Best Printers for Small Businesses: Laser, Inkjet, and All-in-One
In an increasingly digital world, printing remains a necessary part of running many small businesses. Contracts, invoices, shipping labels, marketing materials, signage, employee documents, and legal paperwork all need to end up on paper at some point. Choosing the right printer for your business can save you hundreds (or thousands) of dollars per year in ink, toner, and maintenance costs, while choosing the wrong one can be a constant source of frustration and expense.
The business printer market offers more options than ever, and the best choice depends on what you print, how much you print, and what features you need beyond basic printing. This guide breaks down the differences between laser and inkjet printers, explains the specs that actually matter for business use, and recommends specific models for different small business needs.
Laser vs. Inkjet for Business
This is the most fundamental decision when choosing a business printer, and the answer depends almost entirely on your print volume and what you print.
Laser printers use toner (a dry powder) and a heated fuser to create prints. They excel at text-heavy documents, producing sharp, smudge-resistant output at high speeds. Laser printers are designed for higher print volumes and have a significantly lower cost per page than inkjet printers, especially for black-and-white documents. Toner cartridges last much longer than ink cartridges (often 2,000 to 10,000 pages per cartridge), which means less frequent replacement and lower ongoing costs.
The downsides of laser printers include higher upfront costs, larger physical size, and generally lower quality for photo and color-heavy printing. Color laser printers are available but are more expensive and produce less vibrant colors than color inkjet printers.
Inkjet printers use liquid ink sprayed through microscopic nozzles to create prints. They produce excellent color output and photo quality, making them better for marketing materials, presentations, and any document where color vibrancy matters. Inkjet printers are typically smaller and cheaper upfront than laser printers.
The primary downside of inkjet printers is the cost of ink. Traditional ink cartridges are expensive relative to the number of pages they produce, and for businesses that print regularly, ink costs can quickly exceed the cost of the printer itself. Inkjet prints can also smudge if they get wet, and printheads can clog if the printer is not used regularly.
Ink tank (supertank) printers are a subcategory of inkjet that deserves special mention. These printers use refillable ink tanks instead of cartridges, dramatically reducing the cost per page. Models like the Epson EcoTank and Canon MegaTank can print thousands of pages before needing an ink refill, making their per-page cost comparable to laser printers. If you need color printing at a reasonable cost, ink tank printers are an excellent option.
The bottom line. For businesses that print primarily text documents (contracts, invoices, correspondence), a laser printer is the best choice. For businesses that need high-quality color output (marketing materials, photos, design proofs), an inkjet or ink tank printer is better. For businesses that need both, an all-in-one printer that handles everyday documents plus occasional color work is the most practical solution.
What to Look For in a Business Printer
Several specifications matter more for business use than they do for home printing.
Cost per page is the most important metric for business printers. It accounts for the cost of ink or toner, paper, and maintenance relative to the number of pages printed. Laser printers typically cost 1 to 3 cents per black-and-white page, while traditional inkjet printers can cost 5 to 15 cents per page. Ink tank printers bring that down to 1 to 2 cents per page for black-and-white and 3 to 5 cents for color. Over the life of the printer, cost per page has a far greater impact on your total cost than the purchase price.
Print speed is measured in pages per minute (ppm). For business use, look for at least 20 ppm for black-and-white printing and 10 ppm for color. Faster printers reduce wait times and are more productive for offices that print frequently. Be aware that manufacturer-stated speeds are measured under optimal conditions and real-world speeds are typically lower.
Duty cycle indicates the maximum number of pages a printer is designed to handle per month. A printer with a 5,000-page monthly duty cycle is fine for a small office that prints a few hundred pages per month. A high-volume office that prints thousands of pages per month needs a printer with a higher duty cycle to avoid premature wear and reliability issues.
Automatic duplex printing (double-sided printing) saves paper and reduces costs. Most business printers include this feature, but verify before purchasing, especially on lower-priced models.
Paper handling includes the input tray capacity (how much paper the printer can hold) and the ability to handle different paper sizes and types. A printer with a 250-sheet input tray is adequate for most small offices. If you print frequently, a higher-capacity tray (500 sheets or more) reduces the frequency of reloading.
Scanning and copying features are included in all-in-one (multifunction) printers. For business use, look for an automatic document feeder (ADF) that can scan or copy multi-page documents without manually feeding each page. A duplex ADF can scan both sides of a page in a single pass.
Connectivity should include ethernet (for reliable wired network connections), Wi-Fi (for wireless printing from laptops and mobile devices), and USB (for direct computer connections). Some printers also support printing from cloud services like Google Drive, Dropbox, and Microsoft OneDrive. For connecting your printer to your office network, our guide on small office networking covers the setup process.
Best All-in-One Printers
All-in-one (multifunction) printers combine printing, scanning, copying, and sometimes faxing in a single device. For most small businesses, an all-in-one is the most practical choice because it covers all your document handling needs in one machine.
HP LaserJet Pro MFP 3101fdw
This is an excellent all-around choice for small offices that print primarily text and business documents. It offers fast black-and-white printing (up to 35 ppm), automatic duplex printing and scanning, a 50-sheet ADF, ethernet and Wi-Fi connectivity, and a reasonable cost per page with standard toner cartridges.
HP's Smart App makes setup and management straightforward, and the printer supports mobile printing from virtually any device. The optional high-yield toner cartridge reduces the per-page cost further for offices with higher print volumes.
Street price is approximately $300 to $350, making it one of the best values in business laser multifunction printers.
Brother MFC-L2820DW
Brother's MFC-L2820DW is a reliable, affordable laser all-in-one that covers the basics well. It prints at up to 34 ppm, includes automatic duplex printing, a 50-sheet ADF, and both ethernet and Wi-Fi connectivity. Brother's TN-760 high-yield toner cartridge delivers about 3,000 pages, keeping the per-page cost low.
Brother printers have a strong reputation for reliability and low maintenance costs. The MFC-L2820DW is a straightforward, no-frills printer that does its job consistently. At a street price of approximately $230 to $280, it is an excellent budget-friendly option.
Epson EcoTank ET-5850
For businesses that need color printing without the high cost of traditional ink cartridges, the Epson EcoTank ET-5850 is a game-changer. Instead of cartridges, it uses refillable ink tanks that come pre-filled with enough ink to print up to 7,500 color pages and 5,000 black-and-white pages before needing a refill. The cost per page is a fraction of what traditional inkjet printers charge.
The ET-5850 is a full-featured all-in-one with printing, scanning, copying, and faxing. It includes a 50-sheet ADF, automatic duplex printing, ethernet and Wi-Fi connectivity, and a color touchscreen. Print speed is respectable at 25 ppm for black-and-white and 12 ppm for color.
The upfront cost is higher than most printers at approximately $500 to $550, but the dramatically lower ink costs mean it pays for itself quickly if you print even a moderate volume of color pages.
Best Laser Printers
If you do not need scanning or copying, a dedicated laser printer offers the best combination of speed, reliability, and low cost per page for text-heavy printing.
HP LaserJet Pro 3001dw
A fast, reliable black-and-white laser printer that handles everyday business printing with ease. It prints at up to 35 ppm, includes automatic duplex printing, and supports ethernet, Wi-Fi, and USB connectivity. The 250-sheet input tray is adequate for most small offices, and optional high-yield toner cartridges keep the per-page cost low.
Street price is approximately $200 to $250.
Brother HL-L2460DW
Brother's HL-L2460DW is a compact, affordable laser printer that is ideal for small offices or individual workstations. It prints at up to 36 ppm, includes duplex printing, and supports wireless and USB connectivity. Brother's toner cartridges are among the most affordable in the laser category, keeping ongoing costs very low.
Street price is approximately $150 to $180, making it one of the most affordable laser printers on the market.
Best for High Volume
Offices that print thousands of pages per month need printers designed for sustained high-volume output. Consumer and small-business printers that are pushed beyond their duty cycle will break down prematurely and cost more in the long run.
HP LaserJet Enterprise M507dn
Built for office environments with heavy print demands, the M507dn handles up to 150,000 pages per month. It prints at up to 45 ppm, includes automatic duplex printing, and offers enhanced security features including pull printing and PIN-protected output. The paper handling is expandable with optional additional trays, supporting up to 1,300 sheets.
Street price is approximately $500 to $600. The higher upfront cost is offset by lower per-page costs and greater reliability at high volumes.
Xerox VersaLink C400
For high-volume color printing, the Xerox VersaLink C400 is a strong choice. It prints at up to 36 ppm in both color and black-and-white, supports paper sizes up to legal, and offers advanced finishing options. Xerox's ConnectKey technology provides cloud connectivity and mobile printing.
Street price is approximately $400 to $500. Xerox's toner cartridges are available in standard and high-yield options, and the cost per color page is competitive for its class.
Managed Print Services
For businesses that want to outsource the hassle of printer management entirely, managed print services (MPS) are worth considering. With MPS, a provider supplies the printer, toner, and maintenance for a monthly fee based on your estimated page volume. If the printer breaks, they fix or replace it. When toner runs low, they ship a replacement automatically.
HP Instant Ink (now HP All-In Plan), Brother Refresh, and Xerox Managed Print Services are examples of these programs. The per-page costs are typically lower than buying supplies yourself, and the convenience of never running out of toner or dealing with maintenance is significant.
MPS makes the most sense for businesses that print regularly and predictably. If your print volume varies wildly from month to month, a pay-per-use model may not be the best fit. Check the contract terms carefully, including minimum page commitments, overage charges, and cancellation policies.
If you are evaluating your broader office technology setup alongside your printer purchase, our guide on choosing the best computers for your small business covers the other hardware decisions that affect your daily productivity.
Making Your Decision
Choose a laser printer if you print mostly text documents, want the lowest per-page cost for black and white, print more than 500 pages per month, or need fast, smudge-resistant output.
Choose an ink tank printer if you need affordable color printing, print a moderate to high volume of color pages, or want to avoid the ongoing expense of cartridge-based ink.
Choose an all-in-one if you need scanning and copying in addition to printing, which is the case for most small offices.
Whatever you choose, factor in the total cost of ownership over the printer's expected life (typically three to five years), not just the purchase price. A $150 printer with a 10-cent cost per page is far more expensive in the long run than a $500 printer with a 2-cent cost per page, especially if you print regularly.