Printing trends 2026 for SMEs in Spain

2026 is the year the printer stops being the office's forgotten peripheral. The European packaging regulation (PPWR) comes into force on 12 August, AI is already creeping inside the hardware, and the right to repair arrives. We've spent years printing and testing our own compatible consumables from Cádiz before selling them, and this is the first time so many trends have converged at once. If you print between 1,000 and 5,000 pages a month, here's what changes and what to do.

Key points
- Sales of digital toner systems will overtake analogue ones for the first time in 2026.
- AI already accounts for 22% of the average IT budget (Quocirca, 2026).
- The PPWR is directly applicable across the whole EU from 12 August 2026.
- 89% of IT leaders see MPS as key to their digital transformation.
- Certified compatible toner saves 60-80% versus the original.

Which printing trend defines 2026?

The one nobody expected so soon: new sales of digital toner systems will overtake analogue ones for the first time in history in 2026, according to Konica Minolta. It's not a technical detail. It marks the shift from printing as a fixed process to printing as a flexible service, able to work on demand and with variable data. For your SME it means short runs stop being expensive.

Digital printing is the kind that prints directly from a file, with no plates or preparation, which allows a change of job in minutes. A digital press switches task in 5-15 minutes versus the hours offset requires. That lets you produce 200 labels for an event or 50 bespoke proposals without the machine sitting idle.

The traditional laser-toner infrastructure isn't disappearing in 2026: most offices will keep their usual multifunction machine. What changes is that you can now combine that laser fleet with profitable short runs. Before signing off on new hardware, work out the real cost of printing in your SME: the saving on compatible consumables usually frees up plenty of budget.

What is AI in the printer actually for?

AI in printing doesn't make toner or paper cheaper, but it does lower the total cost of ownership: it predicts breakdowns before they happen, automates OCR and archiving, and reduces waste. According to Quocirca's AI Vendor Landscape 2026, in 2026 AI already represents 22% of the average IT budget and two thirds of organisations plan to increase investment this year.

For two decades the printer was the dumbest device in the office: it received a job, printed it and kept quiet. In 2026 it starts to classify scans, redact sensitive data and warn of a breakdown before it leaves you stranded on a Monday. In March 2026 HP presented its first generation of LaserJet Enterprise with built-in AI: improved OCR, automatic redaction of sensitive data and a stated 50% reduction in scan-to-email workflows (HP Newsroom, 2026).

When we talk to clients about AI in printing, almost nobody asks to generate images. What they want is to stop wasting hours on four specific tasks: spotting errors in the file before printing, renaming scans, redacting personal data and knowing when the machine is going to break. If your supplier doesn't offer at least one of those four, they're lagging behind.

32% of IT decision-makers see reducing environmental impact as the standout application of AI in printing (Quocirca, 2026). Fewer admin hours, fewer breakdowns and less paper waste: that trio is what shows up in the quarterly accounts, not on the cartridge invoice.

How does the European packaging regulation (PPWR) affect me?

The PPWR (EU Regulation 2025/40 on packaging and packaging waste) came into force on 11 February 2025 and is directly applicable across the whole EU from 12 August 2026, according to EUR-Lex. If your SME sells online or ships products, consumables included, it affects you. It's not a theoretical law: from that date, inspections and product recalls begin.

The timeline is demanding. By 2030, 100% of EU packaging must be recyclable, the maximum empty space in e-commerce parcels drops to 50%, and there is mandatory minimum recycled content in plastics. The legal analysis by Gleiss Lutz sets out the three fronts that affect you now: standardised labelling, documentary traceability (5 years for non-reusable packaging) and heavy-metal limits.

For an average Spanish SME, adapting is more about reviewing suppliers than redesigning anything. Your cartridges arrive in a box; asking your distributor whether that box complies with the PPWR saves you having to repackage yourself. We already work with manufacturers that meet the requirements, so you close off that regulatory front with no extra effort.

Should my SME hire Managed Print Services?

Yes, if you have three or more printers or exceed 1,000 pages a month. Managed Print Services (MPS) are a contract in which a provider manages your printing end to end, hardware, toner, maintenance and security, for a per-page price or a fixed fee. 89% of IT leaders see it as important to their digital transformation, and 71% expect to increase investment in 2026 (up from 48% in 2024), according to Quocirca.

Five years ago MPS was for large accounts with fleets of fifty machines. In 2026 there are scalable packages from one to three printers, with per-page metering, proactive toner replenishment and a 24-hour SLA. And the model has moved to the cloud: 78% of organisations already use cloud print management, extensively or partially (Quocirca, 2026). That translates into less reliance on local servers and real-time visibility of the fleet.

71% of IT leaders plan to increase their MPS investment in 2026, a notable rise from 48% the previous year (Quocirca, 2026). The renegotiation window is yours: if you already have MPS, renegotiate before manufacturers raise rates to absorb the costs of PPWR and security.

The key question before signing is just one: how much does printing actually cost you today, counting admin time, electricity and breakdowns? Until you have that figure audited, any offer will look competitive. And that's exactly where you overpay. That's why we insist: first the real cost per page, then the contract.

Is the printer a cybersecurity risk?

More than it looks. According to Doceo, based on Quocirca data, 67% of organisations suffered at least one print-related security incident in the last year, with an average cost per breach of over one million pounds (around $1.3M), 38% more than the previous year. And only a minority of IT leaders feel fully confident about their print infrastructure.

The threat of the moment has a name: Harvest Now, Decrypt Later. An attacker records encrypted data today and waits to have a quantum computer in 5-10 years to decrypt it. For a retail shop it isn't urgent; for a law firm, a clinic or an accountancy practice with a 15-year archive, it is. That's why in 2026 HP launched its first LaserJet range with quantum-resistant cryptography, and two thirds of IT leaders already consider it important to protect against that threat (Quocirca, 2026).

You don't need to buy a quantum-safe printer tomorrow. In the reviews we run with clients, the number-one hole is always the same and costs zero euros to close: the printer still has the factory admin password. Three things you can do this week:

• Change the default passwords on each printer's panel. It's the most common way in.
• Take the printer off the public internet if you don't need it remotely: a basic firewall is enough.
• Update firmware with judgement, avoiding the versions that introduce HP's firmware cartridge blocking on machines where you use compatibles.

Is compatible toner worth it in 2026?

Yes, and more than ever. The average saving is 60-80% versus the original, with equivalent quality for standard documents if you choose compatibles manufactured under ISO 9001 and with a warranty. An SME with ten printers can save over €3,000 a year just by switching OEM for certified compatibles: that's what a basic MPS costs for a whole year, and it requires signing nothing.

The nuance matters. We're talking about certified compatible, not a market-stall product with no traceability. A counterfeit cartridge imitates the brand and deceives; a certified compatible meets the standard, identifies the manufacturer and takes responsibility. If you're not clear on the difference between counterfeit and certified compatible, that's the first step to not confusing savings with risk.

We print and test our own consumables before putting them on sale. We do it because "compatible" and "compatible that performs like the original" aren't always the same thing, and I'd rather see it on paper than trust the manufacturer's spec sheet. If you want the detail of that comparison, we have it documented in original vs compatible toner, printed side by side.

Sustainability, moreover, has stopped being marketing and become a lever for cost and for access to contracts. With the ESPR and European green public procurement, anyone aiming for tenders or for suppliers with an ESG policy needs certified consumables. The certified compatible combines all three: direct savings, a smaller footprint and early PPWR compliance.

And the rise of refillable-tank printers?

For the home and small SME, refillable ink tanks keep gaining ground for one reason: the cost per page. EcoTank models already account for 25% of inkjet sales at the start of 2026, up from 18% the previous year, with a cost of around 1 cent per page in black versus the 7 cents of a traditional cartridge, according to IndexBox. SMEs dominate that segment and pay off the machine in around six months.

A tank printer stores the ink in refillable tanks instead of single-use cartridges, which cuts the cost per page to levels that five years ago only large companies reached. It isn't the solution for everyone, high black-and-white volume is still laser territory, but for anyone printing colour daily it changes the sums. If you're torn between tank and cartridges, the EcoTank vs MegaTank vs Smart Tank comparison and the tank printer or cartridges guide do the numbers for you.

What changes with the right to repair in 2026?

Quite a lot, and in your favour. The European right-to-repair directive (EU 2024/1799) came into force on 30 July 2024 and Member States must apply it from 31 July 2026, according to the European Commission. It obliges manufacturers to provide access to spare parts at a reasonable price and prohibits software or hardware tricks that prevent repair — for now in its Annex II categories (washing machines, fridges, displays, phones…), which do not include printers. What does apply to any product, printers included: if something is repaired under the legal guarantee, that guarantee is extended by 12 months.

The right to repair is the legal framework that seeks to make repairing a device as easy and cheap as replacing it, and it includes a one-year extension of the legal warranty on the repaired product. Although the initial focus is on household appliances and mobiles, the logic runs in the same direction as the toner battle: fewer artificial manufacturer blocks, more freedom for the user. It fits squarely with what we argue about the firmware barriers that block compatible cartridges.

Summary table: opportunity, threat and horizon

Pick the two trends that affect you most and work on them this quarter. There's no need to tackle all seven at once.

Trend	Opportunity for your SME	If you ignore it	Horizon
AI in workflows	Save hours on OCR, scanning and archiving	Losing productivity to competitors	2026
PPWR (EU 2025/40)	Compliant packaging and green differentiation	Fines and product recall	12/08/2026
MPS for SMEs	Cut total cost by ~30% with an SLA	Breakdowns with no support and hidden spend	2026
Security / quantum	Shield sensitive data for the long term	Breach with an average cost of ~$1.3M	2027+
Refillable tank	Minimal cost per page in colour	Overspending on consumables	2026
Certified compatible toner	Direct saving of 60-80%	Unjustifiable OEM overspend	Now
Right to repair	Fewer blocks, more freedom on spares	Total dependence on the manufacturer	31/07/2026

The usual thing in a Spanish SME is to start with certified compatible toner (immediate saving) and a light MPS (fleet visibility). With those two moves you free up budget and time for the rest.

Frequently asked questions

When does the PPWR come into force and does it affect me if I have an online shop?
The PPWR (EU Regulation 2025/40) is directly applicable across the whole EU from 12 August 2026. It affects any manufacturer, importer or online shop that places packaging on the market, including e-commerce parcels. The immediate requirements are standardised labelling, an empty-space ratio and 5-year technical documentation (source: EUR-Lex).

Will AI reduce my cost per page in 2026?
Not directly. AI doesn't make toner or paper cheaper, but it does cut the total cost of ownership: it predicts breakdowns, reduces waste and automates OCR and archiving. According to Quocirca, AI already accounts for 22% of the average IT budget and two thirds of companies plan to increase it. The saving shows up in admin hours, not on the cartridge invoice.

When should my SME worry about quantum security?
HP launched in 2026 the first printers with cryptography resistant to quantum computers. The Harvest Now, Decrypt Later threat is only urgent if you store sensitive data long term (healthcare, legal, financial). For standard-volume retail, there's no rush; but changing default passwords, the cause of 67% of print incidents according to Quocirca, is worth doing now.

Are compatible toners worth it with so much technological novelty?
Yes. The average saving is 60-80% versus OEM, with equivalent quality for standard documents if you choose ISO 9001 manufacturing compatibles with a warranty. An SME with 10 printers saves over €3,000 a year. The only real risk is firmware blocking: the solution is to control automatic updates on the critical machines.

What does the right to repair give me as an SME?
Directive EU 2024/1799 applies from 31 July 2026, though its parts-and-repair obligations cover only its Annex II categories — and printers are not on the list. What you do get with any equipment: an extra year of legal guarantee on anything repaired under warranty. For your SME it means less dependence on the manufacturer and more freedom to maintain your printer fleet.

Keep reading

• The real cost of printing — the honest maths per page, the starting point before any decision.
• When HP firmware blocks your cartridges — what to update and what to avoid to protect your compatibles.
• Counterfeit vs certified compatible — how to tell the traceable product from the one that only imitates the brand.
• Thermal printer for business and POS — which models perform at the counter and when the equation changes.

Want to start with the direct saving? Take a look at the best-selling toners and inks or the compatible laser toner catalogue. ISO 9001 manufacturing compatibles, with a warranty and 24 h delivery to mainland Spain.

Sources

• Quocirca — AI Vendor Landscape 2026 — https://quocirca.com/content/quocirca-ai-vendor-landscape-2026/
• Quocirca — Managed Print Services Redefined — https://quocirca.com/content/managed-print-services-redefined/
• Quocirca — Cloud Print Services Vendor Landscape 2026 — https://quocirca.com/content/quocircas-cloud-print-services-vendor-landscape-2026-highlights-how-vendors-are-advancing-cloud-print-capture-and-workflow-platforms/
• EUR-Lex — Regulation (EU) 2025/40 (PPWR) — https://eur-lex.europa.eu/eli/reg/2025/40/oj/eng
• Gleiss Lutz — New EU Packaging Regulation: key requirements from August 2026 — https://www.gleisslutz.com/en/know-how/new-eu-packaging-regulation-key-requirements-august-2026
• HP Newsroom — LaserJet portfolio with quantum-resistant security (2026) — https://www.hp.com/us-en/newsroom/press-releases/2026/laserjet-portfolio-with-resistant-security-and-faster-digitization.html
• Konica Minolta España — Commercial and industrial printing predictions 2026 — https://www.konicaminolta.es/es-es/noticias/predicciones-impresion-comercial-industrial-2026
• Doceo (Quocirca data) — Print Security: your MFP is now a critical endpoint — https://www.mydoceo.com/blog/print-security-risks-multifunction-printers/
• IndexBox — Ink Tank Printer Market Forecast 2026-2035 — https://www.indexbox.io/blog/ink-tank-printer-market-to-reach-new-heights-by-2035-driven-by-total-cost-of-ownership-appeal/
• European Commission — Directive on repair of goods (EU 2024/1799) — https://commission.europa.eu/law/law-topic/consumer-protection-law/directive-repair-goods_en