Printer fleet management across every office you run
- 5.0 on Google from 150+ reviews
- Trading since 2010
Every printer across 5 or more offices, on one register.
Toner levels are watched at every office, so no branch has to check them.
Faults go to one number, and each site gets its own report.
- Three plans, one per printer
- Operated by Global Document Solutions.
One register for every printer you run
Count the printers at each office, even roughly.
Global Document Solutions keeps one register of every printer across a group's 5 or more offices, with toner watched and a report for each site.
- 5.0 Google rating, from 150+ five star reviews
- Since 2010 Australian owned, based in Queensland
- 500+ Australian businesses supplied and serviced
- 4 hours Generally on site in a capital city, next business day in a regional town
What is printer fleet management for a group of offices?
One provider looking after every printer, wherever it stands.
Printer fleet management, or print fleet management, is one provider supplying every printer you run and fixing each one.
At five offices, that can replace five suppliers, five invoices and five numbers to ring.
Each printer is still sized to its own office.
What changes is who keeps the list.
Often it lives in a spreadsheet at head office that nobody has opened in a year.
Under one agreement, Global Document Solutions (GDS) holds it for you.
The service as a whole is set out in what one managed print agreement covers.
Last updated 19 October 2026.
What does fleet monitoring read from each printer?
Counters and supplies, not the pages themselves.
HP's fleet tool reads each networked printer's lifetime page counters, the running total of pages it has printed.
It also reads supply data, the device settings and the version of the printer's built in software.
Those categories are listed per the HP Workforce Experience fleet documentation, updated 16 June 2026.
None of HP's listed categories covers the documents a printer has printed.
According to HP, its cloud never opens a connection to a printer; the printer calls out.
Every tool is different, ours included.
Ask any provider to confirm in writing what its tool collects.
How is toner watched across eight offices?
GDS watches the levels, so the branch does not have to.
GDS monitors the toner level in every printer on the agreement.
When one runs low, GDS sends an update.
No branch buys its own cartridges, because toner is in every plan.
Parts are in all three plans too, with labour and servicing.
Paper and staples are still yours to buy.
Count the printers at each office, then ask for a figure on each office's fleet.
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.
Who does a branch ring when its printer stops?
The same number as head office.
Every office rings one desk, and GDS logs the fault and follows it until it is fixed.
GDS then books the repair with an authorised dealer or the manufacturer.
For a branch in a capital city, that visit is generally within 4 hours.
A regional branch can generally expect its visit on the following business day.
Neither is a term of the agreement.
No branch call goes through head office.
With a contract per office, each office rings its own supplier.
Branch staff never chase a dealer, because the dealer never bills them.
What does each office see in its report?
Its own printers, on its own page.
One invoice reaches finance, and each of the 5 or more sites has a report of its own.
An office's report covers only the printers at that address.
A charge per department or per person comes from print software, not from the agreement.
Ask what reporting your quote includes before you agree to it.
Staff can pick up prints by card or code through PaperCut, an optional extra costed in your quote.
Head office sees every site's report, so a branch printing far more than the rest stands out.
See the layout of one invoice and one site's report before anything is agreed.
How are idle and overworked printers found?
From twelve months of page counts, read before anything is supplied.
Size each office on a year of counts from the printers it runs today.
A full year catches the busy quarter, so a seasonal peak is sized for.
A machine running flat out every month shows up, and so does one that barely prints.
A large floor can take two smaller printers, so one fault does not stop the whole floor.
Give colour to the offices whose counts call for it, and do the same for stapling and fast scanning.
Once the fleet is running, each site's report keeps showing those counts.
Size questions office by office are covered in matching an A3 or A4 machine to each site.
Which printers can join the fleet?
The ones supplied under the agreement.
| Printer today | What happens |
|---|---|
| Owned by your group | Cannot join; a supplied printer replaces it |
| On another provider's lease | Stays until that lease ends, then its office moves |
| A mix of brands | Replaced office by office, sized to each site |
| A new office's printer | Supplied under the same agreement |
Each office comes across on its own, spread over months, as its current agreement ends.
Each office keeps printing on its current machines until its own date comes round.
Note each office's end date when you ask for figures office by office.
What should the agreement say about monitoring data?
Where it is kept, and who can open it.
HP's own fleet service stores its data in the United States, according to its documentation of 16 June 2026.
Your provider's tool may store it somewhere else entirely.
For a group that holds client or patient records, that location matters.
Have the storage location written into the agreement.
Have the list of people who can see it written in beside it.
Ask too how long the readings are kept once the agreement ends.
The settings on the printers themselves are a separate job, set out in six settings to check on each office printer.
What IT and operations ask about a managed fleet
What is printer fleet management?
One provider supplies every printer across your 5 or more offices and looks after each one.
It keeps one register of every printer, with a report for each site.
Does fleet monitoring read the documents we print?
HP's published list of what its fleet tool collects holds counters, supply levels and settings, not documents.
Ask your provider to confirm the same in writing.
Do all our offices need the same printer?
No. Each office is sized to its own page counts.
Head office and a two person branch can end up on different machines.
Where is fleet monitoring data stored?
That depends on the provider's tool; HP's documentation of 16 June 2026 places its own fleet data in the United States.
Have the location written into your agreement.
Every printer, every office, one list
Name the office with the most printers.
Which printers stand at each office today
List each office and roughly how many printers it runs.
Name any brand you know.
Operated by Global Document Solutions, an authorised Kyocera partner.
Rather talk it through?
1300 873 460Answered 8.30am to 7pm weekdays, Queensland time.
You reach the person who prices fleets this size, and the written scope follows that call.
What our customers say
Reviews of Global Document Solutions, who run this service.
When something breaks
We've had a great experience with this team.
They're always prompt, helpful and really easy to deal with.
Any issues are sorted quickly and the whole printer leasing process has been seamless.
On price, and on being told things
I highly recommend Cyrus at Global Document Solutions.
The service was brilliant from start to finish, with clear communication and attention to detail.
Pricing was extremely competitive and offered value for money.
Replacing a machine already on contract
We replaced our existing machine (also through GDS) and, as always, the process was seamless.
We had our machine up and running with minimal downtime.
These are reviews of Global Document Solutions, who operate this service, and not of this site.
Each one is copied word for word from their Google Business Profile, under the name Google shows, read on 7 September 2026.