No business doesn’t involve some printing nowadays. Whether it’s important incoming faxes, business-related documents, or illustrative photos.
Deciding on which small business printer is the best for your business needs can be a little tricky, however. With all the variables at play, how can you make a final decision?
If you’re not sure about which printer you should get, this article will make it easier for you to decide on the best printers for small business.
Our Top Picks
- Our Top Picks
- The 11 Best Printers for Small Businesses in 2020
- 1. Brother MFC-L8900CDW
- 2. Canon PIXMA Pro-100
- 3. Brother MFC-L5900DW
- 4. Canon TS9120
- 5. Xerox VersaLink C405/DN
- 6. HP Designjet T120
- 7. Samsung Xpress SL-M2835DW
- 8. Epson Workforce WF-100
- 9. Canon MB5420
- 10. Canon imageCLASS LBP162dw
- 11. HP SL-M2825DW
- Buyer’s Guide
- The Kind Of Printing You’re Going To Do:
- Duplexing (Two-Sided Functions)
- Networking Capabilities
- Sheet Capacity
- Print Resolution And Speed
The 11 Best Printers for Small Businesses in 2020
1. Brother MFC-L8900CDW
The Brother MFC-L8900CDW is a great AOI laser printer that’s capable of printing at a speed of 33 pages per minute –both in color and black and white.
In the long run, it won’t cost you an arm and a leg to keep up with the supplies and consumables. Part of this is thanks to the high-yield 6,500-page replacement toner cartridges provided by Brother.
Its connectivity options are great, including wireless and Ethernet connections.
The Brother MFC-L8900CDW also allows you to print from your mobile device using AirPrint, Google Cloud Print 2.0, Brother iPint&Scan (includes wireless scanning to your mobile device), Mopria, Cortado Workplace, WiFi direct, and NFC.
Moreover, Brother MFC-L8900CDW has automatic duplexing for both printing and copying to save as much paper as possible.
Its 70-page capacity duplex ADF (auto document feeder) can scan both sides of a page in a single pass to cut down the time usually needed for the process.
Furthermore, you can adjust its 250-sheet capacity paper tray for legal size paper or letters with a 50-sheet capacity multi-purpose tray for printing letterhead and similar media.
You can add an optional 250-sheet or 500-sheet paper tray and adjust the printer for multiple trays to get a total sheet capacity of 1,300 sheets.
One of the best features on the Brother MFC-L8900CDW is that it gives you the ability to scan to popular cloud services directly.
This includes Dropbox, Google Drive, Evernote, OneNote, and more. You can do this through your 5-inch color touchscreen display.
It also provides you with a lot of security to keep your sensitive documents safe and securely connect to the network.
- Rapid monochrome printing
- Superb text quality
- Paper capacity can be expanded hugely
- Mobile and cloud printing and scanning
- Subpar photo quality
- 1-year limited warranty and free support for the life of your product
- Lacks support for 11 x 17-inch paper
The Brother MFC-L8900CDW is fast when compared to multifunction laser printers. Its running costs are also on the low end of the spectrum. It’s a great laser printer for small businesses overall.
2. Canon PIXMA Pro-100
With the Canon PIXMA Pro-100, you can produce quality pictures of both a small (4 x 6) size or a large (8.5 x 11) size.
You can count on it to produce error-free output that is rich in details, crisp, and has consistent color quality.
But of course, you can’t expect it to produce photos like the high-end photo printers. It does have slightly muted tones and might cast some hues in comparison to the high-end ones.
Moreover, its printing speed is a bit subpar as it prints smaller photos at a 97-second rate and bigger ones at a 192-second rate.
The eight dye-based ink colors include black, light gray, gray, magenta, photo magenta, cyan, photo cyan, and yellow.
The cartridges are separate, which means that you don’t have to replace all of them when only one runs out –a great way to save up on consumables.
Although pigment-based inks are more durable than the dye-based ones used with the Canon PIXMA Pro-100, it still gives you sustainable text.
The Canon PIXMA Pro-100’s versatility options are great. It gives you the ability to choose your finish, with options including matte, semi-matte, glossy, semi-glossy, and luster.
Besides that, it also gives you borderless printing (13 x 19-inches) and a disc tray dedicated to printing labels onto CDs and DVDs.
You can connect it throaugh WiFi, USB, wired or wireless PictBridge, or an Ethernet cable.
The Canon PIXMA Pro-100 isn’t the most portable printer, however. Weighing 40 pounds means that you will probably keep it stationary in a copy room.
- Great bang for the buck
- Amazing photo quality prints (4800 x 2400 resolution)
- Separate color cartridges
- May have some graphics color issues
- Lacks a preview display
The Canon PIXMA Pro-100 is one of the best photo printers you can get. Although it’s relatively affordable, its output is comparable to a photo-dedicated printer. It’s ideal for a small business where simple photo-printing is the main focus.
3. Brother MFC-L5900DW
The Brother MFC-L5900DW’s printing speed is quite unparalleled at 42 pages per minute. It’ the ideal choice for busy offices that print mostly text.
It can be shared with multiple users on a network thanks to the built-in wireless and Ethernet interfaces.
With the 3.7-inch color touchscreen display, you can easily navigate the menu and create around 48 customized shortcuts.
The Brother MFC-L5900DW allow you to scan to business cloud services (DropBox, Google Drive, EverNote, etc…) directly from the touchscreen.
With the 8,000-page replacement toner cartridges, you can tremendously reduce your operating costs.
The Brother MFC-L5900DW also has an expandable sheet capacity that reaches a 1,340 total number of sheets.
The advanced duplex capabilities with the 70-page capacity duplex ADF can help you scan a paper in one go and print two-sided papers to save up on expenses.
Finally, the advanced security features keep your documents safe and allow you to connect to a network securely.
- Quick Prints
- Various connectivity options
- Single-pass duplex scanning
- Relatively low running costs
- Doesn’t print good photos or graphics
The Brother MFC-L5900DW is an excellent choice for a monochrome laser printer that’s capable of doing medium-duty jobs in a small office or heavy-duty jobs in a home office.
Its connectivity options are great, but it doesn’t print good quality photos. So it’s a reliable printer scanner for small businesses that intend to print mainly text.
4. Canon TS9120
With copying, scanning, and printing, the Canon TS9120 serves as a great AOI machine.
It can be run with both Mac OS and Windows, which gives it some versatility.
This versatility is yet extended by the two trays it comes with. The second one being designed to handle full-size paper such as letterhead.
You can use your Canon TS9120 to print directly on inkjet-printable CDs and DVDs.
The 5.2-inch touchscreen allows you to manage your activity quickly and seamlessly.
Moreover, its connectivity options are extensive as you can directly connect it to a PC with a USB cable or a network router through WiFi or an Ethernet cable.
You can also print documents from a memory card reader or portable devices through PictBridge.
It’s inferior to a lot of options in the fact that it accepts paper up to 29# basis weight –a lot less than the typical printer.
When the Canon TS9120 is up and running, it occupies a space of 12.8 x 14.7 x 22.6-inches and weighs around 14.8 pounds. This makes it pretty portable and a perfect fit for a tight space.
- Compact design and lightweight
- Extra ink cartridges for higher quality
- Two input trays
- Doesn’t have an automatic document feeder
- Lacks NFC and WiFi direct features
The Canon TS9120 is a great small business multifunction printer that produces high-quality text, graphics, and photos. However, it lacks a critical feature which is the automatic document feeder.
5. Xerox VersaLink C405/DN
If you’re willing to pay a little extra for features and connectivity, then you wouldn’t find a better choice than the Xerox VersaLink C405/DN.
The printer and its supplies are of high-quality and superb performance.
That’s because it’s manufactured to the highest of standards. It doesn’t need warm-up time and has power save mode.
It’s capable of printing letters or legal-size documents at a speed up to 36 pages per minute.
Moreover, it has automatic 2-sided (duplexing) capabilities.
Its sheet capacity is a reliable 550-sheet with a 150-sheet multipurpose tray, and it has a 50-sheet ADF.
You can connect it through a USB or an Ethernet cable.
The Xerox VersaLink C405/DN has a duty cycle of 80 thousand images per month.
- Superb print quality
- Relatively fast
- Solid security
- Auto-duplexing ADF
- Various connectivity features including NFC
- A little expensive
- Heavy and big
- Relatively high running costs
If the Xerox VersaLink C405/DN had lower running costs, it would have had better value for sure. But by all means, that doesn’t reduce the efficiency of its operation, the speed of its printing, or the diversity of its features.
6. HP Designjet T120
Combining a compact design and built-in WiFi connectivity, the HP Designjet T120 lets you enjoy large-format printing.
It’s equipped with HP Thermal Inkjet technology that gives you a 1200 x 1200 DPI (Dots per inch) resolution that produces documents that are high in details and rich in color.
You can use your HP Designjet T120 to print with both sheet and roll media up to 24-inches in lengths. Its versatility allows you to work with a letter, A4, Super B, and A3-sized documents.
When it comes to the speed of printing, the HP Designjet T120’s is quite satisfactory with both black and color printing.
The 4.3-inch color touchscreen helps you adjust settings and quickly check the documents you’re going to print.
- Able to print from cut sheets, rolls, or ADF
- Prints up to 24-inches wide
- High-quality graphics
- Has web connectivity
- A little pricey
The HP Designjet T120 is an excellent wide-format (D-sized) printer that would serve engineers and architects that would benefit from printing larger diagrams.
7. Samsung Xpress SL-M2835DW
The Samsung Xpress SL-M2835DW is a top-notch mono laser printer.
Compatible with Windows, macOS, and Linux, its versatility is excellent.
The capacity of its main paper tray is 250 sheets, which is above average. Furthermore, it can accept paper up to 61# basis weight, which isn’t the heaviest but is more than what a lot of other printers have to offer.
Unfortunately, it lacks a display screen to preview your work.
You can connect your Samsung Xpress SL-M2835DW to a PC with a USB cable or to a network router with WiFi or an Ethernet cable.
When it’s set up, it occupies a space of 9.2 x 14.4 x 15.9 inches.
- Superb paper-handling
- Various connectivity options
- Compact design
- Has auto-duplexing (2-sided) printing
- Lacks direct WiFi and PictBridge connectivity
The Samsung Xpress SL-M2835DW is an ideal monochrome laser printer for a small office space. Its excellent paper-handling makes it great for shared printing as well as individual use.
8. Epson Workforce WF-100
If you’re a business traveler, finding good printing service has probably cost you a lot of time and effort.
This is why Epson came up with the Workforce WF-100. It’s a great compact printer designed to take on an adequate number of documents with a lot of connectivity options.
The Epson Workforce WF-100 supports both Mac and Windows and can connect through other devices via USB and WiFi.
It also supports Apple AirPlay and Google Cloud Print.
It weighs only 3.5 pounds and measures around 12.2 x 6.1 x 2.4-inches, so it’s ideal for traveling and moving around.
The built-in battery can print 100 pages when it’s fully charged. Being built-in means that you don’t have to worry about replacing it as it automatically starts charging once you plug in the printer.
It can print black-and-white documents at around five pages per minute and color documents at 2.88 pages per minute. It also takes 20 pages in its tray.
All of these numbers are way less than what any printer has to offer, of course. But the fact that this printer is so portable you can fit it in a small handbag gives it an exclusive feature.
- Extremely light and compact
- Has WiFi direct and WiFi connectivity
- Can print directly from mobile apps and emails
- Built-in battery
- Relatively pricey for an inkjet
- Very low paper capacity
The Epson Workforce WF-100 is a great inkjet printer for anyone looking to make a lot of prints from their mobile device or through emails. However, if you’re looking for top-quality or large volume printing, you should skip it.
9. Canon MB5420
Having print, scan, copy, and fax capabilities, the Canon MB5420 is an excellent all-in-one printer for your small business.
It can print full-color documents at a resolution of 1200 x 600 DPI (Dots per inch). Moreover, it produces up to 24 IPM in black and 15.5 IPM in color.
Its automatic document feeder can handle 50 sheets and has duplex (2-sided) capabilities for all the functions: scanning, printing, and copying.
It has two paper trays, each capable of handling 250 sheets and a monthly duty cycle of 30 thousand pages.
You can view setting and adjust them through the 3.5-inch color LCD touchscreen.
Its connectivity options include WiFi, Ethernet, and USB 2.0.
- Generally good output quality
- Duplex scanning available
- High standard paper capacity
- Can handle heavy-duty jobs
- Can print from or scan to a USB drive
- Not the fastest operation
- Doesn’t have WiFi direct
If you’re looking for a printer that combines it all, the Canon MB5420 is a perfect choice. It’s medium-budget, has an adequate printing speed, satisfactory connectivity and paper capacity, and low running cost. The ideal inkjet printer for business.
10. Canon imageCLASS LBP162dw
The Canon LBP162dw mono laser printer is compatible with both macOS and Windows. And that’s just the beginning of its flexibility.
The capacity of its main paper tray is 250 sheets, and it can handle paper up to 45# basis weight –which is heavier than the average number but not as heavy as a lot of rivals on the market.
There’s another tray for full-size paper that enables you to print letterhead paper.
You can control the printing setting with the 2.1-inch display screen and connect it to your PC directly through a USB cable or the network router wirelessly through WiFi or an Ethernet cable.
It measures 8.5 x 14.6 x 22.5 inches and weighs around 15.4 pounds.
- Various connectivity options
- Great graphics
- Compact design
- Very low paper capacity
The Canon LBP162dw was designed with micro and home office use in mind. It’s a great monochrome laser printer with a set of helpful features and reliable output quality.
11. HP SL-M2825DW
This printer comes with high built-in network capabilities including WiFi and Ethernet cable connections. This means you can connect multiple laptops to it.
It produces high-quality prints with 4,800 x 600 DPI (dots per inch) resolution. Add Samsung’s ReCP (rendering engine for clean pages) image processing and polymerized toner and you get fine-detail prints with polished and well-defined edges.
It can print at a speed of 29 pages per minute, including paper, labels, cards, envelopes, and overhead projector transparencies.
You can use Samsung’s Mobile Print app to print directly from your mobile device.
Moreover, Samsung’s separated toner system helps reduce the overall cost of running –especially the cost per page.
The duplex printing feature enables you to print on both sides of the page to cut down on paper use.
- Small footprint
- Adequate paper capacity
- Automatic duplexing
- WiFi direct connectivity
- No extra paper handling option
If you’re looking for a shared printer in a small business environment, the HP SL-M2825DW is your go-to choice. It’s pretty affordable and has a low running cost in the long run.
When you’re buying a small business printer, you want to look for something with low running costs in the long run -especially if your business doesn’t include printing photos and graphics.
You also want it to have a lot of connectivity options and to be efficient in terms of both cost and time. This is because it’s probably going to print for multiple devices and not just one.
The Kind Of Printing You’re Going To Do:
If you’re going to be printing a lot of text documents, you should go for a laser printer as their running costs are usually less than those of inkjet ones.
On the other hand, choose an inkjet printer if you don’t print that often or if you usually print specialty paper.
Duplexing (Two-Sided Functions)
More recent printers come with a duplexing feature. Which means being able to copy, scan, or print both sides of the paper. This is to cut down on both time and printing expenses.
This feature is essential because it determines how you can print from different sources.
This includes sites such as DropBox and Google Drive, WiFi and WiFi direct capabilities, and Ethernet cables.
This determines the amount of paper that can be placed in the trays. Some printers have additional trays while some limit you to a certain number –which can sometimes be too little.
Print Resolution And Speed
IPM and DPI refer to impressions per minute and dots per inch of a printer, respectively. These two things indicate the printer’s speed of printing and resolution of printing.
Of course, the higher the number, the better and the more expensive the printer will be.
If you’re looking for an excellent printer that suits your small business needs, the above list is undoubtedly going to have the one for you.
If you’re mostly going to print text in monochrome, then the Brother MFC-L5900DW is the one for you.
If you’re going to do some photo printing as well, you should go for the HP Designjet T120 or the Canon LBP162dw.
Looking to save on the budget a little? Opt for the Canon PIXMA Pro-100 or the HP SL-M2825DW.