Consolidating a Print Fleet Across Multiple Sites
Several sites with several suppliers can mean waiting on a different service number every time a machine stops.
Last updated: September 2026
Consolidating a fleet means bringing devices across several sites onto one agreement, one supplier and one invoice.
The work is sequencing it around agreements that end on different dates.
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Tell us how your fleet runs today
Quick formA scattered fleet is expensive
Several suppliers means several service numbers, and no single party accountable when something stops.
Different devices mean different consumables, and stock held at each site that cannot be shared.
Different end dates mean the fleet can never be refreshed as a whole, so it is permanently half modern.
Nobody has a view of total volume, so nothing is sized correctly anywhere.
Four steps, in order
- List every device, where it is, and what it does. This is normally the step that surprises people.
- Find every agreement and record its end date and notice window.
- Identify the latest end date. That date governs the plan, because it decides when a genuinely unified fleet is possible.
- Bring sites on as their agreements end, rather than settling them all at once, unless a settlement figure proves cheaper.
Co terminating, and why it helps
Co terminating means arranging agreements so they finish on the same date, even where they started at different times.
It is what turns a fleet from something replaced piecemeal into something reviewed as a whole.
It usually costs something to achieve, because a shorter term on some sites carries a higher monthly figure.
Whether that is worth it depends on how much the piecemeal refresh is costing in service and administration today.
Expect these four things
- One monthly invoice, broken down by site, so each location’s cost is still visible.
- One service number, and one party accountable across every site.
- Consumables that work across the fleet, so stock can move between sites.
- Reporting that finally shows total volume, which is usually the first time anyone can size the fleet properly.
Consolidating the agreements is the first half.
Handing the running of the fleet to one owner is the second, and our sister site Managed Printer Services explains how managed print works once you pass five offices ↗, including the points in a handover that need checking.
Common questions
How do I consolidate printers across several offices?
List every device and agreement, record each end date and notice window, then bring sites onto one arrangement as their agreements end.
The latest end date governs when a fully unified fleet is possible.
What does co terminating agreements mean?
It means arranging agreements so they finish on the same date even though they started at different times.
It lets a fleet be reviewed and refreshed as a whole rather than piecemeal.
Should I settle existing agreements early to consolidate?
Only where the settlement figures prove cheaper than waiting.
Ask for written settlement figures on each agreement and compare them against the cost of running a split fleet for the remaining months.
Related reading
If the way the fleet runs today is costing time, you can compare managed print services against a plain printer lease.