If you need to print out flyers, process office work claims, or produce hard-copy documents, having a printer that can multitask different jobs is invaluable for a small business. Since there may be a few employees who may need to share this printer, the best small business printer should be able to handle a high amount of pages at an affordable cost and without constantly running out of ink. Pages should print quickly, and these printers should have additional features like duplex printing or an automatic document feeder that can help simplify your workload.
We've tested over 70 printers, and below are our recommendations for the best small business printer you can buy. You can also check out our recommendations for the best all-in-one printers, the best home printers, and the best photo printers.
The best small business printer that we've tested is the Canon imageCLASS MF644Cdw. It's large and ideally suited for those who want big print jobs done quickly. Despite it being bulky, accessing paper jams and toner cartridges is easy thanks to its user-friendly design. It also has great scanning features, like its automatic document feeder and single-pass duplex scanning. While the scanner's resolution is on the lower side, it should be more than adequate for scanning documents.
On top of that, it has an outstanding cartridge system that can yield a high number of black and color pages before the toner needs to be replaced. The cartridges themselves are a bit more expensive due to the built-in drum unit. The overall cost-per-print is great, especially when printing with black ink. In terms of connectivity, you can use it with a USB connection, your Wi-Fi network, Ethernet, and you can even print from your mobile device by using AirPrint or Mopria. It's compatible with Canon's PRINT Inkjet/SELPHY companion app as well.
Unfortunately, color photos look terrible, with details are missing due to the photos appearing too dark. Likewise, there's a lot of banding present, and the cost of printing in color increases quite a bit the more you use it. If you plan on using this printer solely for documents, it's an excellent choice.
If you'd prefer an inkjet printer, consider the HP OfficeJet Pro 9025. Although it can't print MS Office files from a mobile device and the color accuracy isn't as good, it has a better photo printing quality, and its scan resolution is double that of the Canon imageCLASS MF644Cdw. Unlike the Canon, it allows you to print borderless photos and has more print size variety like 4" x 6", 5" x 7", and A6. On the other hand, it's much slower at printing photos or color documents, and it's only marginally faster at printing black text documents. Its bigger input tray capacity allows you to refill the paper less often, but the estimated page yield is less than the Canon, so you'll have to replace the cartridges more often. Nonetheless, its cost-per-print is still cheaper in the long run.
If you want a printer that prints Office files from a mobile device and has better color accuracy, go with the Canon, but if you often print photos and need a higher scan resolution, the HP is better for your needs.
The best monochrome printer for small businesses we've tested is the Canon imageCLASS MF445dw. This all-in-one laser model feels incredibly well-built, and it provides easy access to the toner cartridges and paper jams. It features an impressive scanner, including a flatbed, an automatic document feeder that performs double-sided scans, as well as copy and fax capabilities. The scan resolution isn't as high as other options, but it should still be high enough to scan black-and-white documents.
It has an outstandingly high page yield for black prints, and it even accepts high-yield toner cartridges that should last you even longer, though we haven't tested them. Since you won't need to replace the toner cartridge often, the cost-per-print remains exceptionally low. It also prints black-only text documents very quickly. You can connect to it via Ethernet, USB, Wi-Fi, AirPrint, and Mopria Print, as well as from an external storage device, but sadly it doesn't support SD cards.
Unfortunately, since it's a monochrome printer, it may not be an ideal choice if you occasionally need to print in color. Like most laser models, it's terrible at printing photos even only in black and white, with images looking washed out and lacking detail. It also lacks Bluetooth support, which may be disappointing for some. Nevertheless, this is a fantastic option for small businesses, especially if you only print in black and white, and it's among the best office printers we've tested.
If you want to spend less money upfront on a laser printer, check out the Brother MFC-L2750DW. Although its page yield is lower, and it can't print off of external storage devices like the Canon imageCLASS MF445dw can, it has a somewhat lower cost-per-print, and it's cheaper. The toner cartridges don't last as long, but they cost less, which helps to keep the print cost low. Its scanner resolution is double that of the Canon, and it prints black-only text documents even faster. From the outstanding Brother iPrint&Scan app, you can print, scan, and copy directly from your smartphone, as well as perform maintenance tasks and check toner levels. Sadly, it's terrible at printing photos, like most laser printers.
If you want an amazing printer with a higher page yield, get the Canon, but if you want something that's cheaper upfront and has a lower cost-per-print, go with the Brother.
The best budget printer for small businesses that we've tested is the Canon PIXMA TR7520. Thanks to its compact size, it fits well in small spaces. Its build quality and design are only okay because it's difficult to access paper jams, and its scan lid doesn't open enough for thicker documents or books. However, it has great connectivity options, letting you connect to it via Wi-Fi, Bluetooth, or USB, and you can also print documents from a mobile device through both Apple AirPrint and Mopria Print Service.
The Canon's printing speed is decent, with its first black text page coming out in under 10 seconds, but the next pages don't get much faster for black text or color documents. Photos print fairly quickly, and its photo printing quality is great, with deep blacks and well-defined colors. The cost-per-print is also impressive even if you print a lot. It has a total input tray capacity of 200 pages, so you won't have to reload too often.
Unfortunately, it falls a little short in its black page yield, meaning you need to regularly replace the cartridge if you use black ink often. Also, its color accuracy is only adequate, with some colors being inaccurate. This shouldn't be an issue if you're adding a splash of color to a document, but if your business is in a field where color is important, this model isn't recommended. Overall, this is still the best printer for your small business if you're on a budget and need a variety of features.
11/19/2020: Minor text and structure changes, no changes to picks.
07/22/2020: Removed Brother MFC-L3770Cdw and Brother HL-L2395dw. Added Canon imageCLASS MF644Cdw and Canon imageCLASS MF445dw.
Our recommendations above are what we think are currently the best printers for small businesses for most people. We factor in the price, feedback from our visitors, and availability.
If you would like to do the work of choosing yourself, here's the list of all our printer reviews. Be careful not to get too caught up in the details. While no printer is perfect for every use, most are good enough to please almost everyone, and the differences are often not noticeable unless you really look for them.