Print Management for Law Firms That Bills Every Page Back.
Track every print, copy and scan by client matter on the copier fleet you already have, and recover the cost on the client’s bill.
What is print management for law firms?
Print management for law firms tracks every print, copy and scan and ties it to a client matter, so the cost is billed back instead of absorbed.
Most firms already have print management through their copier supplier. It controls printing, but it rarely recovers the money. nQ Zebraworks adds the recovery step, and Khwezi implements it on the fleet you already have.
Why standard print management leaves money on the table
Copier print management was built for offices in general. Law firms have one extra need: every page belongs to a matter, and the client should pay for it.
- Jobs are tracked by user or department, not by client matter.
- Staff can print without choosing a matter, so the cost is never allocated.
- Reports sit in the copier portal instead of flowing into billing.
- Scans, emails and phone calls are not captured at all.
The result is disbursements the firm pays for but never bills. For a mid-sized practice that is often tens of thousands of Rand a month.
Print management that bills every page back
Matter code at the device
Staff pick the client and matter before a job releases, so every print and copy is allocated.
Capture beyond paper
Scans and emails are recorded against matters too, closing the gaps copier tools miss.
Call costing
Billable calls are costed and allocated to the right matter automatically.
Straight into your billing system
Charges post to your practice management system, ready for the next bill run.
Copier print management vs nQ Zebraworks
| What the firm needs | Typical copier print management | nQ Zebraworks |
|---|---|---|
| Track print volumes | Yes | Yes |
| Matter code on every job | Rarely enforced | Enforced at the device |
| Scans, email and calls | Not captured | Captured per matter |
| Charges on the client’s bill | Manual export, if at all | Posted to billing automatically |
| Works with any copier brand | Tied to one supplier | Yes, on your existing fleet |
| Recovery reporting | Volume reports | Recovery ratio per matter, user and client |
Comparing software options? See our PaperCut alternative for law firms comparison.
What South African firms recover
Enterprise firm, 160 staff
Monthly recovery in FY2025 at a 57% recovery ratio. Read the case study
See all law firm cost recovery case studies.
Works with the copiers you already have
You don’t need to change supplier, lease or devices. nQ Zebraworks runs on top of your existing multifunction printers and alongside the print management your dealer already provides. Your copier partner keeps looking after the hardware. nQ Zebraworks makes sure the client pays for what it produces.
Print management for law firms: FAQs
What is print management for law firms?
Print management for law firms is software that tracks every print, copy and scan by user and device, and ties each job to a client matter so the cost can be billed back as a disbursement. General print management stops at tracking and control. Law firms also need the recovery step.
Is copier print management enough for a law firm?
Copier print management controls who prints and reports on volumes, which helps cut waste. It usually does not force a matter code on every job or push the charges into your practice management system, so the cost stays with the firm instead of the client.
Do we have to replace our copiers or our existing print management?
No. nQ Zebraworks sits on top of the copier fleet you already have, whatever the brand, and works alongside your existing print management. Your lease, your dealer and your devices stay the same.
How much can a law firm recover?
It depends on firm size and billing habits. A 42-person Bloemfontein firm recovers R110K+ a month at a 60% recovery ratio, and a 160-person firm recovered R480K a month in FY2025. The Legal Operations Assessment gives you an estimate for your own firm.
Does it only cover printing?
No. nQ Zebraworks also captures scans, emails and telephone calls against matters, so the same recovery applies to every billable disbursement, not just paper.
Does it work with our practice management system?
Yes. Captured charges are posted to your practice management or billing system against the correct matter, so they appear on the client’s bill without manual capturing.
Who implements and supports it in South Africa?
Khwezi Holdings implements and supports nQ Zebraworks in South Africa, including installation on your existing devices, staff training and ongoing support.
Find out what your printing is really costing you
The Legal Operations Assessment™ takes a few minutes and estimates your firm’s monthly recovery gap.