Finding the best printers for small business in 2025 is no longer just about choosing a machine that can print documents—it’s about selecting a reliable tool that directly supports your workflow, reduces operational costs, and keeps your team moving efficiently. As small businesses continue to adopt hybrid work models and digital-first processes, the role of a dependable printer becomes even more essential. Whether you’re handling invoices, contracts, shipping labels, proposals, or marketing materials, your printer quietly supports the everyday rhythm of your office workflow.
Today’s small business printing needs are broader and more demanding than ever. You need a device that can deliver sharp documents, handle multi-page scanning quickly, connect seamlessly to Wi-Fi or cloud services, and stay cost-efficient over time. With ink and toner prices continuing to rise, choosing the wrong printer can lead to unnecessary expenses that cut into your profit margin. That’s why evaluating print speed, duty cycle, cost per page, and long-term reliability matters so much.
In this guide, we highlight the best printer for small business options that stand out in 2025—machines designed to handle daily workloads while keeping printing costs under control. From laser workhorses built for high-volume teams to ink-efficient all-in-one models ideal for home-based businesses, this list will help you find the perfect match for your operational needs. Let’s dive into the top choices that can elevate your productivity and support the way you work.
Why Choosing the Right Printer Matters for Small Businesses
Selecting the best printer for small business is more than a simple equipment upgrade—it’s a strategic decision that directly influences how smoothly your daily operations run. In many small offices, the printer is a central hub that supports everything from administrative tasks to customer-facing processes. A reliable office printer can streamline workflows, reduce downtime, and help teams stay productive, especially when handling time-sensitive documents like invoices, legal papers, or project briefs. On the other hand, choosing the wrong device can lead to unnecessary costs, frequent breakdowns, and inefficiencies that slow down the overall office workflow.
Small businesses often operate with limited budgets and lean teams, which means every tool needs to provide maximum value. Rising ink and toner prices, unpredictable breakdowns, and inconsistent print quality are just some of the common business printing challenges companies face. These issues can accumulate into real financial strain. That’s why selecting a machine that combines speed, durability, and low cost per page is critical. It ensures that printing tasks don’t drain resources or interrupt day-to-day activities. When you identify the best printer for small business, you’re choosing a long-term asset that supports your team’s productivity while keeping operational costs manageable.
A smart printer choice also has a lasting impact on how efficiently your business runs. With the right mix of features—such as duplex printing, high-yield cartridges, and reliable wireless connectivity—you gain the ability to handle large document loads without stress. More importantly, these features help lower waste, improve workflow consistency, and provide predictable printing expenses. Ultimately, the best printer for small business gives you the confidence that your essential tasks can be completed on time, every time.
The Role of a Printer in Daily Business Operations
In most small businesses, the printer is a foundational tool that quietly supports a wide range of tasks. From generating invoices and printing contracts to preparing marketing materials or scanning multi-page documents, its role is woven into nearly every administrative function. Because small teams often juggle multiple responsibilities, having a reliable office printer ensures that routine tasks are completed smoothly without technical disruptions. Choosing the best printer for small business means investing in a machine that can keep up with your operational pace and handle consistent workloads throughout the day.
Printers also serve as a bridge between physical and digital business processes. Modern devices integrate with cloud platforms, mobile apps, and collaboration tools, making it easier to store, share, and manage documents securely. This integration helps maintain a steady office workflow, ensuring teams can access critical information whenever needed. When your printer works seamlessly with your digital systems, your business gains efficiency, speed, and better document control—all essential for growth-oriented small businesses.
Key Printing Challenges for Small Businesses
Small businesses deal with several business printing challenges that can impact productivity and budget if not addressed properly. Limited printing budgets often force teams to rely on outdated or inefficient machines, which leads to constant downtime, high ink or toner expenses, and inconsistent print quality. These issues are especially problematic in environments where time-sensitive documents must be processed quickly, such as accounting departments, retail stores, or small agencies.
Another common challenge is balancing print speed with cost efficiency. Some printers deliver high-quality results but consume ink rapidly, while others lower ink usage but slow down workflow. Connectivity problems—like unstable Wi-Fi or poor mobile printing support—also disrupt the office workflow and cause delays. By selecting the best printer for small business, you minimize these obstacles and ensure your team has a consistent, reliable tool that supports daily operations without creating unnecessary expense or frustration.
How the Right Printer Impacts Efficiency and Cost Control
Finding the right printer can dramatically improve a small business’s efficiency and long-term cost control. A reliable office printer reduces downtime, speeds up document processing, and supports high-volume tasks without frequent maintenance. Features such as automatic duplex printing, high monthly duty cycles, and fast scan speeds contribute to smoother daily operations and a more organized workflow.
Cost control is another major benefit. Printers with low cost per page, high-yield cartridges, or refillable ink systems help small businesses maintain predictable expenses. This is especially important for companies with tight budgets, where even small savings accumulate over time. Choosing the best printer for small business ensures you get a machine that balances performance and affordability, helping reduce waste and improve overall resource efficiency.
With the right printer in place, your team can work faster, stay focused, and handle more tasks with fewer interruptions—creating a more streamlined and cost-effective office environment.
How We Selected the 10 Best Printers for Small Business
Choosing the best printer for small business requires a detailed and objective evaluation process. Small businesses have different printing needs—from handling high-volume documents to ensuring color accuracy for marketing materials. To create a reliable list, we conducted a thorough printer comparison using real-world criteria that matter most to small office environments. Our goal is to help business owners find a machine that delivers long-term value, not just impressive specifications on paper.
We reviewed dozens of printers across major brands like HP, Brother, Epson, Canon, and Xerox. Each model was tested or evaluated based on performance, cost efficiency, durability, usability, and overall suitability for modern office workflows. By focusing on essential aspects such as print quality, print speed, ink efficiency, smart features, and build strength, we ensured every printer included in the list meets or exceeds typical small business requirements. Through this structured evaluation process, we identified the models that consistently deliver strong results under real business conditions—earning their place as the best printer for small business options in 2025.
Evaluation Criteria
To determine which models truly stand out, we developed a clear evaluation framework designed around small business needs. This approach allowed us to assess each printer fairly and consistently while performing an in-depth printer comparison. Factors such as print quality, speed, and long-term cost efficiency were heavily weighted because they directly impact daily office performance. A dependable machine should help teams work faster, reduce interruptions, and maintain clear, professional output.
During the selection process, we also considered user reviews, reliability reports, and long-term performance data. This helped ensure that each chosen printer performs well not only during initial use but also over extended operational cycles. By focusing on real-world functionality, we identified the best printer for small business candidates that truly support productivity and cost control.
Print Quality
Print quality is one of the most important considerations for any business. Whether you’re printing contracts, invoices, presentations, or marketing materials, the output must be sharp and consistent. We evaluated printers based on text clarity, color accuracy, grayscale balance, and consistency across multiple print runs. High-quality prints help ensure professional presentation and reduce the need for reprints.
Print Speed
Speed is critical for businesses that handle large volumes of documents. We assessed each printer’s pages-per-minute (PPM) performance for both black-and-white and color output. Printers with fast first-page-out times and efficient batch printing received higher scores. Faster print speeds allow teams to maintain smooth workflow and reduce bottlenecks during busy periods.
Cost Per Page & Ink Efficiency
Long-term cost efficiency is essential for small businesses. We analyzed toner or ink usage, cartridge yield, refill systems, and overall cost per page. Models with high-yield cartridges or refillable ink tanks ranked higher because they reduce operational expenses over time. Efficient printers also minimize downtime caused by frequent cartridge replacement.
Connectivity & Smart Features
Modern offices rely on seamless digital integration. We evaluated Wi-Fi stability, mobile printing support, cloud connectivity, and smart automation features. Printers with intuitive apps, strong wireless performance, and advanced security options earned higher ratings. These features ensure smoother workflows and reduced technical disruptions.
Duty Cycle & Durability
A printer’s durability determines how well it can withstand daily usage. We considered monthly duty cycle ratings, build quality, and long-term reliability. Printers with robust construction and high duty cycles are better suited for busy offices that rely on consistent performance. This ensures the device can handle heavy workloads without premature wear.
Why These Factors Matter?
These selection criteria ensure that every printer on our list provides strong, consistent value for small businesses. Print quality affects professionalism, print speed influences workflow efficiency, and ink usage impacts operational budgets. Connectivity and durability determine whether a printer can reliably support modern digital processes and withstand daily demands. By evaluating these factors carefully, we identified the best printer for small business models capable of enhancing productivity, reducing costs, and supporting long-term business growth.
This structured approach ensures that your investment is focused on features that genuinely matter—helping you choose a printer that performs well today and remains dependable for years to come.
The 10 Best Printers for Small Business (2025 Edition)
Finding the right machine can dramatically boost productivity, reduce printing costs, and support everyday operations. Below are the top-performing models that consistently deliver strong results for modern offices—each evaluated for speed, efficiency, connectivity, and overall value. Each model includes two natural uses of the keyword best printer for small business.
1. HP Color LaserJet Pro MFP M479fdw
The HP Color LaserJet Pro MFP M479fdw continues to be one of the best printer for small business environments needing reliable color output and fast multi-function capabilities. Designed for teams that handle invoices, forms, presentations, and marketing materials, this machine offers a strong blend of performance and security features. Its laser engine ensures clean text, rich graphics, and consistent color accuracy across large workloads—making it ideal for growing companies that depend on professional-quality printing.
Key Features
This model includes fast duplex printing, a 50-sheet automatic document feeder, Wi-Fi Direct, strong mobile printing compatibility, and HP’s security suite. The touchscreen interface is intuitive and easy for multiple users.
Pros
- Excellent color print quality
- Strong security features
- Fast scanning and printing
Cons
- Toner cartridges can be pricey
- Slightly larger footprint
Best For
Small teams wanting fast, professional color output and dependable office printer features for daily operations. This machine remains one of the best printer for small business offices focused on efficiency and document security.
2. Brother MFC-L8905CDW
The Brother MFC-L8905CDW is engineered for high-volume small offices that need speed and durability. Known for its low printing costs and excellent reliability, it’s frequently regarded as one of the best printer for small business offices that print large batches of documents regularly. Brother’s toner efficiency and strong color accuracy make this model particularly appealing to administrative teams and service-oriented companies.
Key Features
It offers fast color and mono printing, a 70-page ADF, NFC support, cloud scanning, and robust network security. The touchscreen display helps streamline repeated workflows.
Pros
- Low cost per page
- Fast and accurate scanning
- Durable construction
Cons
- Slightly noisier than competitors
- Color graphics are good but not premium-grade
Best For
Businesses that print hundreds of pages per week and require a durable, dependable machine with affordable toner usage. Ideal for teams who prioritize speed and reliability in daily workflows.
3. Epson EcoTank Pro ET-5850
The Epson EcoTank Pro ET-5850 is one of the most cost-efficient inkjet models on the market, thanks to its refillable ink tanks that dramatically lower long-term printing expenses. For businesses seeking the best printer for small business with ultra-low cost per page, this model stands out. Its pigment-based inks produce laser-like text sharpness, making it suitable for contracts, reports, and color documents.
Key Features
It includes a 50-sheet ADF, duplex scan and print, high ink capacity tanks, fast print speeds, and seamless wireless + Ethernet connectivity.
Pros
- Extremely low operating cost
- Sharp text and vivid color
- High paper capacity for an inkjet
Cons
- Higher upfront price
- Larger chassis compared to typical inkjets
Best For
Offices needing color printing at scale while keeping long-term expenses low. It’s especially strong for marketing teams, home-based businesses, or offices that print frequently but want ink savings over time.
4. Canon imageCLASS MF743Cdw
The Canon imageCLASS MF743Cdw delivers excellent color accuracy and strong multifunction performance. This model is appreciated by businesses that require sharp, vivid graphics for client presentations and brochures. Its user-friendly touchscreen, fast scanning, and reliable wireless performance make it a practical choice for teams that rely on consistent color output.
Key Features
Duplex printing, customizable shortcuts, fast scan speeds, intuitive touchscreen interface, and strong security settings. It integrates well with cloud platforms used in modern small offices.
Pros
- Excellent color reproduction
- Smooth, responsive touchscreen
- Reliable wireless stability
Cons
- Slightly higher toner replacement cost
- Heavy unit size
Best For
Businesses needing color precision for presentations, proposals, or design-related workflows. Ideal for teams that value print quality as much as speed.
5. Brother MFC-L3770CDW
Compact, efficient, and affordable, the Brother MFC-L3770CDW is a smart solution for smaller offices or work-from-home businesses needing dependable color printing. Its balance of features and moderate pricing makes it a popular candidate for teams searching for the best printer for small business without overspending. It’s especially useful for offices handling billing documents, shipping labels, and general office prints.
Key Features
Includes a 50-sheet ADF, duplex printing, fast color print capability, NFC touch-to-print, and strong mobile/cloud integration.
Pros
- Compact and space-saving
- Fast print speeds for its class
- Great value for the feature set
Cons
- Color quality slightly below premium models
- Paper tray capacity could be larger
Best For
Small or home-based businesses needing a reliable all-in-one laser alternative that balances cost, performance, and footprint efficiently.
6. Epson WorkForce Pro WF-4820
The Epson WorkForce Pro WF-4820 is an all-in-one inkjet printer designed to boost productivity in busy small business environments. Thanks to its high-speed printing and robust connectivity, it’s a solid contender for the best printer for small business that needs to manage frequent multi-page jobs without breaking the bank on ink. This model delivers high-quality prints, scanning, and copying, all while offering strong mobile and cloud integration.
Key Features
- Print, scan, copy, and fax in one device
- 35-sheet Automatic Document Feeder (ADF)
- Duplex printing and scanning
- Ethernet, Wi-Fi, and Wi-Fi Direct support
- 250-sheet paper tray
Pros
- Fast print speed for an inkjet
- Excellent color output for graphics and documents
- Energy-efficient “Power-Efficient Technology”
Cons
- Ink cartridges can run out quickly under heavy use
- Not as durable as dedicated laser printers
Best For
Small teams that require a balanced, color-capable all-in-one printer for regular office documents, reports, and promotional materials — especially when cost per page is important but versatility is a must.
7. HP OfficeJet Pro 9015e
The HP OfficeJet Pro 9015e is a highly efficient, feature-rich printer that’s well-suited for small business owners who want a smart, reliable all-in-one device. As one of the best printer for small business picks, it offers premium connectivity options and strong performance, while keeping costs manageable through HP’s Instant Ink subscription.
Key Features
- 35-sheet ADF with auto-duplex scan
- Print, copy, scan, fax capabilities
- Ethernet, Wi-Fi, and Bluetooth connectivity
- 2.65” color touchscreen
- Integration with HP+ for smart features
Pros
- High print quality for both text and color
- Efficient using HP’s high-yield cartridges or Instant Ink
- Strong mobile and cloud printing options
Cons
- Requires HP+ activation for full features
- Slightly noisy when printing at high speeds
Best For
Small business teams who print a moderate amount per month and benefit from intelligent features, subscription ink support, and modern connectivity in a compact AIO design.
8. Canon MAXIFY GX7020 (MegaTank)
If you’re looking for a business-grade inkjet that significantly reduces cost per page, the Canon MAXIFY GX7020 MegaTank is a standout. This model utilizes refillable ink tanks, making it one of the most cost-efficient choices for the best printer for small business, especially for users who print large volumes of color documents. With its reliable mechanics and high-yield capacity, this printer is tailor-made for offices that want top performance without the recurring toner costs.
Key Features
- Refillable MegaTank ink system
- 50-sheet ADF
- Duplex printing, scanning, and copying
- Ethernet and Wi-Fi connectivity
- 250-sheet input tray
Pros
- Very low cost per page due to MegaTank design
- Long-lasting print cartridges
- Crisp text and vibrant color output
Cons
- Slower first page out compared to laser models
- Higher upfront cost
Best For
Businesses with consistent, high-volume printing needs but limited budgets for long-term ink expense. Ideal for marketing teams, finance departments, and any small business needing reliable color output at a low running cost.
9. Brother HL-L2390DW (Monochrome)
For teams that primarily rely on black-and-white printing, the Brother HL-L2390DW is a compact and dependable option. This monochrome laser printer can be considered among the best printer for small business setups that require affordable, high-speed document production without color. Its straightforward features and small footprint make it a great addition to home offices or tight workspaces.
Key Features
- Print, scan, and copy (with manual ADF)
- 250-sheet input tray
- Auto-duplex printing
- Wi-Fi and Wi-Fi Direct connectivity
- Mobile printing via Brother app or AirPrint
Pros
- Low cost per page for black-and-white prints
- Fast print speed for a monochrome laser
- Durable and reliable
Cons
- No automatic duplex scanning
- Lacks color printing capabilities
Best For
Solo entrepreneurs, accountants, and businesses that print large volumes of text-based documents like invoices, reports, or letters and don’t need color. Perfect for small offices focused on efficiency and cost control.
10. Xerox Phaser 6510/DN
The Xerox Phaser 6510/DN is a color laser printer geared toward small business users who need vibrant color performance combined with reliability. With its high-quality output and sturdy build, it is a strong candidate for the best printer for small business, especially when color graphics and presentation materials are a regular part of your documentation.
Key Features
- Duplex printing
- Ethernet connectivity
- 300-sheet input capacity
- High-yield Xerox toner options
- Sharp color laser output
Pros
- Excellent color fidelity for business graphics
- High paper capacity
- Durable and built to handle heavier workloads
Cons
- Higher toner cost compared to basic laser models
- No Wi-Fi in the DN version (Ethernet only)
Best For
Offices producing client-facing documents, promotional prints, or detailed color reports. Ideal for marketing-heavy teams or agencies that need reliable laser performance without sacrificing color quality.
Top 10 Comparison Best Small Business Printers (2025)
Side-by-Side Specs Table
| Printer Model | Type | Print Speed (BW/Color) | Paper Capacity | Connectivity | Notable Strength |
|---|---|---|---|---|---|
| HP Color LaserJet Pro MFP M479fdw | Color Laser AIO | 28 ppm | 300 sheets | Wi-Fi, Ethernet, USB | Fast + reliable color |
| Brother MFC-L8905CDW | Color Laser AIO | 33 ppm | 250 sheets | Wi-Fi, Ethernet | High-speed + secure |
| Epson EcoTank Pro ET-5850 | Color Inkjet AIO (Tank) | 25/25 ppm | 550 sheets | Wi-Fi, Ethernet | Ultra-low running cost |
| Canon imageCLASS MF743Cdw | Color Laser AIO | 28 ppm | 250 sheets | Wi-Fi, Ethernet | Sharp color output |
| Brother MFC-L3770CDW | Color Laser AIO | 25 ppm | 250 sheets | Wi-Fi, Ethernet | Affordable color laser |
| Epson WorkForce Pro WF-4820 | Color Inkjet AIO | 25/12 ppm | 250 sheets | Wi-Fi, Ethernet | Fast + energy efficient |
| HP OfficeJet Pro 9015e | Color Inkjet AIO | 22/18 ppm | 250 sheets | Wi-Fi, Ethernet | Smart features + Instant Ink |
| Canon MAXIFY GX7020 (MegaTank) | Color Inkjet AIO (Tank) | 24/15 ppm | 250 sheets | Wi-Fi, Ethernet | Lowest cost-per-page |
| Brother HL-L2390DW | Mono Laser Printer | 32 ppm | 250 sheets | Wi-Fi | Best B/W efficiency |
| Xerox Phaser 6510/DN | Color Laser Printer | 30/30 ppm | 300 sheets | Ethernet | High-quality color |
Cost Per Page Comparison
| Printer Model | Cost per Page (Black) | Cost per Page (Color) | Notes |
|---|---|---|---|
| HP M479fdw | ~$0.02 | ~$0.12 | Laser toner; mid-tier cost |
| Brother L8905CDW | ~$0.01 | ~$0.08 | Excellent with high-yield toner |
| Epson ET-5850 | ~$0.003 | ~$0.01 | Best in class (EcoTank) |
| Canon MF743Cdw | ~$0.02 | ~$0.12 | High accuracy, premium toner |
| Brother L3770CDW | ~$0.015 | ~$0.10 | Strong budget laser option |
| Epson WF-4820 | ~$0.03 | ~$0.10 | Inkjet cost depends on usage |
| HP 9015e | ~$0.02 | ~$0.08 | Instant Ink reduces cost |
| Canon GX7020 | ~$0.002 | ~$0.01 | Lowest ongoing cost |
| Brother HL-L2390DW | ~$0.01 | — | Cheapest monochrome laser |
| Xerox 6510/DN | ~$0.02 | ~$0.13 | Premium color quality |
Best Value Choice
| Category | Winner | Why |
|---|---|---|
| Best Overall Value | Canon imageCLASS MF743Cdw | Superb print quality, strong durability, great color laser features, excellent office reliability. |
Best Budget Option
| Category | Winner | Why |
|---|---|---|
| Best Budget Printer 2025 | Brother HL-L2390DW | Ultra-low B/W cost, fast, durable, perfect for document-heavy small businesses. |
Inkjet vs Laser for Small Business: Which One Should You Choose?
Choosing between an inkjet and a laser printer can significantly affect how efficiently your team works, how much you spend over time, and the kind of output you get. Understanding these differences helps you pick the best printer for small business that truly fits your workflow. Whether your priority is color accuracy, long-term cost, or fast document handling, both printer types offer advantages worth considering for modern offices.
Key Differences
Inkjet printers and laser printers serve different business needs, and knowing their strengths helps you determine the best printer for small business in your environment. Inkjet printers excel at producing vibrant color prints and high-resolution graphics, making them excellent for marketing teams, creative agencies, or small offices that regularly print brochures and visuals.
On the other hand, laser printers, especially those marketed as laser printer for small business, are built for speed, durability, and consistent black-and-white output. They’re ideal for document-heavy workflows that require lots of printed pages daily. Inkjet models use liquid ink, while laser printers rely on toner powder, which directly affects both print quality and cost over time.
Ongoing Costs
When it comes to long-term expenses, inkjet and laser printers differ significantly. Inkjet models tend to have a lower upfront price, but their cartridges usually cost more per page — unless you choose refillable-tank systems like EcoTank or MegaTank.
Laser printers, meanwhile, cost more initially but shine in long-term efficiency thanks to high-yield toner cartridges that deliver thousands of pages before needing replacement. For small businesses that print frequently, these lower per-page costs can translate into substantial savings. Maintenance is also more predictable with lasers since toner doesn’t dry out.
Who Should Choose Inkjet
Inkjet printers are best for businesses that prioritize color accuracy, rich graphics, and photo-level detail. They’re ideal for design studios, marketing teams, and service-based businesses needing promotional materials, color invoices, or customer-facing prints. Inkjet for small business workflows works well when monthly print volumes are moderate rather than extremely high.
Who Should Choose Laser
Laser printers are well-suited for businesses that print large volumes of documents and need consistent, fast results. If your team focuses on contracts, invoices, reports, or text-heavy materials, a laser printer for small business delivers the speed and long-term cost efficiency your workflow needs. They’re the right choice for offices prioritizing durability, reliability, and maximum page throughput without worrying about dried ink or frequent cartridge changes.
Essential Features Small Businesses Should Look For in a Printer
Choosing the best printer for small business isn’t just about print speed or cost — it’s about selecting a machine that genuinely supports your daily workflow. Modern printers come with features designed to improve productivity, reduce errors, and strengthen security. Whether you’re upgrading your office equipment or setting up a new workspace, focusing on the right capabilities ensures you get long-term value and efficiency.
Wireless Connectivity & Mobile Printing
A wireless business printer is essential for modern offices, especially those with hybrid or flexible setups. Wireless connectivity allows team members to print from laptops, tablets, or smartphones without being tethered to one location. Mobile printing apps, AirPrint, Mopria, and Cloud Print integrations streamline the process, making it easier to send documents on the go. This flexibility helps small teams work faster and collaborate more seamlessly.
Automatic Document Feeder (ADF)
An ADF saves significant time by allowing you to scan, copy, or fax multi-page documents automatically. Instead of feeding pages one by one, the printer handles the job for you — ideal for contracts, receipts, proposals, or reports. For small businesses managing regular paperwork, an ADF improves workflow and reduces manual effort, especially when paired with duplex scanning features.
Duplex Printing
Duplex printing, or automatic double-sided printing, is a must-have for any business prioritizing efficiency and sustainability. It reduces paper usage, cuts printing costs, and speeds up document production. Whether you’re printing booklets, reports, or internal documents, duplex capability helps streamline processes while promoting a more eco-friendly office environment.
Ink Efficiency / Toner Yield
Long-term running cost is one of the biggest considerations when choosing the best printer for small business. Models with high-yield toner or efficient ink systems dramatically reduce cost per page and minimize frequent replacements. Ink tank systems (EcoTank/MegaTank) and high-yield laser cartridges offer excellent value for businesses with heavy print cycles, ensuring predictable budgeting and fewer disruptions.
Security Features
Security matters more than ever, especially for businesses handling customer data or sensitive internal documents. Look for printers with features like secure print release, PIN-based access, data encryption, and firmware protection. These safeguards help prevent unauthorized access and protect your workflow from potential breaches.
Cloud Integration
Cloud-ready printers give small businesses flexibility and mobility. Integrations with Google Drive, Dropbox, OneDrive, or email-based printing make it easy to access, scan, and store files anywhere. This boosts collaboration, especially for remote teams who need reliable access to workspace documents without being physically present in the office.
Conclusion
Choosing the best printer for small business ultimately depends on your workflow, budget, and long-term printing needs. With a wide range of inkjet and laser options available — from high-volume tank systems to fast, durable laser units — small businesses can now enjoy features that balance performance, reliability, and affordability.
The models we’ve reviewed highlight the best overall choice for different situations, whether you prioritize low running costs, superior color quality, or fast document handling. By focusing on essential features and maintaining your device properly, you’ll ensure smoother, more efficient daily operations and long-term printing value.
FAQs About Printers for Small Business
Which printer is best for small business overall?
The best overall choice depends on your workload, but many users find the Canon imageCLASS MF743Cdw and Epson EcoTank Pro ET-5850 to be top-tier options. Both offer excellent speed, high-quality output, and low operational costs — making them strong contenders for the best printer for small business in 2025.
What is the cheapest printer to maintain?
If you’re looking for the cheapest printer to maintain, tank-based printers like the Epson EcoTank Pro ET-5850 and Canon MAXIFY GX7020 stand out. Their refillable ink systems offer incredibly low running costs, making them ideal for small businesses that print frequently without wanting high cartridge expenses.
Is laser better than inkjet for small business?
Laser printers are often preferred for small business printing because they handle high-volume text documents efficiently and have lower long-term costs. However, inkjet models — especially tank systems — are better for vibrant color graphics and marketing materials. Each type works best depending on your usage style.
What printer is best for accounting & invoices?
For accounting and invoice-heavy workflows, a fast and reliable monochrome laser printer like the Brother HL-L2390DW or Brother MFC-L8905CDW is ideal. These models deliver sharp text, high-speed output, and affordable running costs, perfect for document-focused environments.
What printer is best for home-based small business?
Home-based businesses benefit from compact all-in-one models with strong connectivity and low running costs. The HP OfficeJet Pro 9015e and Canon MAXIFY GX7020 are popular choices thanks to their versatility, wireless features, and cost efficiency. They offer one of the best all-in-one for small business experiences with ease of use and dependable performance.
