# How a managed print bill is worked out for a group of offices Source: https://managedprinterservices.com/managed-print-billing/ 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. ## How a managed print bill is worked out each month For a group of offices, each printer carries one of 3 plans on one invoice. Black and colour pages are counted apart, each against its own allowance. Pages past an allowance are the only pages billed on top. - The three plans and their page allowances - Operated by Global Document Solutions. ### See your own monthly bill worked out A recent invoice or rough page counts are enough. Global Document Solutions bills each printer on its own plan, counting black and colour apart, on one invoice for 5 or more offices. ### What does one printer's month start from? A set monthly plan, with pages included. Every printer on the agreement carries its own monthly plan. The plan includes a number of black pages, and on two plans colour pages too. According to GDS, each printer has its own allowance. Head office might need the largest plan while a small branch needs the smallest. Starter includes 2,000 black pages a month, and no colour pages. Enterprise includes 5,000 black and 500 colour pages. The plan is charged each month, however much the printer prints. The page allowance in each plan is laid out in what each of the three plans includes. Last updated 19 October 2026. ### How are black and colour pages counted? On two counters, each against its own allowance. A colour printer keeps one count for black pages and another for colour. GDS writes the black and the colour excess rate onto the quote. Ask how an A3 sheet counts on your quote. Ask the same about each side of a double sided page. Some agreements count each as two pages, so get the answer in writing. How this billing fits the wider service is set out in the managed service behind this billing. ### What happens to pages past the allowance? They bill at the excess page rate on your quote. Pages past a printer's allowance are billed at its excess page rate. There is one such rate for black and another for colour, both written down. According to GDS, excess page rates are normally the same at every location. A printer that runs past its allowance month after month is on the wrong plan. The counts show it. Ask how a plan is reviewed. What a fleet's pages add up to is worked through in a monthly figure per printer, by email. 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. ### What if a branch prints less than its allowance? Its plan is still charged, so size it right first. Each printer's plan is set from that office's own page counts. A quiet branch can carry a smaller plan than head office. Ask what happens to the pages a printer leaves unused in a month. Have that answer written into the quote. Size each plan on a full year of counts, so one quiet quarter does not shrink it. Ask too whether a plan can change mid term if an office's printing drops. Rough page counts for each office are enough to start a cost review of each office first. ### What does the monthly figure cover, and what is left out? The running of the printer is in. The paper is not. What a printer's monthly plan covers, and what is charged apart from it | Item | Where it is billed | | --- | --- | | Toner and parts | Inside the plan | | Labour and servicing | Inside the plan | | Pages past the allowance | At the excess page rate on the quote | | Paper and staples | Bought by you | | Staff collect prints by card or code, on PaperCut | An optional extra, priced in the quote | | Printing with no server at each office | Optional, at a cost shown in the quote | | Wiping each printer's drive at the end | A paid option | Ask what any other charge would be, and have it written into the quote. To see these lines for your own offices, get each office's plan and rates quoted. ### Can the monthly figure rise partway through? Not by itself, according to GDS. GDS's published leasing page says each printer's monthly amount is agreed before you commit, and then does not move. These change what a month's invoice comes to. - A new office joins the agreement and adds its printer's plan. - A printer added at an existing office brings its own plan. - Pages past an allowance add their excess charge on top. On a 36 to 60 month term, the agreed figure holds for every month until the fleet changes. Read any price change clause before you agree, using the terms finance should check in a print agreement. ### How does one invoice split across offices? One invoice for the group, with a report for each site. Every printer has its own line, so finance can charge each office its share. Each office's report covers the printers at that address. Head office pays one invoice, and no total has to be split by hand. A new office that joins gets its own lines on the same invoice. Billing a department or a single person their share takes print software. Ask what reporting your quote includes, and whether it counts black and colour apart. How every printer is watched for those counts is set out in printer fleet management across your offices. ### What finance asks about a managed print bill #### Are black and colour pages billed separately? Yes. Each has its own excess rate on the quote. 2 of the 3 plans include colour pages. #### Can page allowances be shared across offices? Each printer carries its own allowance on the quote. Ask in writing whether any pages can be shared. #### Can the monthly figure go up during the agreement? GDS publishes that the monthly amount does not move once agreed. It changes when a printer or an office is added. #### Is paper included in the monthly plan? No. Paper and staples are bought separately. Toner and parts are included, with labour and servicing. #### Is GST included in the monthly plan figure? No. Every plan is quoted plus GST. ### Every printer on one invoice Tell us roughly what each office prints a month. ### What each office prints, black and colour List each office and its printers. Rough monthly page counts help. Operated by Global Document Solutions, an authorised Kyocera partner. Keep reading - Offices that open, move or close - Bringing each office's print bill down