# How finance reviews managed print costs site by site before committing Source: https://managedprinterservices.com/managed-print-assessment/ Last updated: 2026-10-21 Operated by Global Document Solutions, ABN 89 567 852 183, Unit 1/8 Glasson Dr, Bethania QLD 4205. Phone 1300 873 460. ## A managed print assessment of every office, before you commit Every office’s printers and costs, checked side by side against 1 of 3 standard plans. You get a cost for each office. Finance decides from there. Start with office addresses, rough monthly page counts, colour share and known agreement end dates or notice periods. - Known costs by location - Quoted excess page rates - No obligation to proceed ### Start with a site by site review of print costs Line up what you pay now against what you would pay. The review keeps offices apart, with a proposed plan and allowance for each one, so no difference hides inside one total. The quote states the excess page rates, normally the same at every location, according to Global Document Solutions. Finance can then decide which sites proceed and in what order. We will contact you within 24 hours, and the review itself carries no obligation. A review of Brisbane offices from the CBD to the outer suburbs runs the same way. See what the managed print agreement covers at each office ### Find what each office costs before you commit Addresses and rough page counts are enough to start. A managed print assessment reviews the printers, page counts and costs at every office before finance approves one agreement. The shortest version Review current costs for each office. Read the quoted plan and rates for that location. Choose the sites and sequence only if the proposal works. Last updated 21 October 2026. ### What a managed print assessment reviews A managed print assessment compares each office’s current printers and costs with a proposed plan. The assessment begins with the printers and known printing costs at every included office. It records where the printers are and how much each location prints, then adds supplier invoices and agreement dates as they turn up. Those records are compared with the proposed printers, the plans and the allowances for the same locations. Part of that is choosing between an A3 and an A4 printer for each office. Kyocera printers in the proposal? Read how Kyocera managed print runs across every office. The aim is a clear picture of the print infrastructure at every site. Finance ends up with a number per office, and the evidence behind it. Suppliers also call this an MPS assessment or a printer fleet audit. #### How do you know a proposal is good enough? If you cannot check one office on its own, the proposal is not good enough. Hold every shortlisted supplier to that test with the 10 questions for comparing managed print providers. The review also helps settle whether you need a managed agreement or print management only. ### What happens during a managed print service assessment Each step maps your current print environment, office by office, before any managed print service starts. - You send the office addresses and rough monthly pages. - We contact you within 24 hours. - We record the printers and multifunction devices at every site. - Print volume and colour share go down for each office, and an estimate is fine where records run out. - Invoices and agreement dates follow by reply, and each office's current costs are set against a proposed plan. - You get a written review for each site. No obligation. Toner is included in every proposed plan, with the levels monitored, according to Global Document Solutions. Note any workflow that depends on one printer, such as scanning invoices to accounts. What to have ready about your current equipment None of it has to be perfect. - The address of every office in the review. - Rough monthly page counts for each office. - The printers and copiers at each site, with makes and models if you know them. - Recent supplier invoices, if you can find them. - Agreement end dates and notice periods, where known. ### What finance provides for each office Four starting details, with estimates accepted where records are incomplete. - The addresses included in the review. - Rough monthly page counts for each site or work area. - The approximate share of those pages printed in colour. - Current agreement end dates and notice periods, where known. Dig out the old invoices. They turn a guess into a comparison. A regional Queensland site review uses the same location records. How the four details shape a location based review | What you send | What it records | Starting point | | --- | --- | --- | | Addresses | The locations included in the proposal | Exact | | Monthly pages | The printing requirement for each site or area | An estimate | | Colour share | The proposed allowance for that printing mix | An estimate | | Agreement dates | The timing and notice points to review | Known dates help | Global Document Solutions operates this service. According to its published fleet page, rough page counts per area are enough to start pricing. The Hobart managed print review shows why location requirements belong in writing. Compare the published plans before sending your details. Not ready for a review? See your lease workload in four taps first. Or find which print problem costs your offices most before the review. If you are still deciding, see whether your office count justifies a contract first. Source: Global Document Solutions, printer fleet management page, read 7 September 2026. ### Review each office before finance approves Start with the four details, then add available site records by reply. ### What finance receives in the written review A location based proposal with the commercial details separated. The written review lists 5 details, so finance can match each proposed cost to a named location. - Each included location and the printers proposed for it. - The tailored standard plan and included page allowance. - The proposed monthly figure for each supplied printer. - The quoted black and colour excess rates for that location. - The proposed timing, notice requirements and clear exit terms. Excess page rates are set out in the quote and are normally the same everywhere. Check it anyway, in writing. Finance can then see whether a site is better off, or simply moved. #### How does the quote show excess rates for each office? Attach an invoice when you reply to the confirmation email, and it gets checked against the proposed cost for that location. Read who operates the agreement and manages the commercial relationship. ### What the one invoice and a site report look like Two example layouts, drawn from the published plans for offices that do not exist. Example layout: the one invoice An illustration drawn from the three published plans, for eight offices that do not exist. Example layout of one invoice for eight offices, from the published plans and not a real invoice. | Office | Printers and plan | Pages included | Excess pages | This month | | --- | --- | --- | --- | --- | | Head office | Enterprise, two printers at $299 | 10,000 mono, 1,000 colour | None | $598 | | Northern branch | Professional, two printers at $199 | 4,000 mono, 400 colour | 55 colour, at the quoted rate | $398 plus excess | | Southern branch | Professional, one printer at $199 | 2,000 mono, 200 colour | None | $199 | | Eastern branch | Professional, one printer at $199 | 2,000 mono, 200 colour | None | $199 | | Western branch | Starter, one printer at $160 | 2,000 mono | None | $160 | | Regional office one | Starter, two printers at $160 | 4,000 mono | 310 mono, at the quoted rate | $320 plus excess | | Regional office two | Starter, one printer at $160 | 2,000 mono | None | $160 | | Regional office three | Starter, one printer at $160 | 2,000 mono | None | $160 | | Total | Eleven printers | As above | Two sites | $2,194 plus excess, plus GST | Your quote states the excess rate, normally the same at every location. #### Example layout: one site's report The page counts for the northern branch, beside the invoice, for the same month. Example layout of one site's page count report, for the northern branch above. | What the report shows | Northern branch | | --- | --- | | Printers on site | Two, both on Professional | | Mono pages included | 4,000 | | Mono pages printed | 3,640 | | Colour pages included | 400 | | Colour pages printed | 455 | | Excess pages | 55 colour, at the quoted rate | A site printing colour it never needed shows up here, before anybody renews anything. The eight offices come from the eight office example behind this invoice. Their end dates belong on the register of every office's lease end and notice period. 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. ### Want a proposal finance can check by location Send the starting details and review the quoted plan and rates for each office. ### The enquiry carries no obligation to proceed Asking for the review does not approve an agreement. You can review the site details, quoted plans and assumptions before deciding what happens next. Ask each supplier to state the same commercial details in writing. Use the same comparison for every MPS proposal - Match every proposed printer and monthly figure to a location. - Record the included allowance and quoted excess rates for that location. - Check the agreement dates, notice requirements and exit terms. - Separate confirmed costs from assumptions that still need an answer. Done that way, the differences show. Read the managed print terms finance should check. ### How do you build a business case for managed print? Finance approves a business case built from the written review. Start with what each office pays now, read from its current invoices. Add each contract's end date, notice window and exit terms. Then set the written review beside it, office by office. It shows the printer proposed for each site and the plan that fits its pages. Each standard plan is tailored to the business needs of the site it serves. Each of the 3 plans is a monthly figure per printer, and toner and parts come with labour and servicing. Excess page rates are written into the quote, and are normally the same at every location. One invoice then takes the place of each office's bills, with a report for each site. Offices move across as each current contract ends, so the case can run over months. Finance can then compare like with like, site by site, before anything is agreed. No saving is promised, so the case rests on the figures you can check. ### Sites can move one at a time over months The sequence begins only after the buyer chooses to proceed. If you proceed, locations can move separately over several months, in an order shaped by current agreement dates and notice periods. What to check in each current agreement is set out in the guide to changing print provider by site. The written quote records timing for each included site, not one promised rollout date. The new agreement covers printers supplied through that arrangement. The next document is a written managed print quote organised by site. Check operations before approving the sequence Confirm how every Australian address is serviced before approving the included sites. Review card or code print collection across offices where controlled printing matters. In a capital city, a technician generally attends within 4 hours. Both get answered on paper, while you can still walk away. See how Perth locations are recorded in a multi site proposal. ### Questions heads of finance ask before an assessment New to the model? Managed print in plain English. #### What is a managed print assessment? An assessment reviews the printers, known costs, page counts and agreement end dates at every office you include. Invoices help. The proposal records each location's printers and allowances, so finance can compare it with current records first. Some call it a printer fleet audit. #### Does an assessment oblige us to proceed? No. Sending the enquiry commits you to nothing. Finance reviews the proposed plans and quoted rates before deciding, and the comparison records timing and exit terms. No pricing, saving or early exit outcome is assumed. #### What information starts a print assessment? Start with the addresses in the review. Add rough monthly page counts for each site, the share printed in colour, and any current agreement end dates and notice periods you know. Invoices can follow by reply. Addresses should be exact, while page counts and colour share can begin as estimates. #### What should the written review show for each office? It identifies each included location, the printers proposed for it, and the tailored standard plan with its page allowance. Each supplied printer gets a proposed monthly figure. The quote states black and colour excess rates, which are normally the same across sites. Timing, notice requirements and clear exit terms are shown too. #### Do excess page rates differ between locations? Normally not. They are usually the same everywhere, and the written review shows each office's rates and allowance. Confirm those rates in writing before you agree, then compare them with known page counts and costs for the same site. #### Can our sites transition on different dates? Yes. If you proceed, locations can move one at a time over several months. Current agreement dates and notice periods shape the sequence, and the quote records timing for each site without assuming one rollout date. Printers are supplied under the new agreement. The assessment itself moves nothing. #### Is our printer fleet up to the task, and when should it be replaced? The assessment counts every printer on each office floor, and reads its page counts. A printer working near its limit every month, or one standing idle, shows up in that read. The written review then names the printer proposed for each site. ### See each office's cost on its own line Put each address and its rough monthly pages in the last box if available. Otherwise, the confirmation email asks for them and accepts an invoice by reply. No obligation. Operated by Global Document Solutions, an authorised Kyocera partner.