Managed print services that put every office on one agreement
- 5.0 on Google from 150+ reviews
- Trading since 2010
Each office took on its own printer contract, so the true cost is spread across 5 or more separate bills.
See what managed print services cost each month
One managed print agreement takes each office across as its contract ends, with toner and repairs on one invoice.
- A capital city office generally sees a technician within four hours.
- Every office gets its own cost review first. Then you decide.
See every office on one written scope first
Send the sites, and each comes back priced on its own.
A managed print agreement from Global Document Solutions covers the printers and their upkeep at every office you run.
- 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
Managed print services (MPS), in one sentence
A managed print service, or MPS, puts the printers across your sites under one MPS provider and one agreement.
Without it, each office renews on its own date.
Offices on separate leases can read managed print compared with leasing, office by office.
How it works, what it includes and the other names suppliers use are in the full guide to what managed print services is.
Last updated 21 October 2026. Checked against our own plans on 5 September 2026.
Five supplier contracts, or one managed print agreement
Eight contracts end on eight dates, and each office joins the one agreement on its own date.
The offices in the drawing join over fourteen months. Nothing is paid out early.
Paid monthly, that one agreement works as one printer lease for the whole company.
| Five supplier contracts | One managed print agreement | |
|---|---|---|
| Who you ring when a Townsville printer stops | The Townsville supplier, if anybody still knows who that is. | One number for every office, and an authorised dealer or the manufacturer attends. |
| Invoices a month | Five, plus toner on company cards. | One, plus a report for each site. |
| The response to expect | Whatever each contract says, if it says anything. | Generally four hours in a capital city and next business day in a regional town, never a written term. |
| Toner | Ordered by whoever notices it has run out. | Toner supply management by proactive monitoring, with an update sent when one runs low. |
| A new office opens | A sixth contract, on its own date. | It joins the same agreement, the monthly figure changes, and the end date can stay or extend. |
| An office closes | Read that contract's exit clause. | The exit terms are set out in the one agreement. |
| The price part way through the term | Each contract decides, and one sided rises have been found unfair. | Stated in the written scope before you commit. |
| End of term | Five end dates and five return arrangements. | One end date, a paid data wipe option, and the collection fee covered on an upgrade with us. |
| Excess pages | Five rate cards. | Stated in the quote against each site's print volumes, and normally the same at every location. |
| A print server at every site | Yes, and each one is yours to patch. | Printing without a print server and secure print release with a card or code, both optional extras costed in the quote. |
| Reporting | None, or five different formats. | One report for each site, beside the one invoice. |
| Who answers for all of it | Five suppliers, so nobody. | Global Document Solutions, for the agreement, the rate card, the ticket queue and the invoice. |
One MPS agreement covers the print environment at every office: the multifunction devices, the toner and the repairs.
Every consumable, the print infrastructure and the printing devices at each office come under one MPS solution.
According to Global Document Solutions, a new office joins the same agreement and the monthly figure changes.
The response is a process, not service level agreements written into the term.
Each office goes on the office by office lease register finance fills in before anything is priced.
Eight offices priced on the three published plans shows what the one invoice adds up to.
Finance sees an example of the one invoice and the report for each site before it approves anything.
The ten questions a provider should answer before you commit are answered there in writing.
The printer's own settings are in printer security for every office on the agreement.
Any setup or subscription cost for an extra is stated in your quote.
Microsoft ends Windows Server 2016 security updates on 12 January 2027.
A branch print server on it needs a plan before Windows Server 2016 support ends.
The nearest run from the workshop is the coast, and the Gold Coast page on the hinterland covers it.
Put your own office list into a written quote when you want this priced.
A monthly figure for one printer, by email takes three short steps.
What is included in managed print services
A managed print service from Global Document Solutions covers 6 things at every site.
Five costs stay with you, and the line between them matters most.
The unexpected invoice comes from there.
The benefits of managed print services the operator has confirmed have a page of their own.
The printer at each site is chosen by sizing the photocopier to each office's pages.
What the monthly cost covers
Six things, on a bundled agreement.
- A printer suited to each site in the written scope
- All servicing, all parts, all labour
- Toner, with levels monitored and an update sent when one runs low
- Delivery, installation, network setup
- Page counts and a report for each site
- Agreed exit arrangements, including optional data wiping at an extra cost
What is still yours to pay for
Five things, and the third surprises people.
- Paper
- Staples
- Extra pages beyond the agreed allowance, with applicable excess rates stated in your quote
- Damage that is not fair wear
- Your own network, if the fault turns out to be there
According to Global Document Solutions, toner levels are watched and an update goes out when one runs low.
We currently scope Kyocera and HP printers. See how Kyocera managed print services run.
You see which model each site gets, and why, before you commit to anything.
The widest page a site prints decides an A3 or an A4 printer at each office.
Want the list for your own offices first? Draw up the whole fleet for free.
Ready to see what one agreement would cover
Send the addresses and the rough volumes and we come back in writing.
How does a managed print handover work across five offices
Count, Read, Match, Install, Review. Five stages, and where each one usually goes wrong.
-
1.0
Count what is actually on the floor
The two nobody had on a list still buy their own toner every month. Someone walks every site and records every printer, serial plate included.
You will find devices nobody knew about. Desktop units bought on a card are the usual find.
Every device in the existing print setup goes on one list, owned or leased.
Toner bought from a third party on a company card is usually the giveaway.
Where it goes wrong: accepting the asset register head office already has.
-
2.0
Read twelve months of page counts, not three
The band above the year is the part you commit to and never print. Page counts by site, split between mono and colour, show what each printer needs.
A supplier needs this history before setting a monthly plan and any excess page rates.
Mono and colour are counted apart.
Where it goes wrong: quoting off three months that happen to include a tender or an audit.
-
3.0
Match the printer to the site, not to the catalogue
One model everywhere means the same rating at a quiet branch and a busy one. A four person office and a forty person office have different print needs.
They should not get the same machine.
The specific needs of each site, such as A3 or colour, decide the model.
Each printer's monthly figure is in front of you before you commit, not after.
An undersized machine at a busy site jams and queues, then gets replaced early.
Where it goes wrong: standardising on one model for the whole fleet because it is easier to stock.
-
4.0
Install one site at a time, never all at once
Each address keeps its old machine until the new one has printed. Printers move one site at a time, usually across a staged handover.
Drivers, card or code print collection and every scan workflow are checked at the printer before anyone leaves.
Scans sent into the office's document management system are part of that check.
IT can have drivers ready before a site moves, using official Kyocera and HP driver pages, model by model.
Where it goes wrong: a national cutover weekend. An organisation loses printing on a Monday that way.
-
5.0
Review page counts when the results call for action
The pages stay where they are printed. At the review, a machine moves to meet them. A report shows page counts for each site alongside the current plan.
When the results show a mismatch, the next review can change the printer at that site.
Where it goes wrong: page count reports are filed away before anyone decides whether a printer needs to change.
How long does a managed print handover take?
Your existing agreement end dates decide what the handover costs and how long it takes, so no timeline is quoted here.
For a count of those dates across your offices, try the 60 second printer fleet planner.
The steps for leaving your present supplier are in a guide to switching provider one office at a time.
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 printer support works on a managed agreement
Five steps, and one number to ring whichever printer has stopped.
-
1
Site reports
Or does not, because somebody assumes it is already known
-
2
The desk logs it
By phone or email, whichever site it is
-
3
One ticket, one queue
Whatever the site, whatever printer is in scope
-
4
On site visit, when needed
An authorised dealer or the manufacturer attends; we manage the ticket
-
5
Site confirms
Closed on their word, not on ours
Toner levels are watched, and an update is sent when a cartridge runs low.
Every ticket names the site and the printer.
In some cities the release rule is the whole purchase, and an ACT fleet is scoped release rule first for that reason.
How response is organised
According to Global Document Solutions, a technician is generally on site within four hours in a capital city.
In a regional town it is generally the next business day.
Log a fault by phone or email, whichever site it is.
This describes the service process, not a contractual response term.
We manage the ticket and keep the site informed as the work progresses.
Are print management services the same as managed print services
No. Print management software is a licence, and MPS is an agreement covering hardware and labour.
Print management services licence the software, and a managed print service supplies and services the printers as well.
Managed print can add the software as an optional extra, so the two get confused.
The cases where the licence alone is right are in the full print management versus managed print comparison.
What is printer fleet management
Printer fleet management counts every printer, where it is, what it prints and what it costs to run.
Managed print services is the agreement that pays for that work and carries the risk.
What a fleet looks like when it is watched from one place is set out in printer fleet management, office by office.
Fewer devices at a site usually means lower energy consumption and less to recycle.
Setting duplex printing as each printer's default is an easy first step to reduced waste.
A print fleet's environmental impact is also a line in a climate report.
The tonnes each office adds under its own grid factor can be counted here.
See what one agreement would change at your offices
Send the sites and the rough volumes. The answer comes back in writing.
Why the benefits of managed print services start at five offices
Three reasons, in the order they are worth money. The one everybody leads with is last.
Weigh them against the office count where the sums start to change.
Each site is scoped before pricing
Nobody prices your fleet until somebody counts what each office prints.
You get a figure per printer. The excess rate is stated, not buried.
The wrong printers get found
Comparing page counts with the printer at each site shows where the fit needs review.
Cost savings, where a site has them, start with fixing those mismatches.
The admin stops multiplying
One invoice, one contact and a page count report for each site replace separate arrangements.
Print security settings get made once and not 8 times.
One invoice carries every office, and a report for each site comes with it.
Excess page rates are stated once, in the written quote.
Print volumes are read per site.
Lost productivity is the cost nobody invoices.
Staff time goes back to the core business when nobody chases toner.
Tidying the admin does not reduce costs much, so it is listed third.
Paper and extra pages can shrink before any change, through ways to reduce printing costs at each office.
Whether the arithmetic turns for your own offices is what a print assessment answers without anybody visiting a site.
The home page puts the same case as one managed print agreement for five offices or more.
Which organisations does managed print suit
The fit is about shape more than industry.
Picture 5 sites doing the same work on 5 separate printer arrangements.
- Aged care providers with homes across a region
- Medical and allied health clinics under one company
- Early learning groups running several centres
- Accounting and advice firms run as one business
- Law firms with offices in several cities
- Engineering and surveying firms with project offices
- Construction groups with site offices that move
The written MPS scope matches each office's printer to the needs of your business there.
Where offices buy printers separately, a managed print solution gives the business one support route and one view of page counts.
A site by site cost review comes before you commit.
How do managed print services improve print security?
Every multifunction printer on the print network holds scans, address books and job history.
A printer is a cyber risk like any other device on that network.
One fleet list makes it possible to check the same security features at every office.
An MPS agreement gives that list one owner across the group.
Authentication at the printer means a held job prints only when its owner arrives.
A held job keeps sensitive information off the tray at a shared front desk.
Document security also covers the drive inside each printer at the end of term.
Where the Privacy Act 1988 applies, data protection stays your organisation's duty, whoever supplies the printers.
Your IT team keeps control of the existing IT infrastructure, including the firewall and user accounts.
The two paid security options are listed under what every office gets, just below.
Can offices in Brisbane, Sydney and Melbourne share one agreement?
Yes, and an office in Perth or a regional town can join it too.
Every Australian address is serviced, so a city named here is an example and never the limit.
The agreement is built for groups with 5 or more offices.
Each office keeps the plan its own pages call for.
Finance gets one invoice for the group, with a report for each site.
Each city's offices get their own line on that report.
In each of those three capitals a technician is generally there within 4 hours.
Out in a regional town, expect a visit generally by the following business day.
The technician at each address works for an authorised dealer or the manufacturer.
Offices move across one at a time, as each current agreement ends.
Open a new branch and it goes on that agreement, with the monthly figure updated.
Perth is two hours behind the Queensland desk.
What every office gets under one agreement
Three parts of the agreement, written once for every site in the group.
Each month
Toner, parts and labour come in all 3 plans.
Servicing is included as well.
GDS watches toner levels and sends an update when one runs low.
One invoice covers the group, with a report for each site.
Excess page rates are in the quote and normally match at every location.
When sites move
Each site's costs are reviewed before you commit.
Sites move one at a time, often over months.
A new office can join the agreement later.
The monthly figure changes when it joins.
Printers the business owns now cannot join, so the agreement supplies each site's printers.
Data and print security
Card or code release on PaperCut is an optional extra.
Printing without a print server, including for Microsoft 365, is optional too.
The quote states the cost of either.
Wiping a printer's stored data at the end of term is a paid option.
Questions people ask before they commit
Two of the answers below are against our own interest.
If yours is not below, ask a managed print question, without the form.
What happens to offices whose contracts end on different dates?
Each office joins the one managed print agreement as its own contract ends.
Offices move one at a time, over months.
Ask each current supplier for its payout figure in writing, and keep paying until that contract is settled or ends.
What happens if a site closes, moves or opens?
The written scope explains what happens when a printer moves between sites.
Freight and reinstallation are quoted at the time.
A new office can usually join the agreement; the monthly figure changes and the end date may stay as it is or extend.
If a site closes, ask how the remaining printer plans and any excess page rates will change.
Can we keep printers we already own?
No.
Printers you already own cannot join the agreement.
The agreement covers the printers supplied under it, listed site by site.
An office can keep using its current machine until its own arrangement ends, then move across.
What happens to the printers at the end?
Upgrade with Global Document Solutions and we cover the collection fee.
A move to another supplier usually means they return the printers, or we collect them for a fee.
What happens to data at the end of the agreement?
You remain responsible for the data held on every printer.
Approved data wiping is available as a paid option and is stated in the written scope.
Ask for the method and cost, plus the completion evidence, before you commit.
How the audit trail works across several sites is covered on its own page.
Is our printing secure across several sites?
Not by default, because a printer out of the box prints whatever it receives.
PaperCut is an optional extra that lets people collect prints at any printer using a card or code.
A job waits in the queue until the person who sent it authenticates at the printer.
The value across several sites is one audit log in a consistent format.
What happens to scan settings and address books when printers change?
Each new printer needs its scan destinations and address book set up again.
Name in the written scope who moves them, office by office.
Delivery and installation, along with network setup, are already part of what each plan covers.
Start with a look at what you actually have
Send the sites and we say what we would do, and when we would not.
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.
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 its western suburbs are covered
- Offices strung along the Ipswich corridor
- How the Sydney sites are covered
- The Melbourne coverage picture
- Perth, and the hours that matter
- Adelaide, and the renewal dates
- The regional Queensland corridor
- Hobart, and what the strait changes
- Every Queensland office, from coast to outback
- New South Wales offices outside Sydney
- Victoria, from Melbourne to the Murray
- Western Australia beyond Perth
- Regional South Australian branches
- The Territory, Darwin to Alice Springs
- Tasmanian offices beyond Hobart
- Newcastle and the Hunter branches
- Central Coast offices between the two cities
- Sunshine Coast offices north of Brisbane
- Townsville and the north Queensland branch
- Cairns and the far north office
- A Darwin office alongside the rest
- Who is behind this
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.