Benefits of managed print services across several offices
- 5.0 on Google from 150+ reviews
- Trading since 2010
7 things change when offices share one agreement, and Global Document Solutions confirmed every one.
- Seven benefits of managed print services, each confirmed by GDS
- What finance sees, and what IT stops doing
- No obligation, and no commitment
The seven benefits of MPS, in one place
Last updated 3 November 2026.
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1. Every office costed before you commit
Every office is costed before anything is agreed.
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2. Offices move across one at a time
Each site moves when its own agreement ends, sometimes months after the first.
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3. One invoice, with a report for every site
Finance gets a single bill covering the fleet, plus each address's page count.
That holds for a Sydney head office with branches in other states too.
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4. Support arranged for each location
In a capital city, generally inside 4 hours.
Generally the next business day in regional towns.
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5. A new office joins the same agreement
The monthly figure changes. The end date stays or extends.
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6. Prints collected at any site, as an optional extra
Staff release a held print job with a card or code, on PaperCut.
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7. No print server at each office, as an optional extra
Your quote shows any setup or subscription charge for it.
Which of the 7 benefits matters at your sites?
A group renewing next quarter cares about the second one.
A group opening an office cares about the fifth.
A group with a branch in a regional town cares about the fourth.
Not sure when yours renew? Find the next renewal deadline in four questions.
Where one make suits every office, see a single Kyocera fleet across every site.
Send the addresses and we answer against those, not against a list.
An MPS provider should answer each one against your own printer fleet.
Steps that work before any supplier changes are in cutting print spend office by office.
Answer these against your own offices
Each of the seven, answered for your own addresses.
Seven benefits of managed print, tested against your own offices, from one invoice for finance to one support route for every site.
- 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
How does managed print make print costs clearer for finance?
3 of the 7 land on the person who approves the spend.
Every office is costed before you commit, so the comparison runs against a real figure instead of a memory.
That costing comes from a managed print assessment of each office.
Per the operator's own answers, one invoice arrives instead of one per supplier per site.
A report per address still comes with it, so a single office can be read on its own when somebody queries it.
What does finance stop paying for separately?
Every plan includes toner and parts, plus labour and servicing.
No office buys its printers outright, because the agreement supplies them.
Print volumes for each office show on that report, so a busy site stands out.
Supply management leaves the office too, because toner is in every plan.
The same addresses can be counted in tonnes of CO2e for the climate report, one row per office.
According to Global Document Solutions, an excess page normally costs the same at every location, and the quote states the rate.
How the monthly figure is built for each site sets out the three published plans.
Those plans become a figure against your own list of addresses once the offices are named.
Which of the seven applies at your addresses
Send the list and the renewal dates. We answer each one in writing.
What happens when a group opens a new office?
This is the benefit that decides it for a group still opening offices.
A new address joins the agreement that is already running.
The monthly figure changes to take it in.
Its printers join the same print environment and the same invoice.
The print infrastructure grows by one address, under the same MPS agreement.
The end date either stays where it was or extends, and the written quote says which.
Finance should read it beside the managed print agreement terms to check before approval.
So a group that opens two offices a year is not taking on two more contracts a year.
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.
How does managed print take printer work off IT and operations?
The other 4 land on the people who get the call when a printer stops.
The changeover runs one site at a time across months, so no weekend has to carry the whole estate.
A stopped printer has one route, whichever address it is at.
One fault route means office staff chase one supplier instead of several.
Toner is monitored proactively. GDS sends an update when a level runs low.
A capital city visit, according to Global Document Solutions, generally comes within 4 hours.
Regional towns are usually seen the following business day.
Visits are organised that way, but the agreement does not promise either time.
Each address and the response to expect is listed under managed print services near every office.
Can staff print at any office without a print server?
As an optional extra, staff release their own jobs at any included site with a card or a code, which runs on PaperCut.
Printing with no print server at each office, including for Microsoft 365, is an optional extra.
Any software subscription or configuration cost that comes with it is stated in the quote.
So a manager visiting another office can collect a print there.
It is quoted separately from the printer plans.
For the installs IT still runs, driver links straight from Kyocera and HP are kept on one page.
How a card or code release works across sites covers the collection side in full.
Does managed print improve print security?
Secure printing holds each print job until its owner is standing at the device.
Staff authenticate with a card or code. PaperCut then releases the job.
Sensitive information waits in the queue, off the output tray.
Secure print release is an optional extra, priced in the quote.
Pull printing is another name for this release step.
Authentication at the device keeps a held job out of the open tray.
The release step adds a card tap or a code to the print workflow, at the printer.
Information security teams set the print policies that PaperCut applies.
Can your manager see what you print? With PaperCut, IT can see who released each job.
PaperCut is print management software, and its cost is set out in your quote.
The device settings to put in writing are set out under printer security at every office.
Does managed print help a sustainability report?
A page count report for each site gives a sustainability report real numbers.
The emissions calculator on this site turns those counts into tonnes of CO2e.
Its source is the National Greenhouse Accounts Factors 2025, at Table 1.
That is the Australian electricity factor, in kg CO2e per kWh, for each state.
Will MPS reduce waste at your offices?
That depends on what they print now.
Duplex printing as the default on all the print devices is one place to start.
Defaults such as double sided printing belong in a printing policy for each site.
Nothing has been measured there yet, so no reduction is promised.
Which managed print benefits are not claimed here?
These 3 are the usual claims, and none is traceable to an answer.
| The usual claim | Why it is not here |
|---|---|
| A percentage saving | No saving has been measured at your offices, so any figure would be somebody else's |
| Free data wiping at the end | A wipe is paid optional work, with its method and cost written down |
| Volume pooled across your sites | Each device is priced on its own plan |
A benefit that cannot be traced to an answer is a sales line.
Any MPS provider can list benefits. These seven are the ones GDS confirmed.
Each of the seven traces back to a GDS answer.
How managed printing works, and who can benefit from managed print services
Managed printing hands the office printers to one managed print provider, under one agreement.
Managed printing starts with a review of print usage and printing needs at every office.
The managed print provider then supplies each device, sized to that office's business needs.
Print solutions are tailored to each office, starting from the 3 standard plans.
Managed printing covers toner and servicing in each plan, with excess pages at the quoted rate.
Managed printing can optimise the fleet by sizing each device to its office's pages.
Device management moves to the provider, which takes printer chores off the IT team.
Fleet management under managed printing runs the whole print fleet through one desk.
Proactive toner monitoring flags a low cartridge, so nobody at the office has to track levels.
Supply replenishment begins with an update from GDS when a toner level runs low.
Downtime at any office goes to one fault route, with no hunting for the right supplier.
To improve productivity, staff get one number to ring when a printer stops.
Your core business stays the focus, while printer supply and repairs go to one provider.
How managed printing controls cost and keeps documents secure
Managed printing helps control costs, because each printer has a known plan and a quoted excess rate.
Whether managed printing will reduce costs at your offices depends on what they pay today.
No cost savings are promised before your current spend has been compared.
Managed printing also helps streamline billing, since one invoice carries every office.
Print workflows change little: staff still print from their desks, and release is optional.
Print management services such as PaperCut are optional extras on top of managed printing.
Enhanced security comes from optional card or code release, priced in the quote.
Document management systems keep receiving scans, as each office's scan destinations are recorded first.
Our agreement carries no service level agreements on attendance, because response times describe a process.
Modern businesses that run offices in several states can benefit from managed print services on one agreement.
The key benefits differ by group, so the seven above are answered against your sites.
Tell us your business goals, such as new offices next year, before the quote is written.
The smallest group this MPS solution prices is 2 to 4 offices.
What are the disadvantages of managed print services?
MPS has trade offs, and a buyer should weigh them before committing.
- The agreement runs for a fixed term, so the fleet is committed for that length.
- Printers a business already owns cannot join, so they stay on a service contract of their own.
- Card or code release costs extra, and so does printing with no print server.
- When the term ends, a data wipe is never free but available as a paid option.
- Leaving early follows the exit terms, so read them before approval.
MPS is not only for large companies, though this service starts at groups of 2 to 4 offices.
Each office's print needs decide whether those trade offs are worth carrying.
Advantages of managed print services: what groups ask
Weigh them first against whether the gap is worth a contract at all.
Printers you already own stay outside the agreement, and the agreement questions on the main page say why.
What are the benefits of using managed print services?
Global Document Solutions confirmed seven benefits, from one invoice for every office to sites that move across one at a time.
Finance gets a cost review before committing, one invoice, and a report for every site.
IT and operations get one fault route, plus card or code collection and printing without a server at each office as optional extras.
A new office can join the same agreement instead of starting another one.
What changes for finance when several offices share one agreement?
Every office is costed before you commit, so the comparison runs against a real number.
One invoice replaces one per supplier per site.
A report still arrives for each address, so a single office can be queried on its own.
The excess page rate is written into the quote, and is normally the same at every location.
Does a new office mean a second contract?
No, it joins the agreement that is already running.
The monthly figure changes to take the new address in.
The end date either stays where it was or extends, and the quote says which.
Does managed print include a guaranteed saving?
No, and no percentage appears anywhere on this page.
No saving has been measured at your offices, so any figure quoted here would be somebody else's.
What the quote does state is the plan for each printer and the excess page rate.
Read those against what your offices spend today.
What printer work comes off the IT team?
Sourcing printers and chasing repairs move to one supplier, along with toner.
Toner levels are monitored, and an update goes out when one runs low.
Your network and user accounts stay with IT.
The seven, against your addresses
Name the benefit that matters most to you.
Have these answered for your own offices
A list of benefits is somebody else's experience.
Send your addresses and the renewal dates, and each of the seven gets answered against yours in writing.
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.