# Managed print services for accounting firms with printers at five or more offices

Source: https://managedprinterservices.com/managed-print-services-accounting-firms/
Last updated: 2026-11-03
Operated by Global Document Solutions, ABN 89 567 852 183, Unit 1/8 Glasson Dr, Bethania QLD 4205. Phone 1300 873 460.

## Managed print services for accounting firms, office by office

Built for firms running 5 or more offices that want one printer agreement across them.

- One office at a time, as each lease ends.
- The firm gets one bill, and each office its own report.
- Client returns held until staff release them
- Operated by Global Document Solutions.

### How many practice offices would join

Count every office, a bookkeeping branch included. Printers and end dates come later.

Global Document Solutions puts every office of an accounting firm on one managed print agreement, with a report for each office.

### What does client confidentiality ask of an accounting firm's printer?

A printed return lands in a tray the whole office can reach.

Tax returns and financial statements come out of the machine every staff member uses.

Clients' bank statements and receipts are scanned on that same machine.

According to the Tax Practitioners Board, an agent must not disclose a client's affairs to a third party without the client's permission.

The only exception in that code item is a legal duty to disclose.

A return picked up by the wrong client at the front counter could count as a disclosure.

The board's annual report counted 47,064 registered tax agents at 30 June 2026.

It also counted 16,847 BAS agents, who prepare business activity statements.

The OAIC is the federal regulator for privacy in Australia.

According to the OAIC, finance ranked second for notified data breaches in the first half of 2025, at 14 per cent.

In the same six months, human error caused 37 in every 100 notified breaches, the OAIC found.

A firm with 5 offices has 5 shared trays to get right.

Last updated 3 November 2026.

Published by Global Document Solutions, who operate this service. How we check this site.

### What should each office's printer be sized for?

The busiest months, not the average one.

According to the Australian Taxation Office, a tax return lodged without an agent is due by 31 October.

Clients who lodge through a registered agent are told their own due date by that agent.

Do your offices print most before 31 October? Size each printer for that stretch.

Every printer is then matched to the 3 plans and the pages each one includes.

Each page over a plan's monthly allowance is charged extra, at the excess page rate you were quoted.

Excess page rates are normally the same at every location the firm runs.

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.

### Which printer suits each part of a practice office?

Three corners of the office print different work.

The work each part of a practice office prints, and the setup to request

| Part of the office | Typical work | Worth requesting |
| --- | --- | --- |
| Front counter | Returns and engagement letters to collect | Held release, then scan to email |
| Accountants' desks | Working papers, client reports | A shared A4 printer close by |
| Records room | Bank statements and receipts to scan | A feeder that scans both sides |

A colour plan suits an office that prints client reports with charts.

An office that prints mostly letters and returns may need black and white only.

Each office's page counts are reviewed before the firm commits, so each plan can be sized on real counts.

GDS monitors toner, and the office hears when a cartridge is getting low.

### What client data stays on the printer after a scan?

The tray empties. The drive does not.

A multifunction printer, one that scans and copies as well, often holds its past jobs on an internal drive.

A scanned bank statement can stay on that drive after the paper goes back to the client.

Encryption and overwrite, on a model that supports them, reduce what that drive retains.

Encryption scrambles the stored copies. Overwrite clears them away.

The drive goes with the printer when the agreement ends.

A wipe at that point costs extra, so put it in writing before you commit.

Ask how each wipe is recorded, office by office.

A firm's own printers stay outside the agreement, so decide what happens to each old drive.

With held printing, also called secure print, a return waits in the queue for a staff card or code.

Release software called PaperCut runs it. That release is an optional extra, priced in your quote.

An accountant who works across 2 offices can collect at either one with the same card.

### How does a firm with several offices move onto one agreement?

Office by office, in the order the current leases run out.

- List every office with its printers and its lease end month.
- Before the firm commits, every office's costs are reviewed.
- The first office comes across once its own lease has run out.
- The others come later, so a firm of 5 offices may take 5 separate months to join.

No office needs to break a lease early to join.

Breaking one early depends on that lease. Only its supplier can price that.

An office the firm opens or buys later is added to the agreement, and the monthly figure is adjusted.

When an office joins, the end date of the agreement may stay or move later.

The firm pays one invoice, and every office receives its own report.

The firm can then see each office's printing cost on its own line.

See how one bill splits into a line for each practice office.

The wider service is set out in managed print for a firm spread across several towns.

### Who repairs a broken printer in a regional practice office?

Every office in the firm rings the same support line.

- Staff ring the support line and say which printer has stopped.
- An authorised dealer or the manufacturer is then sent to that office by GDS.
- GDS keeps the job open until the printer is working again.

Capital city office

Generally, a technician is there inside 4 hours.

Regional town office

Generally on the next business day.

Both times describe the usual pattern. Neither one is a contract term.

Practice offices are serviced across Australia, from a city tower to a country town.

Keep the support number beside each printer, so any staff member can make the call.

### Questions accounting firms raise before moving their printers

#### Does a tax agent's confidentiality duty reach the office printer?

The TPB's Code of Professional Conduct bars disclosing a client's affairs to a third party without permission, unless a legal duty applies.

A return left in a shared tray can be read by anyone passing.

This page is general information, so confirm your own duties with an adviser.

#### Can an accounting firm bring its offices across one at a time?

Yes. A practice office comes across when its current lease runs out.

Costs for that office are checked before the firm commits.

Offices already on the agreement keep running as each new one is added.

#### What happens to pages printed over the allowance at tax time?

Pages past a plan's monthly allowance are charged at the excess page rate.

Your quote states that rate.

Excess page rates are normally the same at every location.

#### Are scanned client records wiped when a printer leaves the office?

No, a wipe is not included by default.

It can be added as a paid option when the agreement ends.

Request it in the quote, and ask how each wipe is recorded.

### Every practice office on one printer agreement

Start with how many offices. Lease end dates come up on the call.

### Which office prints the most at tax time, and which lease ends first

List the offices, the printers in each and any end dates you have.

Operated by Global Document Solutions, an authorised Kyocera partner.

Keep reading

- Printer settings that protect client files
- When a practice office opens or closes