# Switching managed print provider for organisations with printers at five or more offices

Source: https://managedprinterservices.com/switch-managed-print-provider/
Last updated: 2026-10-04
Operated by Global Document Solutions, ABN 89 567 852 183, Unit 1/8 Glasson Dr, Bethania QLD 4205. Phone 1300 873 460.

## Switch managed print provider, one office at a time

Across 8 offices, each printer's contract can end in a different month.

Every office changes over as its current agreement runs out.

Each one joins one agreement and one invoice, so none has to end early.

- Monthly plans for each printer supplied
- Operated by Global Document Solutions.

### Your move, costed office by office

List each office, and the month its current agreement runs out.

Global Document Solutions moves a group's offices onto one agreement one at a time, each as its current provider's agreement ends.

### When is it time to review your managed print provider?

When the same faults keep coming back at the same offices.

Start the review with downtime, and with how long a broken printer waits for a technician.

According to Kyocera Document Solutions Australia's October 2017 guide, downtime belongs on that review.

The same guide asks whether maintenance arrives regularly, and how repairs interrupt the working day.

Other warnings show up in the paperwork first.

- Toner runs out at a branch before a replacement arrives.
- Each office gets its own invoice, laid out its own way.
- Nobody can say what one office printed last quarter.
- A new office needs a contract of its own.
- An agreement rolls on for another term before anyone has read its renewal clause.

Two or three of those at once are reason enough to review the agreement.

Choosing the next provider is a separate job, set out in ten questions for every provider on the shortlist.

Last updated 4 October 2026.

### What should you check in your current agreement before moving?

6 answers to get in writing, for every office the provider covers.

- The end date for each office, or for each printer on it.
- How much notice the provider needs before that end date.
- Whether the renewal clause rolls the agreement on by itself.
- Any fee for ending an office's agreement early.
- Who owns each printer when its agreement ends.
- What happens to the documents stored on each printer's drive.

Your current provider's own terms set every one of those answers.

No new provider can change them for you.

Ask for them by email, so each office's answers are on record.

A notice window is easy to miss, and working back from a renewal clause to its notice date fits on one calendar.

Then add those end dates to the closing form, one row per office.

### How does a move between providers work?

Office by office, as each current agreement ends.

It starts with a site by site cost review, before you commit.

A site audit comes first in Kyocera Document Solutions Australia's November 2017 switching guide too, according to its opening step.

Per the same guide, staff training sessions follow installation.

From there, offices transfer one after another across several months.

The office whose agreement ends first can move first.

Every other office keeps its current provider until its own end date.

Each office that joins adjusts the monthly figure, while the end date holds or extends.

The review itself is described in what a cost review asks of every office.

Leased offices have their own page on bringing leased branches across as each lease ends.

From $160 + GST a month per device.

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 changes at an office on the day it moves?

The printer changes, and a few settings are entered again.

The folders and email addresses staff scan to are entered again on each new printer.

Name who moves them in the written scope.

Collecting prints with a staff card or code can be set up again.

It runs on PaperCut, an optional extra whose cost is in the quote.

Your current provider's contract decides what happens to the outgoing printers.

Ask that provider in writing who removes them, and what happens to each drive's data.

Wiping each drive when our term finishes costs extra, as an option.

Printers your group already owns are not eligible to join.

Know your first office? Price the offices that move first.

### What is different once every office has moved?

One invoice, one desk for faults, and a report for each site.

Offices spread over several contracts, against one agreement once every office has moved

| Point | Several contracts | One agreement |
| --- | --- | --- |
| Invoices | Can be one per office | One for the group, a report per site |
| Toner | As each contract says | Levels watched, an update when one runs low |
| A fault | Each contract's own number | One desk, which arranges the visit |
| Who attends | Whoever each contract names | An authorised dealer or the manufacturer |
| Excess pages | A rate per contract | Normally matches across all locations |
| A new office | A contract of its own | Joins the same agreement |

Each plan pays for the toner and parts, plus the labour and servicing.

Capital city offices generally see a technician inside 4 hours.

Regional town offices generally see one the following business day.

Neither appears as a term in the agreement.

Printers are serviced across Australia.

The whole service is laid out in managed print for a group of offices.

### What groups ask before changing provider

#### Can we change managed print provider before our agreement ends?

That depends on the early exit terms in your current agreement.

An office can instead wait, and move when its own agreement ends.

#### Can printers we own come across to the new agreement?

No. Printers a customer already owns cannot join.

The agreement supplies each office instead.

#### Who sets up our scan destinations again?

They are entered again on every new printer.

Name the person responsible in the written scope, for each office.

### Plan the move in one review

Count the offices your current provider covers.

### Which offices move first, and when each agreement ends

List your offices and devices.

Add your current provider's name, if you can.

Operated by Global Document Solutions, an authorised Kyocera partner.

Keep reading

- Contracts on owned printers
- Plan the order offices move