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Leasing to Australian businesses since 2010
5.0 on Google from 150+ reviews
Photocopier service agreements, and the clauses worth reading twice
A service agreement decides who pays when the copier stops.
See what a good one covers, what to check before you commit, and how a lease puts it all in one monthly figure.
Clear fixed term with no automatic renewal.
What is a photocopier service agreement?
A written promise about who looks after the copier, what that covers, and what it costs when a part wears out or fails.
Every copier has parts that wear with use, like the drum, the fuser and the feed rollers.
A service agreement sets out who replaces them, who pays for the visit and how quickly someone arrives.
Some agreements cover a machine you already own.
Others come built into a lease, alongside the machine and the toner.
Either way, the wording on paper is what you can hold the supplier to.
Four lines to find in writing
- Toner Is it supplied, and is delivery included?
- Parts and drums Drums, fusers and rollers wear with use
- Labour The technician’s time on site
- Call outs Getting a technician to your door
Six clauses to read before you commit
Each one decides what the agreement really costs once the copier is on your floor.
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What is included, named one by one
Look for toner, parts, labour and call outs, each by name.
If parts are covered but labour is not mentioned, a repair can still arrive as a bill.
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The page allowance and the rate beyond it
Many agreements set a monthly page volume.
Pages beyond it are billed per page, often at different rates for black and for colour, so get both rates in writing.
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A response time you can point to
A promise to attend promptly is hard to hold anyone to.
Ask for the response target to be written into the agreement, above all if your office cannot go a day without printing.
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Call out and travel charges
Check whether a technician visit carries its own fee.
For regional sites, check whether travel is charged on top.
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How the term ends
Find the clause that says what happens at the end of the term.
If the agreement carries on by itself unless you cancel in time, write that cancellation deadline somewhere you will see it.
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What sits outside the agreement
Ask for the list of what the agreement does not cover, such as paper.
Knowing that list up front stops surprises later.
Our printer lease trap checklist covers more clauses to watch, and our service commitments show what we put in writing before you agree.
Already own your copier?
A service only agreement can look after a copier you bought outright or one coming off another lease.
Kyocera is our specialty, and HP and Toshiba are brands we lease and service too.
With any other make, or a copier from another supplier, ring us with the model first.
We will be upfront about whether we can take it on.
If the copier is near the end of its working life, we can quote a lease as well, so you can compare the two.
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Note the model and the total page count shown on the copier's panel.
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Check what is left on any current agreement, and its notice period.
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Send us your current invoice and we will compare it line by line.
A lease with the service agreement built in
A GDS lease includes the servicing, so there is no second contract to keep track of.
The machine, toner, replacement parts, technician labour and call outs all sit inside one monthly figure, within the page volume written into your agreement.
Paper is yours to buy, and pages beyond that allowance are billed at the rates printed on your quote, for black and for colour.
Terms run from 36 to 60 months, and nothing renews by itself.
Technicians are based in every state, and attendance is usually next day.
If your office needs a tighter response target, ask and we will write it into the agreement before you agree.
What sits inside the figure
- The machine
- Toner
- Parts
- Labour
- Call outs
5.0 on Google, from 150+ reviews
Here are two Google reviews, shown exactly as each customer wrote them.
Cyrus and his Team amazing.
Printer installed next day.
Training provided by great team.
Highly recommend Global Document Solutions as they worked to tailor a perfect solution for our business.
Our Printer was installed quickly and our old one taken away …could not be happier with the service …we have been with Global Document Solutions for over 10 years …
Service agreement questions, answered plainly
What does a photocopier service agreement cover?
A good one names the toner, parts, labour and call outs the supplier will look after.
Anything missing from that list can be billed separately, so read it closely.
Is a service agreement the same as a lease?
No, a lease covers the use of the machine and a service agreement covers looking after it.
A GDS lease includes both, in one monthly figure.
Can I get a service agreement on a copier I own?
That depends on the make, the model and its condition.
Kyocera is our specialty, and with any other make, ring 1300 873 460 with the model first.
What happens if we print more than the allowance?
Pages beyond the monthly allowance are billed at a per page rate.
On a GDS quote, the rates for black and for colour are written down before you agree.
How quickly should a technician turn up?
That depends on what the agreement says, so ask for the response target in writing.
GDS has technicians in every state, and attendance is usually next day.
What happens when the agreement ends?
Read the end of term clause before you commit.
A GDS lease has no automatic renewal, so you choose to upgrade, extend or hand the machine back.
Get one written figure, servicing included
Send your current invoice or your rough monthly page counts.
A written figure comes back within 24 hours, with the allowance and both per page rates on it.
Our services come with guarantees that cannot be excluded under the Australian Consumer Law.