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Equitrac Office®

Advanced management for all device features (copy, print, scan, fax) and document cost control


Equitrac Office is an intelligent print management solution that provides control, convenience, and choice to fully support evolving user requirements while reducing IT complexities. It provides end users with a secure mobile print workflow while controlling costs and simplifying administration of your output fleet. Equitrac Office enables single sign-on access to devices and services, personal print queues to maximise document security and mobility, and rules to create cost-effective printing behavior.

Key Features

  • Track how printers and copiers are being used and by whom
  • Analyse which devices are being over- or under-utilised and recognise peak usage periods
  • Allocate expenses (bill-back) by department, cost center, project, or client
  • Control who can use certain devices, how they use them, and how much they use them
  • Integrate seamlessly into your current IT infrastructure. Works with all your networkable printers, copiers, and multifunction devices
  • Scale from small, single-user sites up to multi-location enterprises with thousands of devices and users
  • Extensible Interface Platform-capable Xerox devices enable these Equitrac Office features:
    • Secure, mobile printing allows users to release their print jobs securely at any EIP-enabled device
    • No additional hardware is needed because user ID and billing code entries are made directly on the Xerox user interface
    • Monitor, measure, and manage printing costs to enforce colour quotas and other print/copy rules as well as to track and report on usage costs by individual, department or other user grouping – all by leveraging the same user ID data utilised to access your Xerox device
  • I-Queue allows the selection of one print queue and universal driver for all jobs, to be securely released at an MFP, regardless of type at any location on the network
  • With web-based System Manager, administrators can quickly and easily keep user and department account lists and billing codes up to date via the internet
  • Mobile Web function lets users release documents from mobile devices
  • Capture and Send allows users to capture paper-based information and transform and route it to various destinations

Your Challenges

Discovering on how much your organisation spends on printing and copying is essential to managing the costs of doing business and increasing return on investment (ROI). At the same time, you must keep productivity high to achieve the highest value.

Key Challenges

  • Wasting time, money, and resources due to inefficient printing and copying
  • Higher equipment expenditures due to ineffective use of current equipment and overbuying of new equipment
  • Ineffective use of colour for jobs that don't need it or for non-business purposes
  • Inaccurate distribution of expenses due to unknown usage of equipment by various departments or cost centers
  • Breakdown in security due to confidential or sensitive printouts lying around the office unclaimed
  • Lost productivity through the use of cost control tools that are difficult to use, implement, and maintain
  • Draining IT support resources with excessive printing-related calls to the help desk
  • Over-consuming natural resources due to poorly managed print and copy output

How Xerox Can Help

Equitrac Office uses simple yet powerful tools to help you gain control and best utilise your entire printer and copier fleet and keep your entire office productive.

  • Increase cost recovery by accurately charging documents to departments or cost center codes
  • Control access to reduce waste by determining who can print or copy to what devices and how much
  • Maintain security and confidentiality by requiring users to release prints at the device when they enter their PIN code
  • Boost employee productivity by allowing users to output documents closer to where they're needed and avoid devices that are inoperable
  • Gain new insight into your printing operations through detailed activity reports by user, department, allocation code or device
  • Speed ROI with centralised equipment administration to reduce IT resource requirements, improve service levels, and lessen demand on help desks
  • Protect the environment by reducing consumption of natural resources

Why Choose Xerox?

  • Easier purchase process than the competition because your Xerox representative will handle both your hardware and software needs
  • Faster problem solving with one point of contact for hardware and/or software support


Buyer's Lab (BLI)

BLI named Xerox's line of document imaging solutions, including Equitrac Office, their 2017 Document Imaging Software Line of the Year. "According to our analysis, Xerox offers an unmatched portfolio of both first-party and third-party software solutions."