Managed print services across every office you run, on one agreement
- 5.0 on Google from 150+ reviews
- Trading since 2010
Five sites usually means five suppliers, five renewal dates and no one number for print.
- One supplier owns the devices, the toner, the servicing and the reporting.
- The same service company attends every address, in all eight states and territories.
- Published Australian rates, cited on this page, never a saving we made up.
Get a written scope for your fleet
Not sure where the term stops and the contract starts? That is answered in one screen
- 5.0 Google rating, from 150+ five star reviews
- Since 2010 Australian owned and Queensland based
- 500+ Australian businesses on an agreement with us
- Next day A technician on site the next business day
Trading year and client count: published by Global Document Solutions, who operate this service, and read from their site on 5 September 2026.
Rating and review count: from the Google Business Profile for Global Document Solutions, read the same day.
Next business day attendance: a commitment we make, not a measured result.
A supplier owns the problem of printing.
They provide the devices, keep them running, and ship toner before you notice it is low.
You stop managing printers.
You start reading a report about them.
Last updated 5 September 2026.
Rates re checked against the published benchmark on that date.
Who wrote this, and why that shows
Written by an operator rather than by a manufacturer, which is why the last item on that list is on it at all.
Eight of the nine pages ranking for this term in Australia belong to hardware manufacturers.
Each one explains why you should buy their hardware.
The ninth belongs to a software vendor.
Checked September 2026.
What is included in managed print services
Suppliers tend to describe what is included.
The line worth knowing is where it stops, because that is where the unexpected invoice comes from.
An MPS agreement covers the devices, the management behind them and the consumables that keep them running.
What the monthly cost covers
Six things, on a bundled agreement.
- The device itself, at every site you run
- All servicing, parts and labour
- Toner and consumables, shipped when monitoring sees the toner levels fall rather than when somebody asks
- Delivery, installation and network setup
- Monitoring, meter reads and monthly reporting on print volumes at every site
- Removal and secure wipe at end of term
What is still yours to pay for
Five things, and the third is the one that surprises people.
- Paper
- Staples
- Pages printed beyond the agreed volume band, which bill at the overage rate
- Damage that is not fair wear
- Your own network, if the fault turns out to sit there
The CopierChoice Australia Printer and Copier Cost Benchmark Report 2025 sets out what a bundled agreement covers.
The device, servicing, parts and labour, toner and consumables, delivery and installation.
Paper and staples sit outside it.
Monitoring, meter reads and the end of term wipe are ours on top of that list.
On that benchmark the bundled Australian rate runs 1.2 to 3.5 cents a mono page.
Ask any supplier whose list is shorter than six items why it is shorter.
Ready to see what one agreement would cover
Send the addresses and the rough volumes and we come back in writing.
Managed print services in Australia, wherever the offices are
Every address in the country sits on identical terms.
So managed print across Australia is the whole offer, not a region of it that we happen to reach cheaply.
Sold elsewhere as managed printer services, managed printing or managed print.
Same purchase, four names.
Which of those words means something genuinely different is a question the explainer page answers rather than this one.
How does a managed print handover work across five offices
Most suppliers call this onboarding and stop there.
Here is the real sequence, in five stages, and where each one usually goes wrong.
There is no single answer to how long it takes, and any supplier who gives you one before seeing your lease dates is guessing.
The five stages below take about the same time at each address.
What sets the calendar is when your existing agreements end.
Those end dates sit inside the five terms that decide what an agreement costs.
A fleet where every agreement finishes in the same quarter moves in one go.
A fleet with eight different end dates spread over two years rolls over site by site across that period.
The alternative is paying twice for the same machine.
So the honest version is that your old contracts set the pace and we work to them.
That is why no figure for it appears on this page.
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1.0
Count what is actually on the floor
Somebody walks every site.
Failing that, every site photographs every machine, including the serial plate.
You will find devices nobody knew about.
Desktop units bought on a card are the usual find, and they sit on no asset register.
Each one still consumes cartridges somebody is paying for.
You will find at least one that has not printed in two years.
In a fleet of eight offices we would expect the count to move by 10 to 20 per cent.
That is measured against whatever head office believes it owns.
Where it goes wrong: accepting the asset register head office already has.
Past three or four sites we have not yet seen one that matched the floor.
The count is worth doing properly because everything after it is priced off it.
A device missed here is a device outside the agreement, still buying its own toner on somebody’s card for the next 3 to 5 years.
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2.0
Read twelve months of meters, not three
Volume by site, split mono and colour.
This single number sets your rate.
It is therefore the number worth arguing about.
A supplier who quotes before seeing twelve months is pricing risk, and you are the one paying for that risk.
Where it goes wrong: quoting off three months that happen to include a tender or an audit.
The band gets set too high and you pay for pages you never print.
Twelve months catches the shape of your year.
A school prints nothing in January.
A tax practice doubles in June.
Three months of the wrong quarter can move a committed band by 30 or 40 per cent in either direction.
Seasonal work skews a three month read badly.
A tax practice, a school or a retailer prints nothing like its own average in a quiet quarter.
Commit to that quarter and you buy the wrong band for the whole term.
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3.0
Match the device to the site, not to the catalogue
A four person office and a forty person office should not get the same machine.
Per the same benchmark report, the gap between an entry level and a high volume A4 multifunction lease is $65 to $95 a month.
That gap repeats every month, at every site where the choice is wrong.
An oversized machine in a small office is the cheaper mistake of the two.
An undersized one at a busy site jams and gets replaced early.
Across eight offices it outweighs anything a rate negotiation will find.
Where it goes wrong: standardising on one model for the whole fleet because it is easier to stock.
That is the supplier’s convenience, charged to you.
The test is simple.
Ask what each site prints in a month, then ask what the proposed device is rated for.
If one answer is 2,000 pages and the other is 20,000, somebody is selling you a machine rather than sizing a fleet.
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4.0
Install one site at a time, never all at once
Devices go in site by site.
The old machine stays until the new one prints.
Drivers, scan to email and secure release are tested on site before anyone leaves the building.
On a five office rollout that means five short visits rather than one long weekend.
Where it goes wrong: a national cutover weekend.
It sounds efficient, and it is how a whole organisation loses printing on a Monday morning.
Site by site also means the second site benefits from what went wrong at the first.
By the fourth office the driver package is settled and the install takes half the time it took at the start.
The first site is the one that finds the problems.
Driver conflicts, scan destinations and card readers all surface there rather than in the plan.
Fixing them once is cheaper than fixing them at eight addresses in the same week.
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5.0
Report every month, then actually meet about it
Monthly usage by site, measured against the committed band.
Once a quarter somebody sits down and moves devices between sites where the volumes have proven the original guess wrong.
On a three to five year term that review happens 12 to 20 times before the agreement ends.
Where it goes wrong: the report gets emailed and never read.
The fleet then stays wrong for the full term.
Ask for the review to be a diarised meeting rather than an attachment.
A supplier who will not put four meetings a year in a calendar is telling you what the reporting is really for.
A report nobody reads is a report nobody acts on.
The meeting is where an unexpected colour spike at one site becomes a question.
Without it the first anyone hears of a problem is the invoice.
What happens when a printer breaks on a managed agreement
Five steps, and the second one is the reason a managed agreement behaves differently to a service call.
Downtime is what a buyer is actually paying to avoid.
The disruption of a dead device at a busy site is rarely on any invoice.
A job waiting in a tray while the device is down is the other half of that.
The agreement deals with it because secure print management holds every job until somebody stands at the machine.
In some cities that setting is the whole purchase, which is why an ACT fleet is scoped release rule first.
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1
Site reports
Or does not, because somebody assumes it is already known
-
2
Monitoring flags it
Often before the site does, and only on a managed agreement
-
3
One ticket, one queue
Whatever the site, whatever the brand of machine
-
4
Technician attends
Our sister service company, dispatched and paid by us
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5
Site confirms
Closed on their word, not on ours
The attendance commitment, word for word
“A technician attends the site on the next business day after the fault is logged, at every address covered by this agreement.”
Log a fault at any hour, by phone, by email, or let the monitoring catch it first.
There is no cutoff time and no difference between a Sydney tower and a regional branch.
Business days are Monday to Friday, excluding public holidays in that state.
That sentence is the whole service level, and there is no second version of it for particular sites.
It is written into the agreement as a term rather than as a service level agreement with credits attached.
The difference is stated plainly below.
No service credit is attached to it.
It is a commitment we report against every month.
If we are missing it at your sites, you will see it in the report before you have to ask.
From $160 + GST a month per device.
Volume is pooled across every site, so a larger fleet prices into a lower band.
Paper, staples and pages above your agreed volume sit outside that figure.
Is print management the same as managed print services
No. One is a software licence and the other is an agreement covering hardware and labour.
Buying the first and calling it the second is the most expensive mistake here.
| Print management software | Managed print service | |
|---|---|---|
| What you buy | A licence | An agreement covering hardware and labour |
| What it does | Rules, quotas, secure release, tracking | Everything the software does, plus the devices and the people |
| Who fixes a jam | You do | The supplier does |
| Who buys toner | You do | It arrives before you ask |
| Billing | Per user or per device, per year | Per page printed |
| Good fit | You have good hardware and an IT team with capacity | You have several sites and nobody who owns print |
The two overlap because a managed service normally deploys print management software as part of the deal.
What is printer fleet management
Printer fleet management is the asset side of the same job.
It is the count of every device, where each one sits, and what it prints.
It is also what each one costs to run.
Managed print services is the agreement that pays for that work and carries the risk.
You can run fleet management without a managed print agreement, and many IT teams already do.
What you cannot do from there is act on it.
The devices are still sitting on somebody else's contract.
The report is the part worth having either way.
It names every device, its meter reading, its monthly volume and the site it stands in.
Across five offices a first audit normally finds machines nobody had on a list.
Ours is rebuilt every month rather than at renewal.
That is 12 chances a year to move a device rather than 1.
It is the difference between a fleet report and a fleet somebody actually manages.
Why does managed print pay off at five offices and not at one
This is the arithmetic that turns at five offices, where print has spread across sites and nobody owns the total.
Three reasons, in the order they are worth money.
The one everybody leads with is last here, because it is the smallest.
Whether the arithmetic turns for your own offices is what a print assessment answers without anybody visiting a site.
Volume gets pooled
Rates fall as committed monthly volume rises.
Eight offices buying separately each qualify for small office pricing.
The same eight buying together do not.
This is the single largest lever a multi office organisation holds.
Pulling it starts with one page count per area, sent by email.
It cannot be pulled from inside one office.
Six offices at 8,000 pages a month each is one 48,000 page commitment rather than six separate ones.
On the published Australian ranges that difference moves more money than the headline rate does.
Nothing about what any site prints has to change for it to happen.
Only who signs for the volume does.
The wrong machines get found
Across a fleet you can see which sites run high volume devices on low volume work.
And which run the reverse.
On the published lease bands, a mismatched site costs $65 to $95 a month.
Three wrong machines is real money over a five year term.
The mismatch runs both ways and the second direction is the expensive one.
An undersized device at a busy site jams, queues and is replaced early.
That cost lands as lost time rather than as a line on an invoice, so nobody counts it.
A fleet report is the first document that shows both directions at once.
According to the CopierChoice benchmark this page cites, that gap is measurable.
Entry level and high volume A4 multifunctions sit $65 to $95 a month apart.
Three mismatched sites across a five year term is $11,700 to $17,100 of that spread.
The admin stops multiplying
One invoice, one renewal date, one contact, instead of eight of each.
It is one point of contact for print security, so the settings are made once rather than eight times.
The saving there is real, but it is rarely the biggest one.
The cost savings that matter come from reducing printing costs across the whole fleet rather than from tidying the admin.
That is why we have put it third rather than first.
Questions people ask before they sign
Eight of the nine pages ranking for this term belong to hardware makers, each explaining why to buy their hardware.
The ninth belongs to a software vendor.
Two of the answers below are against our own interest, which is the difference. Checked September 2026.
How long is a managed print contract in Australia?
Most Australian equipment agreements run three to five years, and ours sit in that range.
Data from the CopierChoice benchmark puts the market at the same three to five years.
The reason is the hardware finance underneath, not a desire to lock you in.
Ask any supplier what happens if you need to exit early.
Get that answer in writing before you sign anything.
A shorter term is possible and it costs more per month, because the same device cost is recovered over fewer payments.
A longer term is possible too.
On a five year term the risk shifts to whether the volume you committed to still describes your organisation in year four.
A shorter term costs more per page, because the device is written down over fewer months.
A longer one locks the rate but also locks the machine, which matters if the site grows.
Ask what the exit looks like at each length before you pick one.
What happens if a site closes or moves?
Devices move between sites inside the fleet without renegotiating the rates.
Freight and reinstallation are quoted at the time.
Check this with every supplier you talk to.
An agreement written per device rather than per fleet makes an office move expensive, and you will not notice until you move one.
For an organisation with 5 or more offices this is not a hypothetical.
Over a four year term you should expect at least one site to move, close or merge.
Ask for the wording that covers it before the wording matters.
A relocation is a service call rather than a new agreement, and the device goes with you.
A closure is the case worth reading the clause on, because the pooled volume drops.
Ask whether the rate re bands on the remaining sites or holds for the rest of the term.
Get that answer in writing before you sign rather than after the lease is broken.
Can we keep the machines we already have?
Sometimes.
Recent networked devices from a brand that is still supported are usually cheaper to fold in than to replace.
Old desktop units bought at a retailer are not.
They cost more to keep running than to replace, and we will say so rather than quietly absorb them.
The dividing line is usually parts availability and cost per page.
A device whose consumables cost more than the published 1.2 to 3.5 cent bundled range is losing you money.
That is true every time somebody presses print, however new it looks.
Some can be brought under the agreement and metered, and some cannot.
A device past its serviceable life costs more to keep than to replace, because parts get scarce.
The audit says which of yours is which, per machine, with the reasoning attached.
Nothing is swapped out on our say so alone.
Who owns the data on the hard drives?
You do, for the life of the agreement and at the end of it.
Every device that leaves at end of term has its storage wiped, confirmed to you in writing.
Ask for the wipe certificate to be named in the agreement rather than promised on the phone.
A device leaving a branch office is the moment a fleet is most exposed.
It happens at the end of the term, when nobody is paying attention any more.
For legal, health and government work this matters more than the rate does.
How the audit trail works across several sites is covered on its own page.
You do, for the whole term and at the end of it.
Ask for the wipe method to be named and for a certificate on completion.
A supplier treating the wipe as an extra line item has told you it is optional in their agreement.
Is our print secure across several sites?
It can be, and on a multi site fleet it should be.
Secure release holds a job in the queue until the person who sent it authenticates at the device.
That stops the common problem of a confidential document sitting in a tray in a branch office all afternoon.
It also produces a record of who released what and where, which is the part that matters when somebody asks you to prove it.
Across 5 or more sites that record is the only practical way to answer the question at all.
Not by default, because a device out of the box prints whatever it is sent.
Secure release is a setting applied per device rather than a separate product.
The value across several sites is one log covering every address in one format.
That is the thing an auditor asks for, and the thing site by site arrangements cannot produce.
Start with a look at what you actually have
Send us the sites and we will tell you what we would do, including the cases where the answer is that you should not do this.
Related
- What managed print services cost in Australia
- What managed print services means, in one screen
- How to shortlist a supplier
- Every area we cover, named
- How Brisbane and Ipswich are covered
- How the Sydney sites are covered
- The Victorian coverage picture
- Western Australia, and the hours that matter
- South Australia, and the renewal dates
- The regional Queensland corridor
- Tasmania, and what the strait changes
- Who is behind this
What their customers write on Google
Managed Printer Services is new. Global Document Solutions, who run it, is not.
When something breaks
We have had a great experience with this team.
They are 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.