Are managed print services worth it, and at what point
- 5.0 on Google from 150+ reviews
- Trading since 2010
The sums grow with every office, and the case is strongest at 5 offices or more.
- Built for five offices or more
- The answer as a count you can check yourself
- No commitment to find out
Managed print is worth it when the same three jobs repeat at every office you run.
Those jobs are an invoice to approve, toner to reorder and a stopped printer to chase.
At one office there are three, and the gain is one monthly figure per printer.
Six offices give you eighteen, and one agreement still leaves three.
That gap is the whole decision.
New to the idea? Start with what managed print services are.
Last updated 30 October 2026.
When are managed print services worth it?
Five offices is where the gap gets wide, because each office adds three jobs.
One agreement holds that at three however many offices join it.
A group with a Melbourne head office and branches up the Hume carries the same three jobs per site.
The drawing counts arrangements, not dollars, because the dollars belong to your own quote.
Where those dollars come down is set out in seven levers that lower a group's print spend.
What does one MPS provider hold for every address?
An organisation with 9 offices is carrying 27 separate jobs before anybody has printed anything.
MPS earns its place where printing runs across several offices at once.
Each office adds its own print environment, with its own printing devices and suppliers.
An inefficient spread of suppliers grows with every office the group opens.
One MPS provider then holds the print infrastructure for every address.
That covers the printers, the toner and every repair.
The monthly figure is set per printer, and the three published plans say what each one covers.
How do you decide whether managed print is worth it?
Write down how many offices print, and multiply by three.
That number is what your fleet costs in attention.
Then pull the last 12 months of printer invoices from every office.
Count the printing devices at each office, and note who supplies each one.
Note the printing needs as well: colour, paper size, plus page volumes.
List the security features each office needs, such as held print release.
Or let the free planner run that count with you.
Send it with your addresses and the figure comes back in writing.
That figure comes back as a written managed print quote, office by office.
Do the sums for your office count
Count the offices. A written figure answers it.
Managed print pays off most once an organisation runs five or more offices, each with its own printer supplier and renewal date.
- 5.0 Google rating, from 150+ five star reviews
- Since 2010 Australian owned, based in Queensland
- 500+ Australian businesses supplied and serviced
- 4 hours Generally on site in a capital city, next business day in a regional town
Can one agreement cover offices in different states?
It can, and the count climbs fastest in exactly that case.
Every address in Australia is serviced, and a named place is one example, never the edge of the map.
According to Global Document Solutions, sites join one at a time, over months, in the order that suits your renewals.
If each office holds its own lease now, see how leases ending on different dates fold into one agreement.
The monthly figure changes when an office joins, and the end date can stay where it is or extend.
Per the operator's own answers, finance gets one invoice, with a separate report for each address.
Who fixes a stopped printer at an interstate office?
A technician generally attends within 4 hours in a capital city, and the next business day in a regional town.
That technician works for an authorised dealer or the manufacturer.
The agreement carries no attendance term, so read that as process and not promise.
A stopped printer goes to one ticket queue, in place of a help desk per supplier.
Staff no longer troubleshoot a print job with a different supplier at each site.
Excess page rates are written into the group quote and are normally the same at every office, according to Global Document Solutions.
How many pages a month make managed print worth it?
Page volume matters less than how many offices you run.
Each printer carries 1 of 3 standard plans, sized by monthly pages.
The smallest covers 2,000 mono pages a month for each printer.
The largest covers 5,000 mono and 500 colour pages a month.
Pages past a plan are charged at the excess rate in your quote.
So a quiet branch and a busy head office both fit, each on its own plan.
Toner and parts, plus labour and servicing, come inside all 3 plans.
What moves the answer is how often the same 3 printer jobs repeat.
A busy single office already knows who to ring.
Five quiet offices still carry 15 jobs between them.
The page allowance and inclusions in each standard plan are set out side by side.
Want this counted against your own offices
Send the addresses and roughly what each one prints. The figure comes back in writing.
From $160 + GST a month per printer.
Standard plans, tailored to your fleet. Excess page rates are stated in your quote and are normally the same at every location.
Paper, staples and pages above your agreed volume sit outside that figure.
When are managed print services not worth it?
Only 1 of the 3 is a plain no.
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One office, one or two printers
The admin saving is small, because you already know who handles the three jobs.
The case is a leased printer with toner and servicing on one monthly figure.
This service is built for groups of five offices or more.
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Older printers you own and want to keep
Not this
Older machines already in the building do not join the agreement.
Keep them on a separate service contract for owned machines.
The printers covered are the ones supplied under it, named site by site.
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Nobody can say what print costs today
Start here
Comparing a quote against a blank tells you nothing.
Start with a written review of each office before anything is agreed.
If the need is print release, PaperCut runs it as an optional extra on the agreement.
Print usage reports from that software can show paper waste office by office.
If the real need is control over who prints, compare print management software against a managed agreement.
How does buying printers office by office compare with an MPS agreement?
Here is the same print fleet over the life of the devices, bought or managed.
| Point | Buying office by office | One MPS agreement |
|---|---|---|
| The machine | Bought by each office, then kept as it ages | Supplied and named site by site |
| Toner | Reordered by each office as it runs out | In every plan, with an update when a level runs low |
| Repairs | A repairer found and paid for each fault | Parts and labour in every plan, by an authorised dealer or the manufacturer |
| Invoices | A bill per supplier, at every office | One invoice, with a report per site |
| A new office | Another printer to buy, and another supplier | Joins the same agreement, and the monthly figure changes |
| Printers you own | Kept and serviced by your own team | Cannot join the agreement |
| End of term | The machine stays yours to sell or scrap | A data wipe as a paid option, with clear exit terms |
The MPS side runs for the term you choose, between 36 and 60 months.
Buying can suit a group whose printing needs barely change and whose IT team has time to spare.
What buying teams ask next
Take them to every provider on your shortlist.
Are managed print services worth it?
Managed print pays off most once 5 or more offices repeat the same 3 printer jobs.
Those jobs are approving an invoice, reordering toner and chasing a stopped printer.
At 1 office they happen 3 times, and at 6 they happen 18.
One agreement holds that count at 3, and the gap is what you are buying.
At what point does managed print make sense?
The gap is widest at 5 offices or more, the buyer this page is written for.
The count rises with every office and the agreement does not, so the gap widens as sites are added.
A site by site review puts a real figure against it before anything is agreed.
No single office count settles it for every organisation.
Is managed print worth it for one office?
It can be, but the gain is small.
One office already handles those three jobs.
Managed print here is built for groups of 5 or more offices.
Can managed print services support multiple office locations?
Yes, and the arrangement is built for exactly that case.
Every address in Australia is serviced, and offices join one at a time over months.
One invoice covers them all, with a separate report for each site.
Excess page rates are in the quote, and normally match across locations.
What should the written quote show before you can tell?
Each address you asked to include, with the printer proposed for it.
The plan chosen for that printer, and the excess page rate.
What is excluded, what is optional and what the exit terms are.
Without those, you are comparing a headline figure against nothing.
Is it worth it at your count?
Three jobs per office. Send the count.
Settle it against your own numbers
You have counted the offices.
A figure against those addresses tells you whether the gap is worth a contract, and you are not committed by asking.
Operated by Global Document Solutions, an authorised Kyocera partner.
Rather talk it through?
1300 873 460Answered 8.30am to 7pm weekdays, Queensland time.
You reach the person who prices fleets this size, and the written scope follows that call.
What our customers say
Reviews of Global Document Solutions, who run this service.
When something breaks
We've had a great experience with this team.
They're always prompt, helpful and really easy to deal with.
Any issues are sorted quickly and the whole printer leasing process has been seamless.
On price, and on being told things
I highly recommend Cyrus at Global Document Solutions.
The service was brilliant from start to finish, with clear communication and attention to detail.
Pricing was extremely competitive and offered value for money.
Replacing a machine already on contract
We replaced our existing machine (also through GDS) and, as always, the process was seamless.
We had our machine up and running with minimal downtime.
These are reviews of Global Document Solutions, who operate this service, and not of this site.
Each one is copied word for word from their Google Business Profile, under the name Google shows, read on 7 September 2026.