Imagine your small business humming along, every task flowing smoothly. But then, a snag. Your old printer sputters, the scanner jams, and copying is a time-consuming chore. You need a machine that can do it all, a true workhorse that keeps up with your busy day. But where do you even begin to find the perfect fit?
Choosing a multifunction printer (MFP) for your small business can feel overwhelming. So many features, so many brands, and each promises to be the best. You want a reliable machine that prints, copies, scans, and maybe even faxes, all without breaking the bank or causing endless frustration. The wrong choice can lead to wasted money and lost productivity, and that’s the last thing any small business owner needs.
This post is here to help. We’ll cut through the jargon and break down what truly matters when picking an MFP for your business. You’ll learn what features are essential, what to look out for, and how to find a printer that will make your workday easier. Get ready to discover the smart way to equip your office and boost your efficiency.
Top Small Business Multifunction 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)
- BUILT TO KEEP YOUR BUSINESS MOVING FORWARD – Print, scan, copy and fax consistently high-quality documents with the HP Color LaserJet Pro Multifunction M479fdn, a color laser printer designed to let you focus on growing your business
- HP WOLF PRO SECURITY – Protect company data and safeguard against cyberattacks with protection built into the printer hardware, firmware and OS
- AUTOMATE COMPLICATED WORKFLOWS - Help save time by automating steps in a complicated workflow, and apply your saved settings at a touch of a button via the customizable touchscreen control panel
- WALK-UP USB PRINTING – Print Microsoft Office-formatted files in addition to PDFs right off your USB drive, using a port on the front of the printer, and save paper with automatic 2-sided printing
- SPEED THROUGH TASKS – Stay productive with single-pass, 2-sided scanning, 50-sheet auto document feeder, 250-sheet input tray, and print speeds of up to 28 pages per minute from this laser printer
- 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.
- Best for Small Offices and Work from Home, the Brother HL-L3300CDW wireless compact 3-in-1 digital color printer with copy & scan functionalities consistently produces affordable, laser-quality output on every page.
- UPGRADE YOUR PROFESSIONAL DOCUMENTS. With the consistent dependability of laser-quality digital color printing.
- EFFECTIVE PRODUCTIVITY WITH THREE-IN-ONE FUNCTIONALITY. Featuring a flatbed scan glass for convenient copying and scanning capabilities from a single, compact machine. Quickly creates documents with print speeds of up to 19 pages per minute (ppm)(1).
- FLEXIBLE CONNECTION OPTIONS. Count on steady connections at the office or on the go. Built-in dual band wireless (2.4GHz / 5GHz)(4), and Wi-Fi Direct, or USB interface for local connection to a single computer.
- UPDATED DESIGN, PROFESSIONAL RESULTS. High-quality output with vibrant color and sharp 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.
- MAXIMIZE PRINTING BUDGETS. Offers built-in value with included Brother Genuine 3,000-page black and 1,800-page color toner cartridges. Print cost-efficiently by using high yield replacement toner cartridges providing 5,500 pages black and 4,500 pages 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. 3.5” color touchscreen for easy menu navigation, scan preview, and up to 48 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.
- FAST BUSINESS PRINTING AND COPYING: The Brother MFC-L5710DW business monochrome laser all-in-one printer delivers high-quality output and print and copy speeds up to 48ppm(1) to help boost productivity and ensure fast, professional quality documents for busy offices.
- COST-EFFICIENT OUTPUT: Help reduce operating costs by using the Brother Genuine TN920XXL super high-yield 11,000-page replacement toner cartridge. Includes a Brother Genuine 3,000-page toner cartridge(2).
- FAST, DUPLEX SCANNING: The 50-page capacity(3) auto document feeder offers single-pass, two-sided scanning up to 60ipm(4).
- ADVANCED SCANNING CAPABILITIES: Scan to popular destinations directly from the touchscreen display including cloud services(5), email, SharePoint, SSH Server (SFTP), and more. Create searchable and editable Microsoft Office documents including Word, Excel, and PowerPoint(6)
- FLEXIBLE CONNECTIVITY OPTIONS: Features built-in Gigabit Ethernet and dual band wireless networking to seamlessly set up and share on your wired or wireless network. Easily print from and scan to wide variety of mobile devices(7)
Choosing the Right Small Business Multifunction Printer: Your Complete Guide
Running a small business means you wear many hats. One of those hats might be “printer manager.” A good multifunction printer (MFP) can save you time and money by handling printing, scanning, copying, and sometimes even faxing. Let’s find the perfect one for your business!
1. Key Features to Look For
When you’re shopping, keep these important features in mind. They help the printer do its job well.
- Print Speed: How fast does it print pages? Look for pages per minute (ppm) to see how quickly it can handle big jobs.
- Print Quality: Do you need sharp text for reports or vibrant colors for marketing flyers? Check the resolution (measured in dpi – dots per inch). Higher dpi means clearer prints.
- Scanning Capabilities: Can it scan documents quickly and at a good quality? Some have automatic document feeders (ADF) that let you scan many pages at once without you having to flip them.
- Connectivity: How can you connect to the printer? Most offer USB, but Wi-Fi is super handy for printing from any device. Ethernet is good for wired networks.
- Paper Handling: How much paper can it hold? A larger paper tray means you won’t be refilling it as often.
- Ink/Toner Costs: This is a big one for small businesses! Look for printers with affordable replacement ink or toner. Some have high-yield cartridges that last longer.
2. Important Materials and Build
The way a printer is built matters. A sturdy printer lasts longer.
- Plastic Quality: Good quality plastic feels solid. It won’t break easily.
- Internal Components: While you can’t always see them, well-made internal parts mean the printer runs smoothly.
3. Factors That Improve or Reduce Quality
Some things make your prints look amazing, while others can make them look bad.
Factors That Improve Quality:
- Resolution (DPI): Higher DPI means sharper text and images.
- Ink/Toner Type: Pigment-based inks often last longer and resist fading better than dye-based inks.
- Paper Type: Using good quality paper makes a big difference in how your prints turn out.
Factors That Reduce Quality:
- Low Ink/Toner: When ink or toner is running low, prints can look faded or have lines.
- Clogged Print Heads: Sometimes the tiny nozzles that spray ink can get blocked.
- Poorly Designed Drivers: The software that tells the printer what to do needs to be good.
4. User Experience and Use Cases
How easy is the printer to use? And what can you do with it?
- Ease of Use: A simple control panel and clear instructions make life easier. Wireless setup should be straightforward.
- Software: Does the printer come with useful software for scanning or managing documents?
Common Use Cases for Small Businesses:
- Office Documents: Printing reports, letters, and invoices.
- Marketing Materials: Creating flyers, brochures, or business cards.
- Scanning Contracts: Digitizing important paperwork for easy storage.
- Copying Forms: Making quick copies of important documents.
- Sending Faxes (if needed): Some MFPs can still send and receive faxes.
A good MFP is an investment. By looking at these features and considering your business needs, you can find a printer that helps you work smarter.
Small Business Multifunction Printer: Your Top Questions Answered
Here are some common questions small business owners have about multifunction printers.
Q: What is a multifunction printer (MFP)?
A: An MFP is a device that does more than just print. It can also scan, copy, and sometimes fax.
Q: How do I know if I need an all-in-one printer?
A: If your business prints, scans, and copies often, an all-in-one is a great way to save space and money. It’s like having multiple machines in one.
Q: What’s the difference between inkjet and laser printers?
A: Inkjet printers spray liquid ink onto paper. They are usually cheaper to buy and good for color photos. Laser printers use toner powder and are faster and better for lots of black and white text.
Q: How important is print speed for my business?
A: Print speed is important if you print many pages. A faster printer saves you waiting time, especially for large jobs.
Q: What does “resolution” mean for printing?
A: Resolution, measured in dpi, tells you how much detail the printer can put on paper. Higher dpi means sharper and clearer prints.
Q: Should I worry about ink or toner costs?
A: Yes! Ink and toner can be a big ongoing expense. Look for printers with affordable replacement cartridges or high-yield options.
Q: Is Wi-Fi connectivity really useful?
A: Wi-Fi is very useful. It lets you print from laptops, tablets, and phones without plugging them in. It makes sharing the printer easy.
Q: What is an automatic document feeder (ADF)?
A: An ADF lets you place a stack of papers in the printer to scan or copy. The printer feeds them through one by one, saving you time.
Q: Can I print photos with a business MFP?
A: Many MFPs can print photos, but the quality can vary. If photo printing is a main need, look for a printer known for good color output.
Q: How long should a good business MFP last?
A: With regular use and proper care, a quality business MFP can last for several years. Choosing a well-built model helps.