Introduction

Owning a small business is unquestionably a place where you have to make the decisions matter and the choice of printer is not an exception. Regardless whether it is printed invoices, contracts, marketing reports, or everyday papers, the presence of the reliable printer can save your time, money, and nerves.

It is often confusing to determine the best model as there are many of them on the market today. Rag writers have low operating costs but high-print costs, and cheap printers may be low in useful qualities such as wireless printing or scanning.

This guide will show you how to find the best printer for your small business with an emphasis on what really matters: efficiency, cost, features, and performance. Having a small office at home or using the space of a place of work, it is likely you have a small team of employees and a printer is going to be of a great help to organize the process in the company.

What to look for in a small business printer

A close look at the printer is simply selecting a more costly or even feature-rich model. Small businesses demand a printer that delivers a good performance, is affordable, and is reliable. These are the main factors to keep in mind prior to the purchase:

1. Print speed and print volume

When your business prints on a regular basis, you require a printer capable of printing a large print volume in a short time. The pages-per-minute (PPM) rating gives you a clue of its speed.

2. Price per page

Certain printers will be cheap to purchase and costly to operate. Check the prices of ink or toner replacements and the amount of pages that can be printed. Saving on the cost per page also implies savings in the long-run.

3. Availability of ink or toner Ink or toner availability

Ensure that the printer is easy to get and convenient in cartridges/ tanks which are readily available and of reasonable cost. Certain models require use of brand name supplies that may be expensive.

4. Multifunction features

All-in-one printers with the ability to reply, scan, copy and fax are useful to many small businesses. It saves on space and money in comparison to the purchase of separate devices.

5. Mobile and wireless printing

In the current world, the majority of businesses require the use of printers that are able to connect through Wi-Fi or enable mobile printing using phones, tables or cloud platforms. Such an aspect is convenient and time-saving.

6. Tray and paper handling Paper size

In case you frequently print big documents, or you need to feed the printer with various types of paper, select the printer with a bigger paper tray and several ways to feed it with paper.

7. Stability and customer service

Read reviews to determine whether the printer is good and with solid customer service or warranty. A breakdown prone machine would come at a higher cost in the long run.

8. Energy efficiency

A low power consumption printer will aid in cutting your current energy bill, more so, when it is used throughout the day.

Top 5 best printers for small business (2025 edition)

Finding the right printer for your small business depends on what you print, how often you print, and your budget. Below are five top-rated printers in 2025 that offer great performance, cost-efficiency, and useful features for small business needs.

1. Brother MFC-L8905CDW

Type: Color laser, all-in-one

 Key features:

Fast print speed (up to 33 pages per minute)

Wireless and mobile printing

70-page auto document feeder

Duplex printing and scanning

Pros:

High-volume printing

Sharp print quality

Large paper capacity

Cons:

Higher upfront cost

Bulky design

Best for: Businesses with heavy daily printing and scanning needs.

2. HP OfficeJet Pro 9015e

Type: Color inkjet, all-in-one

 Key features:

Prints, scans, copies, and faxes

Smart app and voice control support

Auto document feeder and duplex printing

HP+ subscription available

Pros:

Affordable for small offices

Good print quality

Easy to set up and use

Cons:

Ink can be costly without subscription

Slower for large jobs compared to laser

Best for: Home offices or businesses with moderate printing needs.

3. Canon imageCLASS MF455dw

Type: Monochrome laser, all-in-one

 Key features:

Print speed up to 40 pages per minute

Touchscreen control panel

Built-in Wi-Fi and mobile printing

Duplex printing and scanning

Pros:

Fast and reliable

Low cost per page

Compact for a laser printer

Cons:

Black and white only

No color printing

Best for: Businesses that mostly print text documents.

4. Epson EcoTank ET-4850

Type: Colour inkjet, AIO (with ink tank system)

Key features:

Cartridge-free printing

Large-capacity ink tanks

Mobile, wireless and voice printing

2.4in touchscreen and document feeder

Pros:

Very low running cost

Ink tanks that fit the refill

Eco-friendly design

Cons:

Greater cost of installation

Less speedy than certain laser optics

Best suited: Businesses that seek long-run cost-savings regarding ink.

5. Xerox B235

Type: Monochrome laser, space saving All-in-One

Key features:

Print, scan and copy

Small size to fit a small space

Apple AirPrint and Mopria supported Supports

One-touch mobile printing, WI-FI Built inPros:

Small design and Rapid printing

Budget-friendly

Not difficult to maintain

Cons:

No color printing

Vanilla against others

Recommended to: A small office that wants a simple printer with a small design of space.

Which printer is best for you

As we have seen, the best printer to use in your small business depends on how you want to use it due to the numerous choices people have. Below is a fast checklist to enable you to make the choice depending on various needs:

In high-volume printing:

Take Brother MFC-L8905CDW or Canon imageCLASS MF455dw. These are laser models that are high in speed operation reliability and cost per page. They are particularly good with companies that print numerous amounts of papers on a daily basis.

To print in color and to use as an all-in-one:

The HP OfficeJet Pro 9015e would be a wonderful choice in case you require a multifunction device that prints, scans, copies, and faxes. It is efficient to conduct business in day-to-day operations and provides support in wireless and mobile printing.

To save on ink in the long-term:

SelectEpson EcoTank ET-4850. Although it has a relatively higher initial cost, the refillable ink tanks will be cheaper to maintain in the long term, and is therefore a wise investment especially on businesses that need to reduce the cost of printing.

On a small budget or little space:

It is not just a small office printer, but also an ideal printer of small offices and one-man/woman professionals, as this printer does not require color printing and is fast and reliable at a budget price.

Consider the frequency of your printing, the kind of documents you print, and the price you can pay as an ink or toner before you make a decision on what to use. Buying the right printer to fit your real need can help you save time and money along the way.

Conclusion

There is no need to get messy when selecting the most suitable printer to your small business. What matters is trying to focus on what your business really requires; it could be high-speed printing, color accuracy, low running costs and compact design.

Find some time to compare, and think about how frequently do you print, what kind of paperwork do you deal with, and the amount of the available budget. An excellent printer will make your everyday job easier, takes the stress out, and provides savings in the long-term.

The mentioned printers described in this guide are the best options in 2025 that provide various features depending on the business type. No matter whether you are working at home or have a growing staff, the appropriate printer will make your operations run smoothly.

FAQs

1. What is a distinction between laser and inkjet printers to small businesses?

Inkjet printers are most of the time cheaper initially with good printing of colour and can be used both lightly and moderately. Laser printers are quicker, more dependable and they are cheaper to operate per-page, as opposed to high volume printing.

2. Are MFP good value to small firms?

Yes, a multi-function printer (aka an all-in-one) can prove quite handy indeed. It is an integrated device that has printing, scanning, copying and in some cases faxing. This is cost effective and space saving particularly to small offices.

3. What price tag should a small business assign a printer?

To use on a simple basis, the cheapest printer can be sufficient and cost less than 250 dollars. When you print regularly or have some advanced features that you need, you may want to spend anything between 300 and 600 to get a better performance and low running costs.

4. Is wireless printing a necessary component to my company?

There is the convenience of wireless printing, particularly when you or your team are using laptops, tablets, and smartphones. It enables one to print anywhere in the office without making a physical connection to the printer.

5. You should know how long a small business printer should last.

The average life of most business printers is 3 to 7 years depending on the maintenance carried out on the printers. Laser printers tend to have a longer life than inkjet, particularly among documents that are printed in large quantities in offices.