No business doesn’t involve some printing nowadays, whether it’s important incoming faxes, business-related documents, or illustrative photos.
Generally, getting the proper equipment around your office will definitely help increase productivity and increase productivity, but deciding on which small business printer is the best for your business needs can be a little tricky. 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 small business printers.
List of The Best Small Business Printers:
- Brother MFC-L8900CDW – Best Overall Small Business Printer
- Brother MFC-L5900DW – Best Laser Printer for Small Businesses
- Canon TS9120 – Best Printer for Small Offices
- HP LaserJet Pro M42fdw G3Q75A – Best for Speed
- Canon PIXMA Pro-100 – Best for Photos and Specialty Printing
- Xerox Phaser 6510/DNI – Best for High-Volume Printing
- HP LaserJet Pro M426fdw – All-in-One Small Business Printer
- Canon imageCLASS MF267dw – Best for Affordability
- Brother HL-L3210CW – Best for Color Prints
Our Top Picks
|Brother MFC-L5900DW||2400 x 600 DPI||100 sheets||19.5 x 16.8 x 19.1 in.|
|Canon TS9120||4800 x 1200 DPI||100 sheets||14.7 x 12.8 x 5.6 in.|
|HP LaserJet Pro M42fdw G3Q75A||4800 x 600 DPI||350 sheets||16.5 x 15.4 x 12.7 in.|
|Brother MFC-L8900CDW||1200 x 600 DPI||250 sheets||19.5 x 20.7 x 21.6 in.|
|Canon PIXMA Pro-100||4800 x 2400 DPI||150 sheets||27.2 x 15.2 x 8.5 in.|
|Xerox Phaser 6510/DNI||1200 x 2400 DPI||850 sheets||16.5 x 19 x 13.7 in.|
|HP LaserJet Pro M426fdw||4800 x 600 DPI||350 sheets||16.5 x 15.4 x 12.7 in.|
|Canon imageCLASS MF267dw||600 x 600 DPI||250 sheets||15.4 x 15.9 x 14.8 in.|
|Brother HL-L3210CW||2400 x 600 DPI||250 sheets||16.1 x 18.1 x 9.9 in.|
The 9 Best Small Business Printers in 2020
1. Brother MFC-L8900CDW – Best Overall Small Business Printer
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. And whichever you choose, you’ll be getting a 1200 x 600 DPI resolution.
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.
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.
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.
One of the best features of the Brother MFC-L8900CDW is that it gives you the ability to scan to the 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
- Quality of photos and graphics isn’t the best
- 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. All in all, It’s a great value for money.
2. Brother MFC-L5900DW – Best Laser Printer for Small Businesses
The Brother MFC-L5900DW’s printing speed is quite unparalleled at 42 pages per minute. It’s the best small business printer for offices that print mostly text. 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. It also boasts a decent resolution of 2400 x 600 DPI.
It can be shared with multiple users on a network thanks to the built-in wireless and Ethernet interfaces. Moreover, the Brother MFC-L5900DW allows you to scan to business cloud services (DropBox, Google Drive, EverNote, etc…) directly from the touchscreen.
With the 3.7-inch color touchscreen display, you can easily navigate the menu and create around 48 customized shortcuts. 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 1,340 total number of sheets.
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 for small businesses that intend to print mainly text.
3. Canon TS9120 – Best Printer for Small Offices
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 a good degree of 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. It also enables you to do some specialty printing, so you can use your Canon TS9120 to print directly on inkjet-printable CDs and DVDs.
But what makes it such a great small business printer is how compact it is, with a footprint of 14.7 x 12.8 x 5.6 inches. It’s also equipped with 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.
- 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 multifunction printer that produces high-quality text, graphics, and photos. However, it lacks a critical feature, which is the automatic document feeder.
4. HP LaserJet Pro M42fdw G3Q75A – Best for Speed
The HP LaserJet Pro M42fdw ticks off many boxes for being an excellent printer for small business, from speed and sheet capacity to compactness, and having a low-profile, it combines it all.
Essentially, it’s a 4-in-1 unit -a laser printer, scanner, copier, and fax machine. It’s equipped with a 50-sheet auto food tray beside the massive paper tray that accommodates up to 350 sheets.
Moreover, it’s pretty fast as it can produce 40 PPM in black and white. Not to mention its quick startup, no matter the kind of paper you’re using, and it allows you to use a wide variety to support different projects.
The HP LaserJet Pro M42fdw also comes with a duplexing feature that is noticeably faster than the competition.
As for the connectivity options, it boasts a wide range. You can connect to it through your WiFi network, NFC connection, USB, and WiFi Direct connection.
When not in use, the HP LaserJet Pro M42fdw goes into hibernation to save energy. It’s also equipped with a handy LCD touchscreen through which you can control any mode you prefer, which adds to how convenient this printer is.
Although it’s not exactly the most compact, it’s nothing you can’t work around, measuring 16.5 x 15.4 x 12.7 inches.
- Quick action
- Performs multiple jobs
- Duplex printing
- Good connectivity range
- Supports printing from mobiles and the cloud
- Subpar text quality for a monochrome laser printer
Coming in a compact package, the HP LaserJet Pro M42fdw delivers a full set of multifunction features, fast printing, duplexing, and a wide range of connectivity that makes printing convenient.
5. Canon PIXMA Pro-100 – Best for Photos and Specialty Printing
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 with a 4800 x 2400 DPI resolution.
The eight dye-based ink colors include black, light gray, gray, magenta, photo magenta, cyan, photo cyan, and yellow. The best part is that 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).
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. 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.
Its printing speed also doesn’t make up for the lacking tones and hues as it prints smaller photos at a 97-second rate and bigger ones at a 192-second rate.
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 to it via WiFi, USB, wired or wireless PictBridge, or an Ethernet cable.
- 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.
6. Xerox Phaser 6510/DNI – Best for High-volume Printing
The Xerox Phaser 6510/DNI is the best small business printer for anyone looking for a machine that’ll withstand a heavy workload. For starters, its input tray can house up to 850 sheets –a number that’s superior to all printers on the list.
It operates at speeds of 30 PPM in simplex mode and 18 PPM in duplex, all at a resolution of 1200 x 2400 DPI.
Although it has a standard media capacity of 250 sheets with a 50-sheet bypass tray, it can accommodate up to 850 sheets maximally, which is a pretty huge number that enables you to finish big workloads without the constant need to refill the tray.
In terms of connectivity, it comes with a good range of options. You can connect the Phaser 6510/DNI to a network through an Ethernet port or the built-in WiFi connection. It even allows users to print remotely from mobile devices. On top of that, it features a standard USB 3.0 interface that allows you to connect directly to a computer.
To be convenient, the Phaser 6510/DNI is equipped with an LCD screen that allows you to view printing status, print from a portable storage device, and control printing processes in general.
- Quick performance
- Amazing paper handling with a superb capacity
- Text quality is a little low despite the good overall quality of the printer
The Xerox Phaser 6510/DN combines decent speed and good output quality, but what’s really impressive about it is the amazing paper handling and high capacity it can accommodate.
7. HP LaserJet Pro M426fdw – All-in-One Small Business Printer
This all-in-one unit will help you print, scan, copy, and fax all your documents smoothly. At a 40 PPM print speed, it’s pretty fast and efficient. However, its resolution isn’t the best at 600 x 600 DPI. It doesn’t occupy a lot of space as it measures 16.5 x 15.4 x 12.7 inches, but it’s also not the most compact.
I think the HPs LaserJet Pro M426fdw is a great office printer if you’re looking to do some scanning besides the printing. It includes both an 8.5 x 11.7-inch flatbed and 50-sheet automatic document feeder that allow it to scan documents at an optical resolution of 1200 x 1200 DPI to produce the finest image details.
Its two input trays provide you with a 350-sheet total capacity, which is relatively high and allows you to work with large jobs. Moreover, it has a duty cycle of 80,000 pages per month.
However, the LaserJet Pro M426fdw isn’t the most durable option you can get. Its plastic construction doesn’t guarantee a long lifespan.
Thanks to a 3-inch color touchscreen, you can easily view and control the printer’s processes, including options like automatic duplexing, which is available in all modes.
As for connectivity options, the HP LaserJet Pro M426fdw comes with a USB host port that allows users to print from and scan to portable drives. It has USB 2.0, Ethernet, and WiFi with NFC to provide you with various setup options.
- Quick performance
- All-in-one functionality
- Duplex printing
- Great range of connectivity
- Construction isn’t very durable
- Problems with software, drivers, and reliability
If you’re okay with compromising some durability to gain a good combination of speed and connectivity options at a good price, the HP LaserJet Pro M426fdw would be a very good option for you.
8. Canon imageCLASS MF267dw – Best for Affordability
What makes the Canon imageCLASS MF267dw one of the best small business printers is that it combines the ability to print, copy, scan, and fax in the space of 15.4 x 15.9 x 14.8 inches.
Admittedly, it doesn’t have the best specs, but its performance is quite decent. It has a maximum resolution of 600 x 600 DPI and prints at speeds of 30 PPM for letter-sized paper and 24 PPM for legal-sized paper. On top of that, its 250-sheet input tray can accept paper sizes up to 8.5 x 14 inches.
What’s so great about the Canon imageCLASS MF267dw is that it has very affordable running costs, besides the initially low upfront price. If you’re on a bit of a tight budget, it would be a very solid choice.
To enable you to make use of the other functions, the Canon imageCLASS MF267dw is equipped with a 35-sheet automatic document feeder that has the same 600 x 600 DPI resolution.
However, its control panel is a little archaic as it’s one of those six-line LCD control panels where the lines indicate the current status.
It does offer built-in WiFi connectivity and supports direct mobile printing besides the USB 2.0 and Ethernet connections for wired configurations.
- Compact footprint
- High-quality output
- Solid connectivity options
- Affordable running costs
- ADF doesn’t auto-duplex
- Doesn’t support flash memory drive
- Control panel is a little outdated
The Canon imageCLASS MF267dw is an entry-level small business or home office printer that provides good value for the price. Although it’s not the most convenient in terms of connectivity and control, it does have a relatively compact footprint and decent performance.
9. Brother HL-L3210CW – Best for Color Prints
The Brother HL-L3210CW is a reliable wireless laser print that suits small businesses looking for good quality color prints.
It integrates four toner cartridges and can print at a maximum resolution of 2400 x 600 DPI. Not only that, but it’s pretty fast at 19 PPM and has duplex printing. Its input capacity enables it to accommodate 250 sheets, which is decent enough to keep up with the average office’s workflow. However, you might be refilling the tray quite often.
As for the connectivity options, you get USB and WiFi connectivity, which enable the printer to adapt to many office setups. You can also enjoy mobile printing, which is possible with Google Cloud Print, Brother iPrint&Scan, Mopria, and Apple AirPlay, as well as WiFi Direct compatibility.
- Great quality for both texts and photos
- Reliable connectivity options
- Decent paper capacity
- Doesn’t have Ethernet connectivity
- No support for Web Connect printer apps
The Brother HL-L3210CW is another affordable option that provides you with good basic performance. However, it doesn’t have the full connectivity range and doesn’t support Web Connect printer apps, but its overall quality and speed are great for the price.
How to Pick a Small Business Printer
If you’re looking for the best small business printer, there are a couple of things that you should consider very well before finalizing your buying decision.
Inkjet Printers vs. Laser Printers
The prevalent type on the market is the inkjet printer, and that’s because they’re capable of printing pretty much anything you want. From photos, graphs, and charts to essays and regular text documents, it does it all.
However, if you know you’re going to print mainly text, especially only black text, you’re highly recommended to go for a monochrome laser printer as those would be more affordable in terms of running costs. These also have fast printing speeds, so they suit small business needs.
Connectivity options are very crucial when it comes to a small business printer as multiple people would be using it, so it has to be easy to connect to and convenient to use. This also spares you the hassle of having to transfer files between computers.
Make sure that there are plenty of ways through which you can connect to your printer, including wired connections like USB interfaces and Ethernet ports.
As for wireless connectivity, look for WiFi, WiFi Direct, and NFC capabilities. These also enable you to connect to the cloud where you can gather all your printing jobs in one place that all computers connected to the same network as the printer would be able to access.
Cloud services include Google Cloud Print, Mopria, and Apple AirPrint.
Duplexing is the ability of the printer to print on both sides of the page in one go without you having to manually flip the page over. This little feature goes a long way in terms of saving energy and paper.
Cost of Supplies and Price
Now, this is probably one of the essential things when it comes to shopping for a small business printer.
It’s worth mentioning that the true cost of a printer lies not in its upfront price but rather the price of its consumables. In other words, the money you’ll have to spend on paper and cartridges, whether toner or ink.
That’s why researching the replacement costs of supplies before buying your printer is a necessary step. Look into how long the original cartridges would last before needing replacements, the price of new cartridges, and the cost per page when printing.
A small business would probably have a busy office environment where efficiency is appreciated, and that’s why finding a printer with good paper handling as well as a capacious input tray would be a wise choice. That’s because they spare you the need to constantly refill them in order to be able to print.
I can say that each of the options I’ve mentioned is the best small business printer, but then again, some of them combine more features or give better value overall.
For one, the Brother MFC-L8900CDW is the best one overall as it has decent print quality, speed, and capacity. It may not be the most compact, but it can seamlessly keep up with the average office workflow.
If you’re budget-conscious, however, you might want to opt for the Canon imageCLASS MF267dw for its low running costs and general affordability.
The Xerox Phaser 6510/DNI is a top-notch choice for busy offices with high-volume printing as its input tray capacity is massively expandable and can accommodate up to 850 sheets.
If you’re really tight on space around your office, you should go for the Canon TS9120 for its very small footprint.