Choosing the best printer for small business use starts with your workload, not the biggest feature list. Most offices need reliable printing, reasonable running costs, easy networking, and useful scanning features. The right choice also depends on whether you print mostly documents, color materials, or high monthly volumes.
For most small offices, a color laser multifunction model offers the strongest balance of speed and convenience. High-volume teams may save more with refillable ink tanks. Businesses printing only black documents can spend less by choosing a monochrome laser model.
Quick answer: The Brother MFC-L8930CDW is a strong all-around choice for busy offices needing fast color documents. The Epson EcoTank Pro ET-5850 suits businesses focused on lower ink costs. The Brother HL-L2460DW makes more sense for budget-conscious offices that only need monochrome printing.
Small Business Printers Compared
| Printer | Best for | Type | Advertised speed | Key strength |
| Brother MFC-L8930CDW | Best overall | Color laser all-in-one | Up to 34 ppm | Fast office document printing |
| Brother MFC-L3780CDW | Small teams | Color laser all-in-one | Up to 31 ppm | Duplex scanning and security |
| Epson EcoTank Pro ET-5850 | High-volume color | SuperTank inkjet all-in-one | Up to 25 ISO ppm | Low ink costs |
| Canon MAXIFY GX7021 | Paper-heavy offices | MegaTank inkjet all-in-one | Up to 24 ipm black | 600-sheet input capacity |
| HP Color LaserJet Pro 3301fdw | Compact offices | Color laser all-in-one | Up to 26 ppm | Security and compact design |
| Canon imageCLASS MF665Cdw | General office work | Color laser all-in-one | Varies by task | High-yield toner and sharp text |
| Brother HL-L2460DW | Budget monochrome | Monochrome laser | Up to 34 ppm | Affordable black-only printing |
Printer specifications can vary by settings, paper, connection, and workload. Manufacturer speed ratings also use different testing standards. Compare them as useful guides rather than guaranteed real-world output.
1. Brother MFC-L8930CDW: Best Printer for Small Business
The Best Printer for Small Business should offer reliable performance, fast printing, and practical features for everyday office needs. The Brother MFC-L8930CDW is our leading choice for businesses that print documents throughout the workday. RTINGS currently lists it as its top-tested small-office option. It can print black or color pages at up to 34 pages per minute.
This model makes sense for accounting teams, agencies, professional offices, and growing companies. Fast output matters when several employees share one device. Laser technology also suits businesses that may leave the machine unused for several days.
Pros
- Fast black and color document printing.
- Designed for demanding office workloads.
- Large-yield toner options available.
- Strong fit for shared environments.
Cons
- More printer than a low-volume home office needs.
- Color laser supplies can increase operating expenses.
- Not the first choice for photo-focused businesses.
Choose this model if speed and dependable document output matter more than photo quality. Smaller teams with lighter workloads can save money with another option. High-volume color users should also compare tank-based alternatives before buying.
2. Brother MFC-L3780CDW: Best for Small Teams
The Brother MFC-L3780CDW provides printing, copying, scanning, and faxing in one device. Brother rates both black and color printing at up to 31 ppm. It also supports duplex printing, scanning, and copying.
A 50-sheet automatic document feeder helps teams process contracts and multi-page records. The standard paper tray holds 250 sheets. Gigabit Ethernet and dual-band wireless networking give offices several connection choices.
Security is another useful advantage for shared workplaces. Brother includes security features and NFC badge authentication for controlled access. That combination makes this model attractive for professional offices handling sensitive documents.
Pros
- Up to 31 ppm black and color.
- Single-pass duplex scanning.
- Ethernet and dual-band Wi-Fi.
- NFC authentication.
- 50-sheet document feeder.
Cons
- Higher purchase cost than basic office models.
- Toner expenses should be checked before purchase.
- 250-sheet standard tray may feel small for heavier workloads.
3. Epson EcoTank Pro ET-5850: Best for High-Volume Color Printing
Businesses producing thousands of color pages should look closely at the Epson EcoTank Pro ET-5850. It replaces traditional cartridges with refillable pigment-ink tanks. Epson rates it at up to 25 ISO ppm for black and color printing.
Epson says replacement ink yields can reach 7,500 black pages and 6,000 color pages. The company estimates color printing at about two cents per ISO page under its stated comparison conditions. Those figures make operating costs a major reason to consider this machine.
The ET-5850 also includes two 250-sheet front trays and a 50-sheet rear feed. Automatic two-sided printing, scanning, copying, and faxing support daily administrative work. Its 50-sheet automatic document feeder further reduces manual handling.
Pros
- Low-cost refillable ink.
- Up to 550-sheet total input capacity.
- Automatic duplex printing.
- Ethernet, Wi-Fi, and Wi-Fi Direct.
- Strong option for frequent color printing.
Cons
- Higher upfront purchase price.
- Inkjet maintenance may not suit infrequent users.
- Businesses printing mainly text may prefer laser output.
4. Canon MAXIFY GX7021: Best for Paper Capacity
The Canon MAXIFY GX7021 targets offices that want refillable ink with generous paper handling. It has two 250-sheet cassettes and a 100-sheet rear tray. That provides up to 600 sheets of input capacity across its feeds.
Canon rates printing at approximately 24 ipm for black and 15.5 ipm for color. The machine also supports automatic two-sided scanning through its document feeder. Wired Ethernet, Wi-Fi, and USB cover common office connection needs.
Canon lists yields reaching 6,000 black pages and 14,000 color pages under its stated conditions. Those yields can reduce interruptions in offices printing regularly. The replaceable maintenance cartridge and print head may also simplify longer-term ownership.
Pros
- Up to 600 sheets of input capacity.
- High advertised ink yields.
- Single-pass duplex scanning.
- Ethernet and wireless networking.
- Replaceable maintenance components.
Cons
- Color speed trails several laser alternatives.
- Larger paper capacity needs more desk space.
- Not ideal for offices requiring laser-specific output.
5. HP Color LaserJet Pro MFP 3301fdw: Best Compact Color Laser
The HP Color LaserJet Pro MFP 3301fdw fits smaller offices that still need multifunction features. It prints, scans, copies, and faxes from one unit. HP rates black and color output at up to 26 pages per minute.
The printer includes a 250-sheet input tray and a 50-sheet automatic document feeder. It also supports Ethernet, dual-band Wi-Fi, and automatic two-sided printing. HP positions the model for work teams of up to seven people.
HP Wolf Pro Security adds another consideration for offices concerned about connected devices. Buyers should also understand HP’s dynamic security system before purchasing replacement supplies. HP says it may block cartridges with non-HP chips or circuitry.
Pros
- Compact multifunction design.
- Up to 26 ppm color and black.
- 4.3-inch touchscreen.
- Built-in Ethernet and wireless.
- Business-focused security features.
Cons
- 250-sheet input capacity is modest.
- Toner costs require consideration.
- Dynamic security can affect cartridge choices.
6. Canon Color imageCLASS MF665Cdw: Best Midrange Laser Alternative
The Canon Color imageCLASS MF665Cdw deserves consideration when you want crisp office documents without stepping into higher-priced models. RTINGS currently recommends it as an upper-midrange small-business option. Its strengths include high toner yields and multifunction office features.
A laser design also works well for offices with irregular printing schedules. Toner does not create the same clogged-printhead concern associated with inkjets sitting unused. That difference can matter for consulting offices, seasonal businesses, and hybrid teams.
Pros
- Sharp business documents.
- High toner yields.
- Multifunction design.
- Suitable for intermittent office printing.
Cons
- Toner can be expensive upfront.
- Tank printers may cost less per color page.
- Photo printing is not its main purpose.
7. Brother HL-L2460DW: Best Budget Monochrome Choice
Not every company needs color, scanning, or faxing. The Brother HL-L2460DW is a practical choice for invoices, shipping documents, reports, and routine correspondence. RTINGS recommends it as a budget print-only option for small businesses.
The machine can print at up to 34 pages per minute and supports automatic duplex output. USB, Wi-Fi, and Ethernet also make sharing straightforward. Removing unnecessary color and scanning hardware helps keep the setup simple.
Pros
- Fast monochrome output.
- Automatic two-sided printing.
- Ethernet and wireless connectivity.
- Lower complexity than multifunction models.
Cons
- No color printing.
- No scanner.
- Not suitable for marketing materials.
How to Choose the Best Printer for Small Business Use
Start by estimating how many pages your team prints each month. A company printing several hundred pages has different needs from one producing several thousand. Higher volumes make consumable costs and paper capacity increasingly important.
Next, decide whether you need color and multifunction features. A monochrome laser machine can be economical for contracts and invoices. Marketing materials, presentations, and client handouts may justify a color model.
Consider these factors before ordering:
- Monthly print volume: Match the machine to your normal workload.
- Cost per page: Compare toner or ink costs, not only purchase price.
- Print speed: Shared offices benefit more from higher speeds.
- Paper capacity: Larger trays reduce employee interruptions.
- Scanning: Duplex ADF scanning saves time with two-sided records.
- Connectivity: Ethernet works well for fixed networks, while Wi-Fi adds flexibility.
- Security: Shared network devices may require access controls and security management.
- Support: Check warranty terms and local service options before purchase.
Your wider technology setup matters too. A dependable device cannot compensate for poorly maintained computers or network problems. TechZena’s guide to computer repair and IT support explains several related hardware considerations.
Businesses should also avoid buying technology around features employees never use. TechZena’s discussion of bloated business software makes the same broader point about unnecessary complexity. Buy around your actual workflow instead of the longest specification sheet.
Laser vs. Inkjet for a Small Business
Laser printers usually make sense for text-heavy offices that prioritize speed and predictable document output. They also handle periods of inactivity better because they use toner rather than liquid ink. Current small-office recommendations still lean heavily toward laser models for these reasons.
Tank-based inkjets become compelling when affordable color output is the priority. Epson’s ET-5850 illustrates the difference with high-yield refill bottles and low stated color-page costs. Canon’s GX7021 combines a similar refillable approach with substantial paper capacity.
Neither technology wins every situation. A law office printing contracts may value monochrome laser speed most. A real-estate agency producing frequent color handouts may benefit more from refillable ink.
Our Verdict
The Brother MFC-L8930CDW is a strong overall choice for a busy U.S. office needing fast color document printing. Smaller workgroups can consider the MFC-L3780CDW for its balanced multifunction features. Both choices prioritize office productivity rather than photo printing.
High-volume color users should compare the Epson EcoTank Pro ET-5850 and Canon MAXIFY GX7021. Their refillable tanks can reduce dependence on conventional cartridges. The Canon is particularly attractive when large paper capacity matters.
For simple black-and-white printing, the Brother HL-L2460DW avoids paying for unused features. The HP 3301fdw is a stronger fit when compact color laser printing and security features matter. Define your monthly workload first, then compare supply costs before ordering.
Final Buying Checklist
Write down your expected monthly page count before comparing models. Then estimate how much of that output needs color. This simple exercise eliminates many unsuitable options quickly.
Compare replacement supplies before paying for the hardware. Check page yields, paper capacity, duplex functions, network support, and warranty terms. Businesses building a broader office technology setup can also browse TechZena’s hardware coverage.
The right office machine should remove delays rather than create another maintenance task. Match capacity to your real workload and leave room for reasonable growth. That approach usually produces a better purchase than choosing by price alone.
Frequently Asked Questions
112What is the best printer for small business offices?
The best printer for small business offices depends on print volume, color needs, and required functions. The Brother MFC-L8930CDW suits demanding shared offices, while the Epson ET-5850 targets high-volume color users. Budget-conscious businesses needing only monochrome output can consider the Brother HL-L2460DW.
Is laser or inkjet better for a small business?
Laser is often better for frequent text documents, fast output, and offices with irregular printing schedules. Tank inkjets can make more sense when color cost matters. Your monthly workload should decide which advantage matters more.
How much should a small business spend on a printer?
There is no useful single budget for every company. Purchase price should be considered alongside ink, toner, drums, maintenance, and paper. A cheaper machine can become expensive if its supplies have low yields.
Do small businesses need an all-in-one printer?
An all-in-one is useful when employees regularly scan, copy, or fax documents. A print-only machine costs less when those functions are unnecessary. Avoid paying for features your team will rarely use.
What features matter most in an office printer?
Print speed, running cost, paper capacity, duplex printing, networking, and scanning are the main considerations. Businesses handling sensitive information should also review device security. Warranty coverage and replacement-supply availability deserve attention before purchase.
How many pages per minute should an office printer handle?
Small teams can often work comfortably with models in the mid-20 ppm range. Busier shared environments may benefit from machines exceeding 30 ppm. Actual productivity also depends on first-page speed and job complexity.
