Imagine this: you’re ready to print that important client proposal, but your printer jams, or the ink runs out of nowhere. Frustrating, right? For any business, a reliable printer isn’t just a piece of equipment; it’s a workhorse that keeps things moving. But picking the *right* one can feel like navigating a maze. So many brands, so many features – it’s easy to feel overwhelmed and make a choice you might regret later.
Choosing a business printer can be tough. You want something that’s fast, affordable, and can handle all your printing needs without causing headaches. The wrong printer can slow down your team, cost you too much money, and even create a mess. But don’t worry! This blog post is here to help you cut through the confusion.
By the time you finish reading, you’ll understand what really matters when choosing a business printer. We’ll break down the key features to look for, help you figure out what kind of printer fits your business best, and give you the confidence to make a smart decision. Let’s dive in and find the perfect printing partner for your business!
Top Business Printer Recommendations
- BEST FOR SMALL BUSINESSES – Engineered for extraordinary productivity, the Brother DCP-L2640DW Monochrome (Black & White) 3-in-1 combines laser printer, scanner, copier in one compact footprint and delivers high-quality black & white prints
- FAST PRINTER WITH EFFICIENT SCANNING – Produces documents quickly with print speeds up to 36 ppm(2) and scan speeds up to 23.6/7.9 ipm(3) (black/color). A 50-page auto document feeder(4) allows for convenient, time saving multi-page scanning and copying
- FLEXIBLE CONNECTION OPTIONS – Easily navigate the changing demands of your business with secure multi-device connectivity via built-in dual-band wireless (2.4GHz / 5GHz) and Ethernet. Or connect locally to a single computer via USB interface
- BROTHER MOBILE CONNECT APP – Print, scan, and manage your wireless printer anytime, from almost anywhere from your mobile device. Order Brother Genuine Supplies, track toner usage, and complete more work on-the-go(5)
- CHOOSE BROTHER GENUINE TONER – When it’s time to replace your toner, be sure to choose Brother Genuine TN830 or TN830XL replacement toner. And with Refresh EZ Print Subscription Service, you’ll never worry about running out of toner again and you’ll enjoy savings of up to 50%(6) on Brother Genuine Toner. Get started with Refresh today with a Free Trial(1)
- BEST FOR HOME AND HOME OFFICE: Get all your work done with an all-in-one multifunction printer. Print, copy, and scan on one compact printer for home use and home offices. Brother inkjet printers produce beautiful prints for results that stand out.
- EASY TO USE WITH CLOUD APP CONNECTIONS: Print from and scan to popular Cloud apps(2), including Google Drive, Dropbox, Box, OneDrive, and more from the simple-to-use 1.8” color display on your printer.
- PRODUCTIVITY-FOCUSED PRINTING FEATURES: This printer includes automatic duplex (2-sided) printing, a 20-sheet single-sided Automatic Document Feeder (ADF)(3), and a 150-sheet paper tray(3). Engineered to print at fast speeds of up to 16 pages per minute (ppm) in black and up to 9 ppm in color(4).
- MULTIPLE CONNECTION OPTIONS: Connect your way. Interface with your printer on your wireless network or via USB.
- THE BROTHER MOBILE CONNECT APP: Go mobile with the Brother Mobile Connect app(5) that delivers easy onscreen menu navigation for printing, copying, scanning, and device management from your mobile device. Monitor your ink usage with Page Gauge to help ensure you don’t run out(6) .
- Updated design, professional results. High-quality output with sharp color and black printing. Fast print and copy speeds up to 33ppm(1) help boost productivity. Reliable performance and durable, compact design, 25% smaller than the previous model. Multipurpose tray for custom printing.
- Maximize printing budgets. Offers built-in value with included Brother Genuine 3,000-page black and 1,800-page color standard yield toner cartridges. Help lower printing costs by using the TN635XXL super high yield replacement toner cartridges for 7,500-page black and 6,500-page color(2).
- Advanced scanning. High-speed, two-sided scanning up to 104ipm(3) with 80-page auto document feeder(4) and legal-size glass. Scan to cloud, email, SharePoint, and more from the touchscreen(5). Supports the added benefit of creating searchable and editable Microsoft Office documents(6).
- Productivity-enhancing features. Flexible connectivity, including built-in dual-band (2.4GHz / 5GHz) wireless networking and Gigabit Ethernet networking. 7” color touchscreen for easy menu navigation, scan preview, and up to 64 customized shortcuts for frequently used tasks.
- Triple Layer Security. Advanced security features to help keep devices secure, protect documents in transit to and from print devices, and safeguard networks. Includes an integrated NFC card reader for easy badge authentication.
- Professional Performance: Dominate your office printing tasks with this Brother Genuine laser printer delivering an impressive 50 ppm output speed, ensuring your high-volume print jobs are completed with exceptional efficiency and precision
- Superior Capacity: Take command of large print jobs with a robust 520-sheet main tray and 100-sheet multipurpose tray, expandable up to 1,660 sheets with optional trays for uninterrupted, professional-grade printing performance
- Advanced Connectivity: Experience seamless integration with built-in Gigabit Ethernet and dual band wireless networking capabilities, enabling efficient printer sharing and mobile device printing across your entire business network
- Cost Efficiency: Maximize your printing budget with Brother Genuine ultra high-yield replacement toner cartridges delivering up to 18,000 pages, significantly reducing operational costs while maintaining superior print quality
- Security Excellence: Safeguard your Brother Genuine printer with advanced Triple Layer Security features, ensuring comprehensive protection for your network, devices, and documents during transmission and printing
- Professional Performance: Dominate your business printing with this Brother Genuine color laser printer delivering exceptional print speeds up to 19 ppm and stunning laser-quality output that makes your documents stand out from the competition
- Advanced Connectivity: Take command of your workflow with dual-band wireless networking (2.4GHz/5GHz), Wi-Fi Direct, and USB 2.0 interface, enabling multiple users to connect and print seamlessly from any device in your office
- Productivity Powerhouse: Maximize efficiency with the 50-sheet auto document feeder, 250-sheet adjustable paper tray, and automatic duplex printing, ensuring uninterrupted performance for your demanding business needs
- Smart Integration: Transform your workflow with the intuitive 3.5" color touchscreen featuring 48 customizable shortcuts and direct access to popular cloud services including Google Drive, Dropbox, and OneNote for seamless document management
- Mobile Command Center: Leverage the power of mobile printing with remote access capabilities, toner level monitoring, and complete printer management directly from your mobile device through the exclusive companion app
- FAST BUSINESS PRINTING AND COPYING: The Brother MFC-L5915DW business monochrome laser all-in-one printer delivers high-quality output and print and copy speeds of up to 50ppm(1) to help boost productivity and ensure fast, professional quality documents for busy offices.
- LOW-COST OUTPUT: Help reduce operating costs by using the Brother Genuine TN920UXXL ultra high-yield 18,000-page replacement toner cartridge. Includes a Brother Genuine 3,000-page toner cartridge(2).
- FAST, HIGH-VOLUME SCANNING: The 70-page capacity(3) auto document feeder offers single-pass, two-sided scanning up to 56ipm(4). Features a large document glass for up to legal-sized documents.
- FLEXIBLE CONNECTIVITY OPTIONS: Features built‐in Gigabit Ethernet and dual band wireless networking to seamlessly set up and share on your wired.
- The OfficeJet Pro 9125e is perfect for offices printing professional-quality color documents like presentations, brochures and flyers. Print speeds up to 18 ppm color, 22 ppm black.
- PERFECTLY FORMATTED PRINTS WITH HP AI – Print web pages and emails with precision—no wasted pages or awkward layouts; HP AI easily removes unwanted content, so your prints are just the way you want
- UPGRADED FEATURES – Fast color printing, copy, fax, auto 2-sided printing and scanning, auto document feeder, and a 250-sheet input tray
- WIRELESS PRINTING – Stay connected with our most reliable dual-band Wi-Fi, which automatically detects and resolves connection issues
- 3 MONTHS OF INSTANT INK WITH HP+ ACTIVATION – Subscribe to Instant Ink delivery service to get ink delivered directly to your door before you run out. After 3 months, monthly fee applies unless cancelled.
- Epson EcoTank Wireless All-in-One Ink Tank Printer – Cartridge-Free System, High-Capacity Ink Bottles, Mobile Printing, Auto Duplex
- WORRY-FREE PRINTING — Epson EcoTank comes with enough ink to print up to 6,600 pages black/5,500 color⁹ for fewer out-of-ink frustrations. Each replacement ink bottle set is equivalent to about 80 cartridges¹⁰
- SIMPLE INK REFILLING — Supersized ink tanks and uniquely keyed EcoFit bottles make refilling ink simple—no mess, no stress and no ink bottle mix-ups
- THE WORLD’S #1 SELLING SUPERTANK PRINTER² — Epson invented EcoTank to revolutionize the way people print; we’ve sold 100 million EcoTanks worldwide⁷ and this is our 7th generation of cartridge-free printers
- ADVANCED PRODUCTIVITY FEATURES — Fast 18 black/9 color ISO ppm print speeds with zero warmup time, an Auto Document Feeder, fax, a high-capacity 250-sheet paper tray, auto duplex printing, copying and scanning, and a 2.4" color display for easy navigation
Choosing the Right Business Printer: A Smart Guide
Running a business means you need reliable tools. A printer is one of those essential tools. A good business printer helps you get work done fast. It also makes your documents look professional. This guide will help you pick the best printer for your needs.
1. Key Features to Look For
When you shop for a business printer, some features are really important. Think about what you print most often.
Print Speed
This tells you how fast the printer makes copies. For busy offices, a faster printer saves time. Look for pages per minute (PPM). More PPM means faster printing.
Print Quality
You want your documents to look clear and sharp. This is especially true for reports or marketing materials. Check the resolution, measured in dots per inch (DPI). Higher DPI means better quality.
Connectivity Options
How will you connect your computer to the printer? Most printers have USB. Wi-Fi is very handy. It lets many people print from different devices. Ethernet is good for wired networks.
Paper Handling
Consider how much paper you use. A larger paper tray means you fill it up less often. Some printers can print on different sizes of paper, like legal or envelopes. Automatic duplex printing (printing on both sides) saves paper and time.
Ink or Toner Type
There are two main types: inkjet and laser. Inkjet printers are good for color photos. Laser printers are usually faster and cheaper for black and white text. They use toner, which lasts longer.
2. Important Materials and Technology
The printer’s parts and how they work matter.
Print Head (Inkjet)
This sprays ink onto the paper. A good print head creates fine details and smooth colors. Some print heads are built into the ink cartridge, others are separate.
Drum Unit (Laser)
This part uses static electricity to transfer toner onto the paper. A quality drum unit ensures the toner sticks evenly. It also helps create sharp text.
Fuser Unit (Laser)
This heats up to melt the toner onto the paper. A good fuser makes sure the toner stays put and doesn’t smudge. It’s important for durability.
3. Factors That Improve or Reduce Quality
What makes a printer print well or poorly?
Ink/Toner Quality
Using genuine ink or toner from the printer maker usually gives the best results. Cheaper, off-brand options might save money, but they can sometimes cause poor color or even damage the printer.
Paper Type
The paper you use matters. For important documents, use thicker, brighter paper. Thin or rough paper can make prints look dull. Some printers work better with specific paper types.
Printer Driver Software
The software that connects your computer to the printer is called a driver. Keeping this software updated helps the printer work its best. It can fix bugs and improve performance.
Maintenance and Cleaning
Just like any machine, printers need care. Regular cleaning of print heads or rollers prevents smudges and paper jams. Following the manufacturer’s advice for maintenance keeps your printer running smoothly.
4. User Experience and Use Cases
How easy is the printer to use? Who is it for?
Ease of Setup
A printer that is easy to set up saves you frustration. Look for clear instructions and simple connections. Many new printers connect easily to your Wi-Fi.
User Interface
The buttons and screen on the printer should be easy to understand. If you print many different types of documents, an intuitive interface makes it simple to choose settings.
For Home Offices
If you work from home, you might need a smaller printer. It should be good for printing documents and maybe some color flyers. Wireless printing is a big plus.
For Small Businesses
Small businesses often need a printer that can handle more work. Speed and cost per page are important. A printer that can copy, scan, and fax (an all-in-one) is often a good choice.
For Large Offices
Big offices need powerful printers. They need to print a lot, quickly. Features like network connectivity, high paper capacity, and advanced security are key.
Frequently Asked Questions (FAQ)
Q: What is the difference between inkjet and laser printers?
A: Inkjet printers spray liquid ink onto paper. Laser printers use dry powder called toner. Inkjets are good for photos. Lasers are faster for text and documents.
Q: How often should I replace ink or toner?
A: This depends on how much you print. High-yield cartridges last longer. Your printer will usually tell you when ink or toner is low.
Q: Can I use any brand of ink or toner?
A: It’s best to use the brand recommended by the printer maker. Other brands might not work as well or could cause problems.
Q: What does “all-in-one” mean for a printer?
A: An all-in-one printer can print, copy, scan, and sometimes fax. It combines several office machines into one device.
Q: Is Wi-Fi printing worth it?
A: Yes, Wi-Fi printing is very convenient. It lets you print from your phone, tablet, or computer without cables.
Q: What is duplex printing?
A: Duplex printing means the printer can print on both sides of the paper automatically. This saves paper.
Q: How do I know if a printer is fast enough?
A: Look at the “pages per minute” (PPM) rating. More PPM means faster printing.
Q: What does DPI stand for and why is it important?
A: DPI means “dots per inch.” It tells you how sharp the printed image is. Higher DPI means better quality.
Q: Should I get a color or black and white printer?
A: If you print color photos or marketing materials, get a color printer. If you mostly print text documents, a black and white printer is usually cheaper and faster.
Q: How can I make my printer last longer?
A: Use good quality ink or toner. Keep the printer clean. Follow the manufacturer’s maintenance tips.