Top 5 Office Printers For Small Business Reviews

Imagine this: your crucial sales report is due tomorrow, but your printer jams for the tenth time. Frustration mounts, deadlines loom, and your business grinds to a halt. For small businesses, a reliable printer isn’t just a convenience; it’s a lifeline. But with so many choices out there, picking the perfect office printer can feel like navigating a maze.

You’re probably wondering: what features truly matter? How much should you spend? And how can you avoid buying a printer that will cause more headaches than it solves? These are common worries, and they’re exactly why we’re here. Choosing the wrong printer can cost you time, money, and valuable productivity. You need a machine that keeps up with your busy workday, not one that slows you down.

This post is your guide to finding the ideal office printer for your small business. We’ll break down the confusing jargon, highlight the essential features, and help you understand what to look for. By the end, you’ll feel confident in your decision and ready to invest in a printer that supports your business growth. Let’s dive in and find the perfect printing partner for your team.

Top Office Printer For Small Business Recommendations

No. 1

Brother DCP-L2640DW Wireless Compact Monochrome Multi-Function Laser Printer with Copy and Scan, Duplex, Mobile, Black & White | Includes Refresh Subscription Trial(1), Works with Alexa

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)

No. 2

HP OfficeJet Pro 8125e Wireless All-in-One Color Inkjet Printer, Print, scan, Copy, ADF, Duplex Printing Best-for-Home Office, 3 Month Instant Ink Trial Included, AI-Enabled (405T6A)

The OfficeJet Pro 8125e is perfect for home offices printing professional-quality color documents like business documents, reports, presentations and flyers. Print speeds up to 10 ppm color, 20 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, scan, copy, auto 2-sided printing, auto document feeder, and a 225-sheet input tra
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.

SaleNo. 3

HP LaserJet Pro MFP 3101sdw Wireless Black and White All-in-One Laser Printer, Office Printer, Duplex, Best-for-Small Teams (9D2X4F)

FROM AMERICA'S MOST TRUSTED PRINTER BRAND – Perfect for small teams printing professional-quality black-and-white documents and reports. Print speeds up to 35 ppm black.
PROFESSIONAL PRODUCTIVITY – Proficiency with every print—bring your business to life with toner designed for sharp, professional-quality prints
UPGRADED FEATURES – Fast printing, scanning and copying, auto 2-sided printing, a 250-sheet input tray and 50-sheet auto document feeder
AWARD-WINNING RELIABILITY – Performance you can count on page after page, and always ready for the high demands of business
WIRELESS PRINTING – Stay connected with our most dependable Wi-Fi, which looks for the best connection to stay online

No. 4

Brother MFC-L8930CDW Business Color Laser All-in-One Printer with Duplex Print, Scan, Copy, Low-Cost Printing, and Advanced Security Features

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.

No. 5

HP OfficeJet Pro 8125 Wireless All-in-One Color Inkjet Printer, Print, Scan, Copy, ADF, Duplex Printing Best-for-Home Office, 3 Month Trial of Instant Ink Included, AI-Capable (C2VJ4A)

FROM AMERICA'S MOST TRUSTED PRINTER BRAND – The OfficeJet Pro 8125 is perfect for home offices printing professional-quality color documents like business documents, reports, presentations and flyers. Print speeds up to 20 ppm black, 10 ppm color.
3 MONTH TRIAL OF INSTANT INK INCLUDED – Subscribe to the Instant Ink delivery service to get ink delivered directly to your door before you run out, and you save up to 50% on ink; after 3 months, a monthly fee applies unless cancelled
KEY FEATURES – Fast color printing, scan, copy, auto 2-sided printing, auto document feeder, and a 225-sheet input tray
2.7-INCH TOUCHSCREEN – Quickly navigate your printer with a large color touchscreen and a phone-like user interface
WIRELESS PRINTING – Stay connected with our most reliable dual-band Wi-Fi, which automatically detects and resolves connection issues

SaleNo. 6

Canon PIXMA TR4720 All-in-One Wireless Printer, Home Use with Auto Document Feeder, Mobile Printing and Built-in Fax, Black

Wireless 4-in-1 (print | copy | scan | fax)..Power Consumption: 7W (0.8W Standby / 0.3W Off)
Print speed up to: 4" x 6" Borderless Photo (PP-201): Approx. 65.0 Seconds / Black Document (Letter/Simplex): Approx. 8.8 ipm / Color Document (Letter/Simplex): Approx. 4.4 ipm
Designed for easy ink cartridge installation and replacement.
Auto 2-sided printing and auto document feeder.
Produce quality documents, photos and boarderless prints up to 8.5" x 11".

No. 7

Brother MFC-L3720CDW Wireless Color Laser Printer with Scanner, Copier and Fax | Auto Duplex and 250-Sheet Capacity | Includes Refresh Subscription Trial(1). Amazon Dash Replenishment Ready

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

SaleNo. 8

Brother Work Smart 1360 Wireless Color Inkjet All-in-One Printer with Automatic Duplex Printing and 1.8” Color Display | Includes Refresh Subscription Trial(1) (MFC-J1360DW) (Uses LC501 Series Inks)

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) .

Choosing the Right Office Printer for Your Small Business

Picking the perfect printer for your small business feels like a big decision. You need something reliable that won’t break the bank. This guide helps you find the best fit.

Key Features to Look For

When you’re shopping, keep these important features in mind.

Print Speed: This is how fast the printer can print pages. Businesses that print a lot need a faster printer. Look for pages per minute (ppm). A good speed for small offices is usually between 20-40 ppm.
Print Quality: You want clear text and bright, accurate colors. For documents, sharp black text is key. For marketing materials, good color quality matters.
Connectivity: How does the printer connect to your computers?
- USB: Connects directly to one computer.
- Ethernet: Connects to your office network. This lets multiple people print.
- Wi-Fi: Connects wirelessly. This offers the most flexibility.
All-in-One Capabilities: Many printers can also copy, scan, and fax. This saves space and money.
Paper Handling: Think about how much paper you print.
- Paper Tray Capacity: How many pages can the tray hold? Larger trays mean less refilling.
- Duplex Printing: This feature prints on both sides of the paper automatically. It saves paper and time.
Cost of Ownership: The initial price is important, but so are the running costs. This includes ink or toner, paper, and electricity.

Important Materials and Technology

The type of printer technology affects its performance and cost.

Inkjet Printers: These use liquid ink. They are usually cheaper to buy. They are good for vibrant color photos and graphics. However, ink cartridges can be expensive and may dry out if not used often.
Laser Printers: These use toner powder. They are often more expensive upfront. They print text very sharply and quickly. Toner cartridges last longer and are often cheaper per page than ink. Laser printers are great for high-volume text printing.

Factors That Improve or Reduce Quality

Several things make a printer work well or not so well.

Resolution (DPI): This stands for dots per inch. Higher DPI means sharper images and text. For documents, 600 DPI is usually good. For photos, 1200 DPI or higher is better.
Ink/Toner Quality: Using genuine ink or toner from the manufacturer usually gives the best results. Cheaper, off-brand options can sometimes lead to faded colors or clogged print heads.
Paper Type: The paper you use makes a difference. Standard copy paper works for most jobs. For professional-looking flyers or photos, use special photo paper or cardstock.
Maintenance: Keeping your printer clean and running regular maintenance checks helps it last longer and print better.

User Experience and Use Cases

Think about how you and your team will actually use the printer.

Ease of Use: Is the control panel simple to understand? Can you connect new devices easily?
Mobile Printing: Can you print from your phone or tablet? This is very handy for busy workplaces. Apps like AirPrint (Apple) or Mopria make this easy.
Volume of Printing:
- Low Volume (e.g., occasional documents): A basic inkjet or small laser printer might be fine.
- Medium Volume (e.g., daily reports, invoices): A faster laser printer or a high-yield inkjet is a good choice.
- High Volume (e.g., marketing materials, large reports): Look for robust laser printers with large paper trays and fast speeds.
Type of Documents:
- Text-Heavy Documents: Laser printers excel here.
- Color Graphics and Photos: Inkjet printers often provide better color vibrancy.

Frequently Asked Questions (FAQ)

Q: What’s the biggest difference between inkjet and laser printers?

A: Inkjet printers use liquid ink and are good for color photos. Laser printers use toner powder and are better for sharp text and faster printing.

Q: How do I know if I need an all-in-one printer?

A: If you need to copy, scan, or fax documents, an all-in-one printer saves you money and space compared to buying separate machines.

Q: What does “ppm” mean for printer speed?

A: “Ppm” stands for pages per minute. It tells you how many pages the printer can print in one minute. Faster ppm means less waiting.

Q: Is Wi-Fi printing really that useful?

A: Yes, Wi-Fi printing lets you print from any device on your network without needing cables. You can even print from your phone.

Q: How important is “DPI” for print quality?

A: DPI (dots per inch) measures how sharp your printed images and text are. Higher DPI means clearer, more detailed prints.

Q: What is duplex printing, and why should I care?

A: Duplex printing prints on both sides of the paper automatically. It saves you paper and also saves you time from flipping pages yourself.

Q: Should I buy brand-name ink or toner or a cheaper alternative?

A: Brand-name ink or toner usually gives you the best quality and reliability. Cheaper alternatives might save money upfront but can cause problems later.

Q: How much should I expect to spend on a small business printer?

A: Prices vary widely. Basic printers can be under $100, while feature-rich all-in-one laser printers can cost $300 or more. Consider the total cost of ink/toner too.

Q: What if my business prints a lot of color graphics?

A: For vibrant color graphics and photos, a good quality inkjet printer is often the better choice. Some laser printers also offer great color, but they can be more expensive.

Q: How can I make my printer last longer?

A: Use good quality paper and ink/toner. Keep your printer clean and follow the manufacturer’s maintenance guidelines. Printing regularly helps prevent ink from drying out.