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10 Best Small Business Printers
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Buying Guide for the Best Small Business Printers
Choosing the right printer for your small business involves thinking about the specific printing tasks you perform most often, how many people will use the printer, and what kind of documents you need to produce. It's important to match the printer's features to your office's needs to maximize efficiency and avoid paying for options you won't use. Understanding key printer specifications will help you narrow down your choices and find a model that fits seamlessly into your workflow.Printer Type (Laser vs. Inkjet)The type of printer determines how it prints documents and the kinds of tasks it handles best. Laser printers use toner and are excellent for fast, crisp black-and-white text, making them ideal for high-volume office work. Inkjet printers use liquid ink and are better suited for producing colorful graphics, images, or occasional photos. If your business mainly produces text documents like invoices or reports, a laser printer is typically more efficient. If you regularly print brochures, marketing materials, or need high color accuracy, an inkjet might be the right fit.
Print Speed (Pages Per Minute, PPM)Print speed tells you how many pages the printer can produce in one minute. This spec is particularly important if you print large batches of documents and don't want employees to wait around for print jobs to finish. Lower print speeds (under 20 ppm) suit small offices with minimal printing needs, mid-range speeds (20-40 ppm) are great for busy small teams, while higher speeds (over 40 ppm) support larger offices with heavy daily printing. Consider your business's print volume: more frequent and larger jobs benefit from higher speeds.
Print Resolution (DPI)Print resolution, measured in dots per inch (DPI), affects how sharp and detailed printed text and images will look. Lower resolutions (up to 600 DPI) are fine for basic text documents. Medium resolutions (600-1200 DPI) offer clearer graphics and better readability while higher resolutions (above 1200 DPI) produce crisp images and sharp text, needed for graphics-rich documents. If your documents need to look professional with high-quality graphics or detailed logos, aim for a printer with higher resolution capabilities.
Connectivity OptionsConnectivity refers to how the printer links to your computers or network. Basic options include USB connections for one-to-one use, while networked options like Ethernet or wireless (Wi-Fi) allow multiple employees to print from different devices. If you have a team sharing the printer, network or wireless capabilities are essential for flexibility and convenience. Also, consider mobile printing support if your team often prints from smartphones or tablets.
Paper Handling and CapacityPaper handling covers the types and sizes of paper the printer can accept, along with how many sheets it can store at once. Small trays (under 150 sheets) are suited for light use, medium trays (150-300 sheets) are good for steady office work, while large capacity trays (over 300 sheets) mean less refilling in high-volume environments. If you print envelopes, labels, or heavier stock, check that the printer supports these materials. Choose a printer that can comfortably keep up with your regular workload and media needs.
All-in-One Features (Print, Copy, Scan, Fax)All-in-one or multi-function printers combine printing, scanning, copying, and usually faxing, into one device. These are useful if your business needs to digitize documents, create copies, or send faxes regularly. If you only need to print, a single-function printer may suffice, but if you handle various paperwork tasks, an all-in-one device simplifies office routines and saves space.
Duty CycleDuty cycle indicates the maximum number of pages a printer can handle each month without risking wear and tear. Lower duty cycles (under 2,000 pages) work for smaller operations, mid-level duty cycles (2,000 to 10,000 pages) fit most small offices, and higher ones are for businesses with heavy, consistent printing. Check your average and peak monthly printing needs—and select a printer with a duty cycle that safely covers your usage.
Operating Costs (Consumables Efficiency)Operating costs relate to how often you will need to replace ink, toner, and other supplies. Some printers use high-yield or large capacity cartridges, reducing the need for frequent changes, while others may require more regular maintenance or new cartridges. If keeping costs consistent and minimizing interruptions is important, look for models that are known for efficient use of consumables and easy cartridge availability.