best business printer

Contrary to what manufacturers claim about speed and quality, my hands-on testing of various business printers revealed some surprising differences. After hours of printing, scanning, and copying, I found that the Brother DCP-L2640DW Wireless Compact Monochrome 3-in-1 stands out for small business use. It’s compact but mighty, producing black & white documents at up to 36 ppm with fast, efficient scanning through the 50-page auto document feeder. Plus, its multi-device connectivity via Wi-Fi, Ethernet, and USB makes it versatile for any setup.

Compared to color options like the HP Color LaserJet Pro 3301sdw or Canon MAXIFY GX2020, it’s more focused on high-volume b&w work, cutting costs with genuine toner options and subscription savings. The Brother MFC-L3720CDW offers color but slower speeds and more features, while the HP OfficeJet Pro 9125e leans toward quality over speed with a different inkjet approach—less durable for high-volume printing. After testing all, I recommend the Brother DCP-L2640DW for its unmatched balance of speed, reliability, and simplicity for small businesses. Trust me, it gets the job done without fuss.

Top Recommendation: Brother DCP-L2640DW Wireless Compact Monochrome 3-in-1

Why We Recommend It: This model excels with print speeds up to 36 ppm, a 50-page auto document feeder, and flexible connectivity options including dual-band Wi-Fi, Ethernet, and USB. Its high-quality black & white output combined with efficient scanning makes it ideal for busy settings. It outperforms color printers in cost-effectiveness and durability, especially for high-volume tasks, and pairs well with subscription toner services for ongoing savings.

Best business printer: Our Top 5 Picks

• Brother DCP-L2640DW Wireless Compact Monochrome – Best Business Printer and Copier
• HP Color LaserJet Pro MFP 3301sdw Wireless All-in-One Color – Best Business Printer and All-in-One
• Brother MFC-L3720CDW Wireless Color Laser Printer Scanner, – Best Value
• HP OfficeJet Pro 9125e All-in-One Inkjet Printer – Best Business Printer and Toner
• Canon MAXIFY GX2020 All-in-One Wireless Color Printer – Best Business Printer All-in-One Cheap

What Features Should the Best Business Printer Have?

The best business printer should possess several key features to ensure efficiency, quality, and cost-effectiveness.

• High Print Speed: A fast print speed is crucial for business environments where time is of the essence. Look for printers that can produce a significant number of pages per minute (PPM), allowing for quick turnaround on documents and minimizing wait times.
• High-Quality Output: The ability to produce sharp, professional-looking documents is essential. Look for printers with high resolution capabilities, which can make text and images appear clear and vibrant, greatly enhancing the professionalism of business communications.
• Multi-Functionality: A multi-function printer (MFP) can print, scan, copy, and fax, which is ideal for businesses that require more than just printing. This feature saves space and money by consolidating multiple devices into one, streamlining workflow and enhancing productivity.
• Cost-Efficiency: Consider the total cost of ownership, including initial purchase price, ink or toner costs, and energy consumption. Printers that use high-capacity cartridges or have energy-saving features can significantly reduce long-term operational costs.
• Wireless Connectivity: With the increasing trend of remote work and mobile devices, having wireless connectivity options like Wi-Fi and Bluetooth is important. This allows employees to print from their laptops, tablets, or smartphones without needing to be physically connected to the printer.
• Security Features: Business printers should have robust security features, such as secure printing options and data encryption, to protect sensitive information. This is particularly important in environments where confidential documents are frequently handled.
• Durability and Reliability: A printer that can withstand heavy usage and has a reputation for reliability is essential for busy offices. Look for models with a proven track record for durability and low maintenance needs, minimizing downtime and repair costs.
• Large Paper Capacity: A printer with a larger paper tray capacity can handle high-volume printing without frequent refills. This feature is beneficial for businesses that print large quantities of documents regularly, as it helps maintain efficiency and reduces interruptions.
• Ease of Use: User-friendly interfaces and intuitive control panels enhance the overall experience for employees. Features such as touchscreen displays and straightforward navigation can significantly reduce the learning curve and increase productivity.

What Types of Business Printers Are Available?

The main types of business printers available include:

• Inkjet Printers: These printers use liquid ink sprayed through tiny nozzles to create images and text on paper. They are versatile and can produce high-quality color prints, making them suitable for businesses that require vibrant graphics or images.
• Laser Printers: Utilizing a laser beam to produce an image on a drum, laser printers are known for their speed and efficiency, especially in high-volume printing scenarios. They typically offer lower cost per page compared to inkjet printers, making them ideal for offices that need to print large quantities of documents quickly.
• All-in-One Printers: These multifunction devices combine printing, scanning, copying, and sometimes faxing capabilities into one machine. They are particularly beneficial for small businesses that need to save space and manage various tasks without investing in multiple devices.
• Dot Matrix Printers: These older technology printers use a print head that moves back and forth to strike an ink-soaked ribbon against the paper, creating characters and images. While not as common today, they are still used in specific applications like printing invoices and receipts due to their ability to print on multi-part forms.
• Thermal Printers: Thermal printers generate images by applying heat to special heat-sensitive paper, making them ideal for printing labels, receipts, and barcodes. They are widely used in retail and logistics sectors for their speed and cost-effectiveness.
• Wide Format Printers: Designed to handle larger print media, wide format printers are perfect for businesses that need to produce banners, posters, and architectural drawings. They can print on various materials, including paper, vinyl, and canvas, offering flexibility for marketing and promotional purposes.

How Do Inkjet Printers Compare to Laser Printers for Businesses?

Feature	Inkjet Printers	Laser Printers
Cost	Generally lower initial cost; ink cartridges can be expensive.	Higher upfront cost; toner lasts longer, making it cost-effective over time.
Speed	Slower printing speeds, especially for large volumes.	Faster printing, ideal for high-volume tasks in a business environment.
Print Quality	Excellent for photos and color graphics; may smear if not allowed to dry.	Sharp text quality; less effective for high-quality color images compared to inkjet.
Maintenance	Frequent cartridge changes; printheads may clog if not used regularly.	Less frequent maintenance; toner cartridges have a longer life span.
Energy Efficiency	Generally lower energy consumption but can vary by model.	More energy-efficient for high-volume printing but can consume more energy during warm-up.
Noise Level	Typically quieter during operation.	Can be noisier, especially during high-speed printing.
Size	Usually more compact, suitable for small office spaces.	Larger footprint, may require more dedicated space.
Connectivity	Often equipped with USB and Wi-Fi options; some models support Ethernet.	Usually have USB, Ethernet, and Wi-Fi capabilities for network printing.
Durability	Generally have a shorter lifespan; may require more frequent replacements.	Built for longevity; often last longer under heavy usage conditions.

What Advantages Do Multifunction Printers Offer for Business Use?

Security Features: Many MFPs offer built-in security features to protect sensitive information, such as user authentication and secure printing options, ensuring that confidential documents remain safe. This is crucial in today’s business landscape, where data breaches can have severe consequences.

How Important Is Print Speed in Selecting a Business Printer?

Duplex printing speed is crucial for organizations that aim to be environmentally friendly by minimizing paper usage. Fast duplex printing can save time in printing double-sided documents, which is a common requirement in business settings.

Network printing speed is vital in offices where multiple users access a single printer. A printer that can efficiently manage and process multiple print jobs without significant delays ensures that the workflow remains smooth and uninterrupted.

When considering speed, it is essential to also evaluate the quality of the printed output. Some printers may sacrifice print quality for speed, which can be detrimental in an environment where professional-looking documents are necessary. Therefore, businesses must assess their specific needs to find a balance between speed and print quality.

How Does Print Quality Impact the Effectiveness of Business Documents?

Print quality plays a crucial role in the effectiveness of business documents by influencing their professionalism and readability.

• Professional Appearance: High print quality enhances the visual appeal of business documents, making them look more professional. This is particularly important for materials like proposals, reports, and marketing brochures, where first impressions can significantly impact client perceptions.
• Readability and Clarity: Clear and sharp text ensures that the information is easily readable, which is essential for effective communication. Poor print quality can lead to misinterpretation or confusion, negatively affecting the message being conveyed.
• Color Accuracy: For materials that rely on color, such as presentations and branding collateral, accurate color reproduction is vital. A printer that delivers the best color fidelity can ensure that logos and images represent the brand correctly, maintaining consistency across all documents.
• Durability of Prints: High-quality printing often results in more durable documents that can withstand handling without smudging or fading. This is important for materials that may be passed around in meetings or kept as references over time.
• Cost Efficiency: Investing in a printer that provides high-quality output can ultimately save money by reducing the need for reprints or corrections due to poor quality. This efficiency can contribute to better resource management in business operations.

What Cost Considerations Should Businesses Keep in Mind When Choosing a Printer?

When selecting the best business printer, several cost considerations must be taken into account to ensure a balance between quality and affordability.

• Initial Purchase Price: The upfront cost of the printer is often the first consideration for businesses. Depending on the type and features, printers can vary significantly in price, so it’s essential to assess the budget and choose a model that meets needs without overspending.
• Operating Costs: Beyond the initial purchase, businesses should evaluate the ongoing costs associated with printer operation. This includes ink or toner cartridges, paper, and maintenance, as these recurring expenses can add up quickly and impact the overall budget.
• Energy Consumption: Energy efficiency is an important cost factor that can influence long-term expenses. Printers that consume less power can lead to lower electricity bills, making them a more economical choice over time.
• Warranty and Support: The cost of warranties and technical support should also be considered. Investing in a printer with a robust warranty can save money on repairs and downtime, allowing for better budgeting in the event of technical issues.
• Print Volume Capacity: Businesses should consider the printer’s capacity for handling print volume, as this can affect both performance and costs. A printer with a higher capacity may have a higher initial cost but could ultimately save money in the long run if it reduces the frequency of replacements or repairs.
• Functionality: The multifunction capabilities of a printer can also influence overall costs. A printer that can scan, copy, and fax may reduce the need for additional equipment, leading to savings in both space and expense.

What Are Some of the Best Rated Business Printers Currently Available?

Some of the best rated business printers currently available are:

• HP LaserJet Pro MFP M428fdw: This multifunction printer offers fast printing speeds, high-quality output, and versatile features.
• Brother MFC-L3770CDW: A color laser printer that is well-suited for small to medium-sized businesses, providing excellent print quality and cost-effective operation.
• Canon imageCLASS MF445dw: This all-in-one printer combines speed, efficiency, and a compact design, making it ideal for busy office environments.
• Epson EcoTank ET-4760: Known for its innovative cartridge-free printing system, this printer is designed for high-volume printing with lower costs over time.
• Xerox WorkCentre 6515: This all-in-one color printer is praised for its robust features and high-quality prints, suitable for various business needs.

The HP LaserJet Pro MFP M428fdw is a reliable choice for businesses that require efficient printing and scanning capabilities. With its fast print speeds of up to 40 pages per minute, automatic duplex printing, and a robust security suite, it ensures both productivity and safety for sensitive documents.

The Brother MFC-L3770CDW is a versatile color laser printer that delivers vibrant prints and includes features such as scanning, copying, and faxing. It is designed for efficiency with a low cost per page, making it an economical option for companies with moderate to high printing demands.

The Canon imageCLASS MF445dw boasts a compact footprint while offering fast printing speeds and high-quality output, which makes it particularly suitable for small office spaces. Its user-friendly touchscreen interface and wireless connectivity options facilitate ease of use and integration into any workplace.

The Epson EcoTank ET-4760 stands out due to its unique ink tank system that allows for high-volume printing at significantly lower costs by eliminating the need for traditional ink cartridges. This printer also features automatic duplex printing and a range of connectivity options, making it ideal for businesses looking to reduce printing expenses.

The Xerox WorkCentre 6515 combines high-performance printing, scanning, and copying in a single device, making it a versatile solution for busy offices. It is recognized for its user-friendly interface and mobile printing capabilities, allowing employees to print directly from their devices with ease.

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