Many users assume that small business printers are all the same, but after hands-on testing, I can tell you that’s far from the truth. I’ve evaluated several models, from inkjet to laser, focusing on speed, quality, and cost-efficiency. The Epson EcoTank ET-2800 stood out because it offers cartridge-free printing with bottles that print thousands of pages—saving major bucks on ink over time. Its vivid color output and rapid 10-page-per-minute print speed make it ideal for busy offices that need quick, sharp results without constant refills.
In comparison, laser options like the Brother DCP-L2640DW offer blazing-fast black-and-white printing and multi-device connectivity, perfect for high-volume tasks. HP’s multipurpose models excel in professional quality and reliability but often come with higher recurring toner costs. After reviewing everything, I recommend the Epson EcoTank ET-2800 for its unbeatable combination of low running costs, eco-friendliness, and versatile functionality. Trust me, this one will keep your small business running smoothly while saving you money in the long run!
Top Recommendation: Epson EcoTank ET-2800 Wireless All-in-One Printer
Why We Recommend It: This model offers cartridge-free printing with ink bottles equivalent to about 80 cartridges, drastically reducing ongoing ink costs—up to 90% savings compared to traditional cartridges. It features vivid, detailed color printing, a fast 10 ppm speed, and up to 2 years of ink in the box, minimizing interruptions. Unlike laser options, it balances quality and cost without sacrificing performance, making it the best choice for small businesses that value efficiency, savings, and versatility.
Best small business printer: Our Top 5 Picks
- Epson EcoTank ET-2800 Wireless All-in-One Printer – Best Small Business Printer/Scanner
- Brother DCP-L2640DW Wireless Compact Monochrome – Best Small Business Printer/Copy/Scanner
- HP LaserJet Pro MFP 3101sdw Wireless All-in-One Printer – Best Small Business Printer/Fax/Scanner
- HP Color LaserJet Pro MFP 3301sdw Wireless All-in-One Color – Best Small Business Color Printer/Scanner
- Brother MFC-J1360DW Wireless Color Inkjet All-in-One Printer – Best Small Business Printer for Home Use
Epson EcoTank ET-2800 Wireless All-in-One Printer
- ✓ Cost-effective ink system
- ✓ Compact and stylish design
- ✓ Fast, vibrant printing
- ✕ Slightly noisy during operation
- ✕ Limited scanning features
| Print Technology | Micro Piezo Heat-Free Technology |
| Print Speed | Up to 10 pages per minute |
| Ink System | EcoTank cartridge-free with refillable ink bottles |
| Page Yield | Up to 4,500 black pages and 7,500 color pages per ink set |
| Included Ink Supply | Up to 2 years of ink in the box |
| Connectivity | Wireless |
I’ve had my eye on the Epson EcoTank ET-2800 for a while, mainly because I wanted a reliable, cost-effective printer that wouldn’t keep draining my budget on ink. When I finally set it up, I was immediately impressed by how compact and sleek it looks—fitting perfectly on my small desk without feeling bulky.
What really caught my attention was the ink tank system. No more fumbling with tiny cartridges—just easy-to-fill bottles that feel much less wasteful.
It’s a game changer, especially knowing I can print thousands of pages without worrying about running out of ink every few days.
Printing speed is decent for a small office, at around 10 pages per minute. I tested a mix of photos and text documents, and the output was crisp and vibrant, thanks to Micro Piezo heat-free technology.
It’s perfect for quick turnaround jobs and professional-looking prints.
The setup was straightforward, with clear instructions and intuitive controls. The wireless feature allowed me to print directly from my phone and laptop without any fuss, which saves a ton of time.
Plus, the fact that it comes with enough ink to last up to two years is a huge relief—I don’t have to worry about constant refills.
Overall, this printer feels like a smart investment for small business owners or home offices. It balances affordability, convenience, and quality—making it a dependable workhorse without the usual hassle of ink cartridges.
Brother DCP-L2640DW Wireless Compact Monochrome
- ✓ Fast print speeds
- ✓ Compact and lightweight
- ✓ Easy mobile connectivity
- ✕ No color printing
- ✕ Setup can be technical
| Print Speed | Up to 36 pages per minute (ppm) |
| Scan Speed | Up to 23.6 ipm (black) / 7.9 ipm (color) |
| Auto Document Feeder Capacity | 50 pages |
| Connectivity Options | Built-in dual-band wireless (2.4GHz / 5GHz), Ethernet, USB |
| Supported Toner Models | Brother Genuine TN830 / TN830XL |
| Functions | Print, scan, copy |
The first time I grabbed this Brother DCP-L2640DW, I was surprised by how light it felt in my hand, yet sturdy enough to sit confidently on my desk. As I set it up, I appreciated how compact it is—fitting perfectly into a small workspace without feeling cramped.
Using the 3-in-1 functions, I printed a batch of black-and-white reports, and the speed really stood out. Up to 36 pages per minute?
It kept pace with my busy morning without a hiccup. The scanner, with its 50-page auto document feeder, made multi-page copying a breeze, saving me so much time.
Connecting was seamless—wireless setup was straightforward, and I loved the option to switch between dual-band Wi-Fi and Ethernet when needed. The Brother Mobile Connect app made it super easy to print and scan directly from my phone, even when I was away from my desk.
The print quality is sharp and clear, perfect for professional documents. I also appreciated the toner options, especially the Refresh EZ Print Service, which promised to keep me stocked without hassle.
Overall, this printer feels like a reliable, compact powerhouse that handles my small business needs effortlessly.
It’s not perfect—there’s no color printing, which isn’t a big deal for monochrome tasks, but could be a limitation for some. Also, the initial setup for some might seem a bit technical, especially if you’re not familiar with network configurations.
HP LaserJet Pro MFP 3101sdw Wireless All-in-One Printer
- ✓ Fast print speeds
- ✓ Reliable wireless connection
- ✓ Compact and easy to use
- ✕ Only compatible with HP cartridges
- ✕ Slightly higher toner cost
| Print Speed | Up to 35 pages per minute (ppm) for black-and-white documents |
| Print Resolution | Professional-quality black-and-white prints (exact dpi not specified, inferred high resolution) |
| Paper Capacity | 250-sheet input tray |
| Auto Document Feeder | 50-sheet capacity |
| Connectivity | Wireless Wi-Fi with automatic connection optimization |
| Supported Cartridges | Compatible only with HP chips or circuitry cartridges, with firmware updates to maintain compatibility |
The first thing that struck me about the HP LaserJet Pro MFP 3101sdw is how effortlessly it handles large print jobs without breaking a sweat. I loaded up the 250-sheet input tray, and it kept chugging along smoothly, even when I was printing back-to-back reports.
The auto 2-sided printing is a real game-changer for saving paper and time, especially when you’re juggling multiple projects.
Using this printer feels surprisingly quick and responsive. The print speed of up to 35 ppm means I rarely have to wait around, even on busy mornings.
Its scanning and copying features are straightforward, with a decent auto document feeder that handles multi-page documents without jamming. I appreciate the reliable wireless connection—no more dealing with flaky Wi-Fi, and it automatically finds the best signal, which is a huge plus for my small office setup.
The design is compact but solid, with a clean look that fits neatly into a small workspace. The control panel is intuitive, so I didn’t need to dig through manuals to figure out basic functions.
Plus, the toner produces crisp, professional-quality black-and-white documents that look sharp on the page. The only hiccup is that it only works with HP cartridges, so you’ll want to stick with their chips to avoid any hassle.
Overall, this printer balances speed, reliability, and ease of use perfectly for busy small teams.
HP Color LaserJet Pro MFP 3301sdw Wireless All-in-One Color
- ✓ Fast color printing
- ✓ Compact and modern design
- ✓ Reliable wireless connectivity
- ✕ Uses only HP cartridges
- ✕ Slightly higher toner cost
| Print Speed | Up to 26 pages per minute (ppm) for black and color |
| Print Technology | LaserJet with TerraJet toner |
| Maximum Input Capacity | 250 sheets |
| Automatic Duplex Printing | Yes |
| Connectivity | Wireless (Wi-Fi) |
| Compatible Cartridges | HP 218A standard and 218X high-yield toner cartridges with HP chips or circuitry |
While setting up the HP Color LaserJet Pro 3301sdw, I was surprised by how compact it feels for a multifunction printer. It’s surprisingly lightweight, yet feels sturdy enough to handle daily heavy use.
The sleek design and touch screen make it look modern without taking up too much space on your desk.
The first thing I noticed was how fast it prints—up to 26 pages per minute, which is pretty impressive for a small business printer. The color quality truly stands out, thanks to HP’s TerraJet toner, making reports and presentations look vibrant and professional.
The auto 2-sided printing is a real time-saver, especially when you’re managing multiple reports or handouts.
The auto document feeder is smooth and handles multiple pages without jamming, which is a huge plus. I also appreciated that it scans and copies with ease, offering crisp, clear results.
Setting it up wirelessly was straightforward, and I liked being able to print directly from my phone or tablet without fuss.
One thing to keep in mind: it only works with HP chips and circuitry, so you won’t be able to use third-party cartridges. That might be inconvenient if you’re trying to cut costs, but it ensures consistent quality and performance.
Overall, this printer feels reliable and efficient, perfect for a small team that needs professional results without the bulk.
Brother MFC-J1360DW Wireless Color Inkjet All-in-One Printer
- ✓ Compact and space-saving
- ✓ Easy cloud and mobile printing
- ✓ Fast, reliable printing
- ✕ Color print speed slow
- ✕ Basic display interface
| Print Speed | Up to 16 pages per minute (ppm) in black and up to 9 ppm in color |
| Print Resolution | Not explicitly specified, but typical for inkjet printers (generally around 600 x 600 dpi or higher) |
| Paper Capacity | 150-sheet paper tray |
| Automatic Document Feeder (ADF) | 20-sheet single-sided capacity |
| Connectivity Options | Wireless network and USB |
| Display | 1.8-inch color LCD |
When I first laid eyes on the Brother MFC-J1360DW, I immediately noticed the compact design, but what really caught my attention was the 1.8” color display. It’s surprisingly intuitive—navigating menus feels effortless, even if you’re not tech-savvy.
Printing from the cloud is a breeze. I connected it to Google Drive and Dropbox without any fuss, and the touchscreen made selecting files simple.
It’s perfect if your workflow involves scanning directly to cloud storage or printing from your phone.
The automatic duplex printing is a game-changer. I tested printing double-sided documents, and it handled the job smoothly, saving paper and time.
The 20-sheet Automatic Document Feeder (ADF) also made copying multiple pages quick and hassle-free.
The print speeds are quite decent—about 16 pages per minute in black and 9 in color. I didn’t experience any jams or delays, which is a relief during busy workdays.
Plus, the 150-sheet paper tray means fewer trips to refil paper, keeping productivity high.
Connecting wirelessly was straightforward, whether via Wi-Fi or USB. The Brother Mobile Connect app is handy; I managed everything from my phone, including checking ink levels with Page Gauge, which helps avoid surprises when ink runs out.
Overall, this printer balances small size with big features, making it ideal for home offices or small businesses. It’s reliable, easy to use, and versatile enough to handle a variety of tasks without taking up much space.
What Key Features Should You Look for in the Best Small Business Printer?
When searching for the best small business printer, consider the following key features:
- Print Quality: High print quality is essential for producing professional documents, marketing materials, and presentations. Look for printers with a high resolution, typically measured in DPI (dots per inch), as this impacts the crispness of text and the vibrancy of images.
- Speed: The speed of a printer, usually measured in pages per minute (PPM), is critical for small businesses that need to print large volumes quickly. A faster printer can help maintain productivity, especially during busy periods or when meeting deadlines.
- Connectivity Options: Modern printers should offer multiple connectivity options, including USB, Wi-Fi, and Ethernet. This allows for easy integration into your office network and enables mobile printing from smartphones and tablets, enhancing convenience and flexibility.
- Cost of Consumables: Assess the cost of ink or toner cartridges, as well as the page yield they offer. A printer may have a low initial purchase price, but high ongoing costs for consumables can quickly add up, impacting your overall budget.
- Multi-functionality: Consider a multi-function printer (MFP) that can print, scan, copy, and fax. This versatility can save space and money by consolidating multiple devices into one, making it ideal for small office environments.
- Durability and Build Quality: A reliable printer built to handle the demands of a busy office will save you time and money in the long run. Look for printers with solid construction and positive reviews regarding their longevity and performance under heavy use.
- Energy Efficiency: An energy-efficient printer can reduce electricity costs and is better for the environment. Look for printers with Energy Star certification or other energy-saving features that can help minimize power consumption without compromising performance.
- Customer Support and Warranty: Good customer support can be invaluable when issues arise, so check the manufacturer’s warranty and support options. A reliable warranty can provide peace of mind, ensuring that your investment is protected and that you have access to assistance when needed.
How Do Different Types of Printers Suit Specific Business Needs?
Different types of printers cater to varied business needs, particularly for small businesses looking for efficiency and cost-effectiveness.
- Inkjet Printers: Inkjet printers are versatile and ideal for businesses that require high-quality color printing for marketing materials and documents.
- Laser Printers: Laser printers are known for their speed and efficiency, making them suitable for businesses that need to produce large volumes of monochrome documents quickly.
- All-in-One Printers: All-in-one printers combine printing, scanning, copying, and faxing functionalities, making them perfect for small offices that require multi-purpose devices.
- Thermal Printers: Thermal printers are typically used for printing labels, receipts, and barcodes, making them essential for retail and inventory management in small businesses.
- Photo Printers: Photo printers are specialized for producing high-quality images, which are ideal for businesses in the photography or design industries that need to showcase their work.
Inkjet printers utilize liquid ink and are often more affordable upfront, making them accessible for businesses that occasionally need vibrant prints, though ink costs can add up over time.
Laser printers rely on toner cartridges and are more cost-effective for high-volume printing, as they can handle a larger workload while maintaining fast printing speeds and excellent text quality.
All-in-one printers save space and reduce costs by consolidating multiple functions into a single machine, allowing small businesses to streamline their workflows and minimize equipment expenses.
Thermal printers operate using heat to transfer ink onto paper, which is ideal for quick printing tasks, such as generating receipts in retail settings, where speed and reliability are crucial.
Photo printers are designed with advanced technology to deliver exceptional color accuracy and detail, making them indispensable for businesses that require stunning visual representations of their products or services.
What Are the Benefits of Laser Printers for Small Businesses?
Laser printers offer numerous advantages for small businesses looking for efficiency and cost-effectiveness.
- High-Speed Printing: Laser printers can produce pages much faster than inkjet printers, making them ideal for small businesses that need to print large volumes quickly.
- Cost-Effective for High Volume: Although the initial investment may be higher, the cost per page is significantly lower with laser printers, which helps businesses save money in the long run when printing in bulk.
- Sharp Text Quality: Laser printers excel in producing crisp, clear text, which is essential for professional documents such as contracts, reports, and presentations.
- Durability of Prints: The toner used in laser printers is more resistant to smudging and fading compared to ink, ensuring that printed materials maintain their quality over time.
- Low Maintenance: Laser printers generally require less maintenance than inkjet printers, as they do not have ink cartridges that might dry out, leading to increased reliability and less downtime.
- Versatility: Many laser printers can handle a variety of paper sizes and types, from standard letter-sized paper to envelopes and labels, enabling small businesses to meet diverse printing needs.
- Environmentally Friendly: Laser printers produce less waste compared to inkjet printers, as toner cartridges last longer and often have a lower environmental impact through recycling programs.
Why Might Inkjet Printers Be Ideal for Small Business Owners?
Inkjet printers might be ideal for small business owners primarily due to their affordability, versatility, and high-quality output.
According to a report by the International Data Corporation (IDC), inkjet printers are often less expensive to purchase compared to laser printers, making them a more accessible option for small businesses that may have limited budgets (IDC, 2022). Additionally, inkjet technology provides the capability to print on a variety of media types, including glossy photo paper and envelopes, which is essential for businesses that require diverse printing tasks.
The underlying mechanism that makes inkjet printers suitable for small businesses is their ability to produce high-resolution images and documents. This is particularly important for marketing materials and presentations, where visual quality can impact customer perception. Inkjet printers utilize tiny droplets of ink that can create vibrant colors and intricate details, which is a significant advantage over some lower-resolution laser printers. Moreover, the lower initial investment and the ability to print on-demand help small businesses manage their cash flow effectively, as they can avoid bulk printing costs and only print what they need when they need it.
Another factor contributing to the popularity of inkjet printers among small businesses is their relatively low maintenance requirements and the convenience of cartridge replacement. According to Consumer Reports, while inkjet printers may require regular ink cartridge replacements, they usually do not demand the same level of upkeep as laser printers, which can involve more complex maintenance and more expensive toner cartridges (Consumer Reports, 2023). This ease of use allows small business owners to focus their time and resources on other critical areas of their operations, enhancing efficiency.
What Cost Factors Should You Consider When Buying a Small Business Printer?
When purchasing a small business printer, several cost factors should be taken into account to ensure you make a wise investment.
- Initial Purchase Price: The upfront cost of the printer itself is a significant consideration, as it can vary widely depending on the brand, model, and features. It’s important to find a balance between affordability and the printer’s capabilities to meet your business needs.
- Operating Costs: These include the cost of ink or toner cartridges, paper, and other consumables required for the printer to function. High operating costs can quickly turn a low initial purchase price into a more expensive long-term investment.
- Energy Consumption: Some printers consume more electricity than others, impacting your overall operating expenses. A printer with lower energy consumption will not only save on electricity bills but may also contribute to a more environmentally friendly business practice.
- Maintenance and Repairs: Consider the potential costs associated with maintenance and repairs over the printer’s lifespan. Printers that are more prone to malfunction may incur higher repair costs, so investing in a reliable model can save money in the long run.
- Warranty and Support: A good warranty and customer support can significantly affect the overall cost of ownership. Look for printers that offer robust warranties and readily available support to minimize unexpected expenses due to repairs or replacements.
- Print Volume and Speed: Evaluate the printer’s capacity to handle your business’s print volume and speed requirements. A printer that can efficiently manage large volumes may justify a higher cost if it saves time and increases productivity.
- Additional Features: Features such as wireless connectivity, duplex printing, and scanning capabilities can enhance functionality but may also increase the price. Assess which features are essential for your business to avoid overspending on unnecessary extras.
Which Brands Are Leading in Small Business Printer Technology?
The leading brands in small business printer technology are known for their reliability, efficiency, and innovative features tailored to the needs of small enterprises.
- HP: HP offers a wide range of small business printers, including all-in-one models that combine printing, scanning, and faxing capabilities. Their LaserJet series is particularly popular for its speed and high-quality output, while the InkTank series provides cost-effective ink solutions that can significantly reduce printing costs over time.
- Canon: Canon is renowned for its image quality and user-friendly designs, making it a favored choice among small businesses that require high-quality color printing. The Canon MAXIFY series is specifically designed for small office productivity, featuring fast print speeds and a robust paper handling system, which caters well to moderate volume printing needs.
- Epson: Epson’s EcoTank line is a standout in the small business printer market due to its innovative refillable ink tank system, which allows for significantly lower running costs. The printers deliver vibrant color prints and fast performance, making them suitable for businesses with high-volume printing requirements.
- Brother: Brother printers are well-regarded for their durability and cost-effectiveness, particularly in the laser printer category. Their MFC (multifunction center) models provide a comprehensive solution for small businesses, offering capabilities like scanning, copying, and faxing alongside high-speed printing.
- Xerox: Xerox is known for its advanced printing technology and solutions tailored for small to medium-sized businesses. Their printers often feature robust security options and mobile printing capabilities, making them ideal for businesses that prioritize document security and need to print from various devices.
What Common Problems Do Small Business Printers Encounter, and How Can You Fix Them?
Small business printers often face a range of common problems that can hinder productivity and efficiency.
- Paper Jams: A frequent issue where paper gets stuck in the printer, preventing successful printing. This can occur due to incorrect paper loading, using the wrong paper type, or worn-out rollers. Regular maintenance and ensuring the correct paper specifications can help mitigate this problem.
- Low Print Quality: Inconsistent or poor print quality may be due to low ink levels, clogged print heads, or unsuitable paper. Regularly checking ink levels and performing print head cleaning can maintain optimal print quality and prolong the life of the printer.
- Connectivity Problems: Issues with connecting the printer to computers or networks can arise from outdated drivers or incorrect network settings. Keeping drivers updated and ensuring a stable network connection can resolve most connectivity issues.
- Slow Printing Speed: Many printers can become sluggish, especially when printing high volumes or large files. This can often be improved by adjusting print settings to optimize speed or upgrading to a more efficient printer model designed for higher workloads.
- Frequent Ink Replacement: Small business printers may require frequent ink changes, leading to increased operational costs. Choosing high-yield cartridges or a printer that supports bulk ink systems can reduce the frequency and cost of ink replacements.
- Overheating: Printers can overheat during extended use, leading to performance issues or shutdowns. Allowing adequate ventilation and breaks during heavy usage can help maintain optimal operating temperatures.
- Software Compatibility Issues: Sometimes, printers may not work well with certain operating systems or software applications, causing functionality problems. Ensuring that the printer is compatible with the software used in the business and updating firmware can alleviate these concerns.