How to compare managed print service providers
- 5.0 on Google from 150+ reviews
- Trading since 2010
10 questions that show which MPS provider answers when a printer stops at a branch office.
- Ten written scope questions, available without an email
- Evidence requests for every performance or customer figure
- Global Document Solutions gives its own supply and support answers
A useful provider comparison starts with what each proposal states for every site.
The provider's label does not tell operations how support, supply or exit will work.
Use the same ten questions for every name on the shortlist.
Tick an item only when you can point at the sentence that answers it.
Put us on the same shortlist and ask for our written scope against your own site list.
Review the published managed print plans before comparing scopes
Put us on your shortlist
We answer the ten questions below, in writing, with your price.
Compare managed print providers on ten written answers, covering what is included, how support works and what it costs to leave.
- 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
What should operations compare across 5 or more sites?
Compare the written position for each address, not a general sales description.
Start with the addresses that may enter the agreement.
Record the proposed printer, support process and commercial terms beside each one.
Record it for every Brisbane office on the list, from the CBD to the suburbs.
Keep current contract dates, notice windows and known exit terms in the same record.
How do you make two proposals comparable?
Already on managed print? Read moving offices off a current provider first.
A new or moved site should have its own written change process.
That makes two proposals comparable without assuming their operating models are identical.
The longer contract review is under the managed print contract terms to request before you commit.
Before comparing proposals, pin down the print problem each provider must solve.
Who arranges support, and who performs the work, at each listed address?
Make them name who you pay, and who turns up. They are not always the same.
Then ask for the support process proposed for that site.
Do not infer it from a national map or another office.
Last updated 21 October 2026.
What makes the best managed print service for a group of offices?
The one that can put 6 answers in writing for every address.
Online rankings each use their own scoring, so test every shortlisted provider against your own offices.
- One agreement for every office, with a separate report for each site.
- A cost review of each office before anything is agreed.
- A plan for moving offices across as each current agreement ends.
- The usual response in a capital city and in a regional town, and whether either is a contract term.
- Which company sends the technician to each address.
- What happens to each printer's stored data when the term finishes, and its cost.
A provider that answers all 6 for one office, and not for the other 4, has answered only part of the question.
Put the 6 answers from each provider in one table, a column per provider and a row per office.
Our own answers to the same questions are set out further down this page.
What do managed print service providers typically offer?
A managed print provider is the one supplier that puts printers in your offices and keeps them running under one agreement.
The core offer is usually similar.
Printers supplied under an agreement, plus toner and repairs.
Providers differ in who holds the agreement and who attends a site.
| Provider type | What a published source says | What to check across five to ten offices |
|---|---|---|
| Manufacturer direct programme | According to Ricoh Australia, it has offices in every state and territory, plus a network of Ricoh Business Partners. | Which offices the manufacturer attends itself, and which go to a business partner |
| Authorised dealer | According to Kyocera Document Solutions Australia, it sells through a nationwide dealer channel. | Which dealer covers each office, and whether one dealer covers them all |
| National reseller or managed print operator | Sharp Copiers says membership of the Sharp World Dealer Network gives it Australia wide coverage. | Which company holds the contract and the ticket queue, and who attends each address |
| IT managed service provider that adds print | KMTech, an Australian IT provider, describes managed print as part of its broader workplace and security framework. | Who supplies and repairs the printers, and how the print term ends beside the IT agreement |
Each row is the provider's own published statement, and this page rates none of them.
Sources, read on 3 October 2026: Ricoh Australia, services overview and buy NSW profile for Kyocera.
Also read: Sharp Copiers, Sharp World Dealer Partners and KMTech, managed print services.
Whichever type you shortlist, ask each one to manage printing across every site on one written scope.
Card or code release holds print jobs until the owner collects them at the printer.
With us that release runs on PaperCut, as an optional extra with its cost in the quote.
To see who printed what at each office, read how secure print management records it.
Global Document Solutions holds one agreement, with authorised dealers and manufacturers attending sites.
Which managed print providers cover offices in every Australian state?
Ask each provider whether one agreement covers every state you have an office in.
Then ask who attends each address, and whether that answer changes from state to state.
Global Document Solutions services every Australian address through authorised dealers and manufacturers.
An office in Perth and another in Townsville go on the same agreement and the same invoice.
Get each answer in writing, because a map of branches is not a contract.
What must appear in the written scope?
Every included address needs readable records for support and supply.
Change and exit details belong there too.
| Scope field | What to record | Evidence to attach |
|---|---|---|
| Address | The office, classed as capital city or regional | The agreed site list |
| Supply | The printer and services supplied under the agreement | The proposed equipment schedule |
| Support | Who arranges and performs work, plus the process for that site | The support section of the proposal |
| Change | How an opening, move or closure changes the agreement | The change process and approval record |
| Exit | Term, notice, early exit calculation and optional data handling | The relevant agreement clauses |
A scope can use different wording where site circumstances differ.
The comparison is whether the required detail is present, not whether every site looks the same.
Ask us the ten questions below
You get all ten answered in writing, with your price and our own data wipe position.
Which ten questions belong in every provider scope
Tick a question when the proposed scope records its answer.
The total out of 10 is a document check, not a rating of the provider.
Written scope items recorded
0 of 10
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 Global Document Solutions answers the same ten
The 10 questions above, answered in the order the checklist asks them.
- Every office you list, each on its own line of the written scope.
- Global Document Solutions manages the ticket, and an authorised dealer or the manufacturer attends.
- The site by site cost review, from your current contracts and page counts.
- Kyocera and HP printers supplied under the agreement, with toner and servicing in every plan.
- A new office joins the same agreement, the monthly figure changes, and the end date can stay or extend.
- Stated in the written scope before you commit, with the exit terms beside them.
- The rate in your quote, normally the same at every location.
- No. The printers covered are supplied under the agreement.
- Available as a paid option, with its cost stated in the written scope.
- One invoice for every office, plus a report for each site.
The same ten go to every provider on your shortlist, so the written answers line up side by side.
What proof should you ask each provider for?
Apply the same 4 evidence fields to every published or proposed figure.
Ask for the source and its date in writing.
Request the scope and measurement method too.
Which evidence should each figure in a proposal carry?
| Figure type | Source and date | Scope and measurement |
|---|---|---|
| Performance | Name the report owner and measurement period | State the sites, the services and the exclusions, plus the calculation |
| Savings | Name the baseline source and its date | State the sites, included costs and comparison method |
| Sustainability | Name the data source and reporting date | State the boundary and units, then the sites and calculation method |
| Attendance | Name the ticket source and measured period | Define the sites, ticket set, start event and end event |
| Customer figures | Name the source record and count date | Define customer, included agreements and any exclusions |
Ask each provider for current certificates of insurance as well.
According to buy.nsw, the NSW Government asks suppliers on its print and imaging contract for public liability insurance of $20 million.
The evidence request does not decide whether a claim is true.
It gives operations and facilities the same fields for comparing what was measured.
Ask for supporting documents and record which proposal version they relate to.
Ask for at least 12 months of data behind any savings figure.
The home page follows from a site list to a written managed print scope.
Send a provider evidence question to the managed print team if a field is unclear.
What does Global Document Solutions put in writing?
These are our current answers on support, supplied printers and data wiping.
We manage printing for each listed site under that one agreement.
For the people behind those answers, see who runs the agreement and the support desk.
Buying Kyocera in particular? Read a Kyocera fleet run across several offices.
Support is scoped for each listed site
Global Document Solutions holds the agreement and manages the support ticket.
An authorised dealer or the manufacturer performs work at the site.
Managed Printer Services is serviced across Australia.
Every address should have its own answer, not one answer for the fleet.
For a capital city, a technician is generally on site within 4 hours.
For a regional town, the usual process is the next business day.
Neither timeframe is a written attendance term.
A stopped printer costs that office productivity until somebody fixes it.
Printers are supplied under the agreement
Old or customer owned machines do not join our managed print agreement.
Every supplied printer carries 1 of 3 standard plans.
The printers covered by the service are supplied under that agreement.
You should see the machine and the monthly figure for every site, before shortlisting.
The quote states applicable excess page rates for the location.
Print costs are quoted per printer, so finance can compare them site by site.
An approved end of term data wipe is available only as a paid option.
The written scope should state its cost and the completion evidence to be supplied.
Ask for a managed print quote based on your site list.
Hold every shortlisted provider to the same seven benefits.
What do state governments ask a managed print supplier to provide?
Victoria and Western Australia both publish what their print panels must deliver.
In New South Wales, buy.nsw describes a managed print category where the supplier takes primary responsibility for the fleet.
According to Buying for Victoria, its printer contract covers consolidated invoices with supporting data.
It also covers pull printing, an audit before any proposal, and reporting on spend.
Device moves and disposals are inside the same contract, as are additions and changes.
Per the Western Australian Government, its managed print panel lets agencies print “without having to own or lease the devices”.
An organisation with five offices can ask a private supplier for the same list.
A private group can use that list to consolidate printing devices before comparing quotes.
Global Document Solutions is not a supplier on either panel, and the lists are quoted as a checklist.
Sources: Buying for Victoria, multifunction devices and printers contract, and WA Government contract CUAPCS2024.
How do the five types of MPS provider manage printing for a group?
Outsourcing print management means choosing who holds the agreement, the devices and the ticket.
| Provider type | What it typically holds | What to ask it |
|---|---|---|
| Manufacturer | Its own brand of printing devices, and often the service visits | Who holds the agreement when a dealer attends |
| National dealer | Supply and servicing for one or two brands in several states | Who covers offices outside its own branches |
| Local dealer | Devices and repairs for offices within one area | Who covers offices in other states |
| IT firm | Networks and document management software, with print added | How print would integrate with the IT agreement |
| Operator holding one agreement | The agreement, ticket queue and invoice for every address | Who attends each address, and how a fault is logged |
Ask each type how it would manage printing across your fleet.
Ask which print solution it proposes for the volumes each office prints.
A managed print solution should be tailored to the business needs of each office.
Ask too whether it can manage printing where one workflow crosses 2 states.
The answer shows who looks after your print environment once the agreement starts.
What buyers ask before shortlisting a provider
How do you compare managed print service providers?
Put the same ten questions to every provider in writing, then compare the written answers side by side on one page.
Score each answer on what the plan includes, who attends a fault at each office and what it costs to leave at the end.
Ask for the agreement term, the notice period and the early exit calculation before any monthly figure is discussed.
Check whether excess page rates are the same at every location, because a rate that differs by address changes the total.
Confirm who supplies the printers at each site, because machines you already own cannot join the agreement here.
Count how many answers name your offices by address and how many repeat a general promise about service.
Shortlist the providers whose written answers are specific to your sites, then ask each for one invoice format across every office.
What is a managed print provider?
One supplier that puts printers in your offices and keeps them running on one agreement.
Toner and parts come under that agreement, with labour and servicing.
Global Document Solutions sends one invoice, with a report for each site.
What should you ask a managed print provider before committing?
Ask which sites are included and who arranges and performs support at each one.
Record the source information used, then the supplied printers and services by address.
Include the change process for an opening, move or closure.
Ask for the agreement term and notice requirements, followed by the early exit calculation.
Put applicable excess page rates beside each location, and confirm whether customer owned or old printers can join.
For an approved end of term data wipe, request the method and cost, plus completion evidence.
Finish with the reporting and review schedule.
What proof should you ask a managed print provider for?
Ask for the source and date behind any performance, savings, sustainability, attendance or customer figure.
The source identifies the report or record, and the date shows when it was measured.
The scope states the sites and services, along with inclusions and exclusions.
The measurement explains the period and definitions, the start and end events, and the units and calculation.
Request the supporting document and note which proposal version it supports.
A published claim is not proof on its own.
Can old or customer owned printers join our managed print agreement?
No.
Old or customer owned machines do not join the Global Document Solutions managed print agreement.
The printers covered by the service are supplied under that agreement and listed by site in the proposal.
An approved end of term data wipe is not standard and is available only as a paid option.
Where it is required, the written scope should state the proposed method for the buyer's approval.
It should also state the cost and the completion evidence to be supplied.
Does a managed print provider include secure printing with user authentication?
Here, secure printing with a card or code at the printer is an optional extra, run on PaperCut.
Its cost is written into the quote for each office.
Our answers, in writing
The ten answers and your price, by email.
Put us on the list and ask us the ten
Send the sites and we will answer all ten in writing, with your price.
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.
Keep reading
- Compare the published plans with the written site scope
- How a Gold Coast site enters the support scope
- Compare managed print with print management software
- Leases at each office, set against one managed agreement
- How city and regional support is scoped
- Reviewing Melbourne and regional Victorian sites
- Managed print services explained for operations teams
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.