# Adding, moving or closing an office during a managed print agreement

Source: https://managedprinterservices.com/add-move-or-close-an-office/
Last updated: 2026-10-19
Operated by Global Document Solutions, ABN 89 567 852 183, Unit 1/8 Glasson Dr, Bethania QLD 4205. Phone 1300 873 460.

## Add, move or close an office during a managed print agreement

A group's offices change over a term of up to 5 years, and the agreement can change with them.

An office you open next year is added to the agreement already in place.

A closing office follows the exit terms, while every other office carries on.

- The monthly plan each new printer carries
- Operated by Global Document Solutions.

### The offices you run now, and the ones coming

Name any office opening, moving or closing in the next year.

Global Document Solutions adds a new office to a group's existing print agreement, so a new office never needs a second contract of its own.

### What changes when the group opens a new office?

The agreement you hold now takes it in.

According to GDS, a new office is added to the existing agreement, with no second contract.

The monthly figure is reworked to include it. The end date may hold, or move further out.

The new office gets a printer chosen for what it prints, and it rings the same number for faults as every other office.

Its pages land on the same invoice. It still gets a report of its own.

How a single agreement runs across a group is set out in printers for every office under one agreement.

Last updated 19 October 2026.

### Can every office end on the same date?

Yes, when each joining office keeps the agreement's end date.

The terms GDS publishes run for 36, 48 or 60 months.

Offices may join over several months, one by one, as each current agreement runs out.

Each joining office can keep the agreement's end date, or extend it.

Keeping the date lines every office up. Extending it gives a late office longer.

Ask for the end date that applies to every office in writing, before anything is agreed.

A notice window needs working back from that date, as explained in reading a renewal clause before you commit.

### What happens when an office closes?

The exit terms decide, and the other offices carry on.

Tell GDS as soon as the closure is known.

The agreement's exit terms decide what follows for that office's printer.

The other offices stay on the agreement, but ask how their plans and extra page rates change once one office leaves.

GDS's published leasing page says an early exit figure covers anything outstanding, the remaining payments and reasonable recovery costs.

Ask what closing one office would cost, and have the answer written into the agreement.

Wiping the stored data from the closing printer is a paid option.

Ask for the method and the evidence of completion 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.

### Can a printer move to another office?

Yes, and the move is quoted when you ask.

Shifting a printer from one office to another is covered in the written scope.

The freight, and setting the printer up again, are quoted when you ask.

Staff should never carry it across themselves.

The folders and email addresses it scans to may need setting up again at the new office, so ask who does that and when.

Ask whether the move changes either office's plan, and get the answer in writing.

For a move between states, get the freight quoted in writing before anything is booked.

An office moving down the road follows the same steps, one printer at a time.

### What about a merger, or an office that shrinks?

Each office still moves on its own date.

What each kind of office change does to the agreement

| Change | What happens |
| --- | --- |
| A new office opens | Added to the current agreement, and the monthly figure changes |
| An office closes | Its exit terms apply; the others continue |
| A printer moves | Freight and setting it up again, quoted on request |
| A merger brings new offices | Each can join as its current agreement ends |
| An office needs fewer printers | Ask what removing one costs, in writing |
| One printer is upgraded | Ask what the upgrade does to the end date |

A merger can bring a second supplier, with offices on different end dates.

Each office can come across when its own agreement ends.

Printers you already own cannot join. They stay outside the agreement.

If one office outgrows its printer mid term, ask what a bigger one does to its plan and the end date.

Branches still on a lease are covered in moving leased branches across as each lease runs out.

Merging two groups? Price both groups' offices on one form.

### What happens to the printers when the agreement ends?

That depends on what comes next.

Upgrade with GDS, and GDS covers the fee for collecting the old printers.

When you leave for another supplier, it usually returns them for you.

Otherwise GDS collects them for a fee.

Book the paid data wipe before any printer leaves an office, and ask for proof it was done.

On a 60 month term the end date is 5 years out, so it goes in the calendar on day one.

Work back from it to the notice date, and tell GDS early which way you are going.

Changing provider altogether is its own job, set out in moving between providers one office at a time.

### What groups ask when their offices change

#### Does a new office need its own contract?

No. It joins the agreement you already hold, whether it is your 5th office or your 15th.

Its monthly figure is reworked, and its end date stays or extends.

#### Can every office's agreement end on the same date?

Each joining office can keep the agreement's end date, which lines every office up.

Ask for that one end date in writing.

#### What does it cost to close an office early?

The agreement's exit terms decide that.

Ask for the figure in writing before you agree.

#### Can we move a supplied printer to another office?

Yes. GDS quotes the freight and setting it up again when you ask for the move.

### Plan the change before it happens

Name the office that is changing first.

### Which offices are opening, moving or closing

List every office, and mark any that will open, move or close.

Operated by Global Document Solutions, an authorised Kyocera partner.

Keep reading

- What the fleet register shows
- One invoice, read line by line