(Top 10) Best Printers for Small Business Organizations 2023

Investing in a reliable printer is one of the most important technology purchases a small business can make. With a good business printer, you can produce professional-looking documents, marketing materials, invoices, shipping labels, and more to help run your business efficiently. However, with so many printer options on the market, it can be overwhelming trying to determine which one is right for your small business needs and budget. This comprehensive buyer’s guide will walk you through the key factors to consider when choosing a small business printer in 2023. We’ve also compiled a list of our top 10 recommended printers for small businesses across various categories and price points.

Best Business Printers at a Glance

Buyer’s Guide: Key Factors for Choosing a Small Business Printer

Here are the most important factors to consider when selecting a printer for your small business:

1. Monochrome vs. Color Printer

If your business only needs to print text-based documents like contracts, invoices, memos, etc., a monochrome (black and white) printer will likely meet your needs at the lowest cost. Monochrome printers have lower upfront costs, and black toner is cheaper than color ink or toner cartridges.

However, if you want to print marketing materials, product photos, infographics, presentations, or other documents with color, you will need a color printer. Color printers allow you to highlight important information, convey branding, and show images/graphics to customers or clients. The trade-off is that color printers have higher upfront costs, and color ink/toner is more expensive over the long run.

Consider what percentage of printing will be color vs black and white to determine if a monochrome or color printer makes more financial sense.

2. Inkjet vs. Laser Printer

Inkjet printers work by spraying liquid ink onto paper. The ink cartridges usually contain the printhead. Inkjets have lower upfront costs but higher ink costs over time. However, they excel at printing high-quality graphics, photos, and soft/blended colors. Inkjet print speeds are typically slower than laser, in the 15-30 ppm range.

Laser printers use static electricity and heat to fuse toner powder onto paper. They have a higher purchase cost but lower long-term running costs. Lasers print faster, typically 25-50+ ppm. They are better suited for high-volume text printing. Laser output is not quite as vibrant for graphics/photos.

If quality and image printing are priorities, an inkjet may be the better option. If your focus is fast text printing and higher volumes, a laser will serve you better.

3. All-In-One vs. Single Function Printer

All-in-one (AIO) printers consolidate printing, scanning, copying, and sometimes faxing into one machine. This allows you to replace a printer, scanner, copier, and fax machine with just one device. The trade-off is that AIOs have larger footprints and higher prices.

Single-function printers just handle printing. They have smaller footprints and lower costs. But you would need a separate scanner and copier to handle those tasks.

If your office has limited desk space or only occasional scanning/copying needs, a single-function printer may suffice. If consolidating multiple tasks into one device is preferred, an all-in-one model is likely the better choice.

4. Print Speed

Print speed determines how fast the printer can produce a document, measured in pages per minute (ppm).

For black and white printing, the minimum recommended speeds are:

• Light use: At least 20 ppm
• Moderate use: 20-30 ppm
• High volume: 30+ ppm

For color printing, the recommended speeds are:

• Light use: At least 10 ppm
• Moderate use: 10-15 ppm
• High volume: 15+ ppm

Faster print speeds will improve workflow and efficiency for offices with high print volumes. If print jobs are more occasional, lower speeds may be acceptable to save on costs.

5. Paper Handling and Print Volume

The paper trays or cassettes determine the printer’s input capacity before needing a refill. Look for higher capacities like 250+ sheets for moderate to high volume printing. You want to avoid constantly having to reload paper.

The monthly duty cycle indicates the maximum number of pages recommended per month for the printer. Make sure to get a duty cycle that exceeds your estimated monthly print volume so the printer does not wear out quickly.

6. Connectivity

Most business printers offer USB, Ethernet, and WiFi connectivity. WiFi provides the most flexibility for small offices to connect multiple computers and mobile devices. Ethernet offers faster-wired network connections if needed. Make sure the printer includes the types of connections your office will require.

7. Additional Features

Additional features like an automatic document feeder for scanning/copying stacks of paper, auto-duplexing for two-sided printing, high-resolution output quality, security options like PIN code access, etc., may be worth the extra investment if they will improve your workflow or capabilities. But you can also save money by choosing a printer with just the must-have features you need.

8. Controls

Printers with LCD or touchscreen control panels allow greater ease of use for accessing printer functions, settings, and alerts directly from the device. This is most helpful in multi-user office environments. Simple button controls work fine for more basic usage.

9. Printer Size

Consider the dimensions, weight, and overall footprint size of the printer you are choosing. Make sure you have adequate desk space for it in your office layout. Larger all-in-one models tend to take up more space. Smaller single-function printers or low-profile models may better fit constrained office environments.

10. Cost

Small business printers can range from $100 to over $1,000. Set a budget and look for a printer with the key features you need at a price you can afford. Avoid going for the cheapest model if it won’t meet your business’s needs.

Top 10 Best Printers for Small Businesses

Now that you know what to look for in a small business printer, here are our picks for the best options across different categories and price points:

1. Brother MFCL2750DW – Best Multifunction Monochrome Laser Printer

Compact and Convenient Printing with the Brother MFCL2750DW

The Brother MFCL2750DW delivers robust monochrome printing, scanning, copying, and faxing in a space-saving all-in-one printer ideal for home offices and small businesses. Its compact design houses performance and convenience features to boost productivity.

This laser all-in-one printer can churn out professional-looking documents at speeds up to 36ppm with crisp 1200 x 600 dpi resolution. The automatic document feeder holds up to 50 pages for uninterrupted scanning, copying, and faxing.

Built-in wireless connectivity allows printing from desktops as well as mobile devices. NFC one-touch printing provides added convenience for compatible smartphones. The 2.7” color touchscreen gives access to valuable productivity features.

Key Features:

• Print speeds up to 36ppm
• 50-page automatic document feeder
• Wireless and mobile printing
• NFC one-touch printing
• 2.7″ color touchscreen
• 250-sheet main paper tray

For home office users who need to efficiently print, scan, and copy professional black and white documents, the Brother MFCL2750DW provides an ideal all-in-one solution in a compact package. Learn more about this innovative monochrome laser printer.

Suggested Suppliers:

• Amazon
• Walmart

2. Canon imageCLASS MF743Cdw – Best All-In-One Color Laser Printer

Vivid Color and Intuitive Controls with the Canon imageCLASS MF743Cdw

The Canon imageCLASS MF743Cdw delivers vibrant, professional-quality color printing and scanning versatility for small offices and workgroups. This laser all-in-one printer packs in performance without taking up much workspace real estate.

Key Features:

• Print speed up to 28ppm in black & white and color
• 5″ color touchscreen with a customizable interface
• Built-in wireless, Ethernet, USB connectivity
• Mobile printing capabilities
• 50-sheet automatic document feeder
• 550-sheet maximum paper capacity
• Duplex printing and scanning
• Security features like secure print

This Canon all-in-one stands out for its easy-to-use 5″ touchscreen that can be customized with shortcuts and tailored to specific users. It supports mobile printing from iOS and Android devices.

The single-pass duplexing scanner can rapidly digitize two-sided documents at up to 27 ipm. Built-in security features help protect sensitive documents.

It uses Canon’s high-capacity toner cartridges to keep costs down. The toner is rated to last up to 7,600 pages for black and 5,900 pages for color. Maximum paper capacity is 850 sheets.

With fast print speeds, robust scanning, customizable controls, and wireless connectivity, the CanonimageCLASS MF743Cdw is a versatile color AIO ideal for small offices and workgroups. The Canon imageCLASS MF743Cdw color all-in-one printer can give your growing small business the performance, quality, and security needed to drive productivity in the office. Work smarter, not harder, with Canon.

Suggested Suppliers:

• Amazon
• Best Buy
• Canon Direct

3. Brother HLL2390DW – Best Budget Monochrome Laser Printer

Sleek and Compact, the Brother HLL2390DW Delivers Professional Prints

The Brother HLL2390DW is a monochrome laser printer built for productivity, efficiency, and quality printing. This lightweight 22.7 lb printer has a small footprint that will fit perfectly on a desk in your home office or small business. It provides everything you need to print professional documents in-house and boost efficiency.

Despite the compact size, the HLL2390DW doesn’t compromise performance. It can print at rapid speeds, up to 32 pages per minute, so you can churn through print jobs quickly. The 250-sheet paper capacity reduces the need for constant refilling. And automatic two-sided printing comes standard for added convenience.

This printer makes scanning and copying a breeze with the included flatbed scanner. Simply place your document on the glass to create a digital copy or make additional prints. The Brother HLL2390DW also supports direct printing and scanning from compatible mobile devices.

Key Features:

• Fast printing up to 32ppm
• Flatbed scanner for copying/scanning
• Built-in wireless connectivity
• Prints from mobile devices
• 250-sheet paper capacity
• Automatic duplex printing
• Compact 16.1 x 15.7 x 10.7-inch footprint

Producing professional documents is a must for any small business or home office. The Brother HLL2390DW monochrome laser printer provides incredible quality, speed, and functionality in a conveniently compact device. Ditch the inkjet and enjoy mess-free printing with laser technology that’s built to last. For powerful printing that won’t take up much precious desk space, the Brother HLL2390DW is a smart choice.

Suggested Suppliers:

• Amazon
• Staples
• Office Depot

4. HP OfficeJet Pro 9015e – Best Inkjet Multifunction Printer

Versatile Printing and Scanning in a Compact Package with the HP OfficeJet Pro 9015e

The HP OfficeJet Pro 9015e delivers professional-quality color printing, scanning, copying, and faxing versatility in a conveniently compact package. This lightweight 20.4 lb all-in-one printer has a small 13.5 x 17.3 x 10.9-inch footprint that fits perfectly on a desk in home offices or small businesses.

Despite the small size, the OfficeJet Pro 9015e doesn’t compromise on performance or features. It can print borderless, lab-quality color documents at speeds up to 22 ppm. The 35-page automatic document feeder makes scanning and copying multipage documents effortless. And automatic two-sided printing comes standard for added convenience.

Connecting the HP 9015e to your office devices is simple, with built-in dual-band Wi-Fi, Ethernet, and mobile printing capabilities. You can print from smartphones, tablets, laptops, and desktops with ease.

Key Features:

• Print speed up to 22 ppm black, 18 ppm color
• Automatic 35-page document feeder
• Duplex printing and scanning
• Wireless, Ethernet, and mobile connectivity
• Compact 13.5 x 17.3 x 10.9-inch footprint
• Print from USB flash drive

For home offices and small businesses that need to produce vivid color prints and effortlessly digitize documents, the HP OfficeJet Pro 9015e packs an impressive punch in a conveniently compact footprint. Enjoy versatile scanning, copying, faxing, and printing versatility, along with robust connectivity options. For all-in-one functionality made simple, the HP OfficeJet Pro 9015e is an excellent choice.

Suggested Suppliers:

• Amazon
• HP.com
• Best Buy

5. Canon Pixma G7020 MegaTank – Best Budget Bulk Ink All-In-One Printer

Cost-Saving Bulk Ink Printing with the Canon PIXMA G7020

The Canon PIXMA G7020 is an innovative bulk ink all-in-one printer that provides outstanding cost savings compared to standard cartridge printers. This wireless printer uses refillable ink tanks instead of expensive cartridges, lowering ink costs substantially.

The G7020 can print up to 6,000 pages of black text or 7,700 vivid color pages per bottle set. The included bottles provide enough ink to print thousands of pages right out of the box. Replacement ink bottles cost only around $12 per color and $20 for black, giving you prints for pennies.

This Canon MegaTank printer delivers lab-quality color printing at up to 15.5 ppm, or 24 ppm for black text. The 35-sheet auto document feeder makes scanning, copying, and faxing stacks of pages effortless. Automatic duplex printing further boosts efficiency.

Key Features:

• Ultra-low ink costs with refillable tanks
• Up to 6,000 black/7,700 color page yield
• Built-in wireless connectivity
• 15.5 ppm color/24 ppm black print speeds
• 35-page auto document feeder
• Duplex printing to save paper

Say goodbye to frequent cartridge replacements and hello to huge cost savings. The Canon PIXMA G7020 wireless all-in-one lets you Print, copy, scan, and fax affordably with its revolutionary MegaTank refillable ink system. Enjoy the efficiency and convenience of bulk ink without sacrificing vibrant, professional-quality prints. For substantial savings on ink, the Canon PIXMA G7020 is the smart choice.

Suggested Suppliers:

• Amazon
• Walmart
• Canon Direct

6. Canon Color imageCLASS MF644Cdw – Best Color Laser Printer

Professional Quality Printing Made Simple with the Canon imageCLASS MF644Cdw

The Canon imageCLASS MF644Cdw delivers vibrant, high-quality color printing along with scanning, copying, and faxing versatility. This color laser all-in-one is compact enough for small offices yet robust enough for busy workgroups.

Despite the relatively small 16.6 x 17 x 16.6-inch footprint, the MF644Cdw packs in performance. It can print professional documents at speeds up to 22 pages per minute in both black and white and dazzling color. The 50-sheet automatic document feeder makes digitizing stacks of originals effortless.

Connecting the printer to devices is a breeze with built-in wireless, Ethernet, and mobile connectivity. Print from smartphones, tablets, laptops, and desktops with ease.

Key Features:

• Print speed up to 22 ppm in black and color
• 50-page automatic document feeder
• Wireless, Ethernet, and mobile printing
• Vibrant, accurate color output
• Compact 16.6 x 17 x 16.6-inch footprint
• Low cost per page with high-capacity toner

For small offices that demand fast, high-quality document printing along with scanning, copying, and faxing versatility, the Canon imageCLASS MF644Cdw delivers. Contact Canon to learn more about this feature-packed color laser all-in-one printer built for workplace productivity.

Suggested Suppliers:

• Amazon
• Office Depot
• Canon Direct

7. Epson EcoTank Pro ET-5850 – Best Bulk Ink Printer

Affordable High-Volume Printing with the Epson EcoTank Pro ET-5850

The Epson EcoTank Pro ET-5850 delivers ultra-low printing costs in a fast, high-capacity all-in-one printer. This innovative printer uses refillable ink tanks instead of expensive cartridges, lowering ink costs by up to 80%.

The ET-5850 can print up to 7,500 pages in black or 6,000 color pages per bottle set. The included bottles provide enough ink for thousands of pages right out of the box. Replacement ink bottles cost only around $13 per color and $20 for black, giving you prints for about 2 cents per page.

This Epson EcoTank printer produces vibrant borderless prints at speeds up to 25ppm in black and color. The 50-sheet auto document feeder makes scanning, copying and faxing multipage documents simple. Automatic duplexing further increases efficiency.

Key Features:

• Ultra-low 1 cent per page ink costs with refillable tanks
• High 25ppm print speeds in black and color
• 500-sheet main paper tray capacity
• Auto 2-sided printing and scanning
• Includes up to 2 years’ worth of ink in the box

With its revolutionary ink tank system for minimal ink costs, fast print engine, large paper capacity, and two-sided versatility, the feature-packed Epson ET-5850 is ideal for high-volume printing in a small office setting. Say goodbye to frequent cartridge replacements and enjoy printing affordability with the EcoTank Pro!

Suggested Suppliers:

• Amazon
• Best Buy
• Epson Direct

8. Brother MFC-J4335DW – Best Printer with Low Ink Costs

Ultra Low-Cost Printing with the Brother MFC-J4335DW INKvestment Tank

The Brother MFC-J4335DW delivers revolutionary savings with INKvestment Tank technology that eliminates the need to manually refill ink tanks. This wireless color all-in-one printer includes up to 1 year’s worth of ink in the box for uninterrupted printing.

The MFC-J4335DW uses high-capacity ink cartridges that continually supply ink to built-in tanks. Just pop in a replacement cartridge when empty for continuous printing – no mess, no waiting.

It can print up to 3,000 pages in black and 1,500 pages in color per cartridge. The inbox cartridges provide enough ink for up to 1 year of printing based on average monthly print volumes.

This Brother printer produces vivid color prints at speeds up to 20ppm black and 16ppm color. The 20-sheet auto document feeder makes scanning and copying stacks simple. Its automatic duplex printing feature saves paper.

Key Features:

• INKvestment Tank for ultra-low ink costs
• Enough ink in the box for 1 year of printing
• Print speeds up to 20ppm black/16ppm color
• 20-sheet automatic document feeder
• Built-in wireless, USB2.0, and mobile printing
• Automatic duplex printing saves paper.

For home offices and small businesses seeking an affordable printer with incredibly low ink costs, the feature-packed MFC-J4335DW INKvestment Tank all-in-one delivers. Never worry about running out of ink again with INKvestment Tank technology from Brother.

Suggested Suppliers:

• Amazon
• Best Buy

9. HP OfficeJet 250 – Best Portable Printer for Solopreneurs

Print Anywhere with the HP OfficeJet 250 Portable Printer

The HP OfficeJet 250 portable printer delivers printing, scanning, and copying versatility in an ultra-portable package. Weighing just 6.51 lbs, this compact printer easily fits in backpacks, cars, and more for ultimate portability.

It prints vivid color documents at speeds up to 19ppm and crisp black text at up to 20ppm, rivaling speeds of larger desktop printers. The 10-page automatic document feeder allows easy walk-up copying and scanning.

The HP OfficeJet 250 connects via Bluetooth, WiFi direct, and wireless networking for printing from smartphones, tablets, laptops, and more on the go. A long-lasting rechargeable battery powers through print jobs wherever work takes you.

Key Features:

• Ultra lightweight 6.51 lb portable design
• Rechargeable battery for printing anywhere
• Print speeds up to 19ppm color/20ppm black
• 10-page automatic document feeder
• Wi-Fi and Bluetooth connectivity
• 2.65” color touchscreen

With its convenient compact size, easy wireless printing capabilities, and versatile functionality, the HP OfficeJet 250 all-in-one printer delivers portable printing power perfect for mobile professionals, telecommuters, accounting and bookkeeping professionals, and anyone on the go. Print from practically anywhere with the HP OfficeJet 250.

Suggested Suppliers:

• Amazon
• HP.com
• Best Buy

10. Brother HL-L8360CDW – A Feature-Packed Color Laser Printer Built for Business

Professional Quality Color Printing Made Simple with the Brother HL-L8360CDW

The Brother HL-L8360CDW delivers fast, vivid color laser printing, ideal for small offices and workgroups. It produces professional-looking documents at speeds up to 33ppm in both black and color.

This Brother laser printer connects easily via Ethernet, wireless, or mobile printing. The 2.7″ color touchscreen provides intuitive menu navigation and walk-up printing from popular cloud services like Google Drive.

Automatic duplex printing comes standard for added convenience and paper savings. Expandable paper trays allow up to 1,300 sheets maximum capacity to accommodate large print jobs.

It uses high-yield replacement toner cartridges rated to last up to 6,500 pages per color, helping drive down operating costs substantially.

Key Features:

• Fast color print speeds up to 33ppm
• 2.7″ color touchscreen interface
• Automatic duplex printing
• Wireless, Ethernet, and mobile device printing
• Super high-yield 6,500-page toner cartridges
• Expandable 300-sheet paper capacity

For offices that demand fast, high-quality color printing with robust connectivity, security, and money-saving toner yields, the Brother HL-L8360CDW delivers. You can contact Brother to learn more about this versatile color laser printer built for business productivity.

Suggested Suppliers:

• Amazon
• Office Depot
• Canon Direct

The Bottom Line

Choosing the right printer for your small business doesn’t have to be difficult. Focus on key factors like intended print volume, speed, connectivity type, and paper handling to narrow down your choices. Consider monochrome vs. color as well as inkjet vs. laser technology based on your specific printing needs. And don’t forget to factor in the ongoing cost of toner or ink when budgeting for a printer. I hope these small business printer recommendations and buying considerations help you find your perfect match!

FAQs about Small Business Printers

Recommended Posts:

• Looking for the best multifunction printers for graphic design?
• Questions and answers for troubleshooting your printers
• Ways to improve business sales with print advertisements
• Looking for the best all-in-one laser printer for your small business?
• Here are some tips for troubleshooting common issues with your laser printer
• Need help with fixing blank page issues on your printer? 
• How many types of multifunction printers are available?

Follow ExploreInsiders for more gadgets and printer guides.