR compliance for your e-commerce before August 2026. Labelling, empty space ratio, and technical documentation.
5. Change the printer's default passwords and disconnect it from the public internet if you don't need it remotely. Cost: zero. Impact: huge.

In its *SMB 2026: How AI Is Redefining Growth* analysis, IDC confirms that Spanish SMEs are **moving from experimenting to strategic adoption**: generative AI, cloud, automated OCR. The legislative context (PPWR, ESPR, España Digital 2026) and infrastructure investments ($90 billion in data centres) create a window of opportunity we won't see again soon. Those who move this year will enter 2027 with their printer fleet ready; those who wait will pay the price of urgency.

Summary table: opportunity, threat, and horizon

The eight trends of the year, with the opportunity for your SME, the threat if you ignore them, and the horizon in which the impact becomes real. If you have 10 minutes, read it from top to bottom. If you have one, just look at the horizon column.

This table is not an invitation to tackle all eight trends at once. It's a map: choose the two that have the most impact on your business and work on them this quarter. For the average Spanish SME, the usual starting point is certified compatible toner (immediate savings) and a light MPS (fleet visibility). With these two moves, you free up budget and time to address PPWR and security in Q3.

Further reading