Which Printer is Best for Small Businesses in 2024?


Printers in the digital age could be considered as the dead things of history. Nevertheless, for several small businesses, the physical copies of documents or printing contracts are still the basic. 

Yet from a lot of printer choices in the market, discovering which printer is best for small business is like finding a needle in a haystack.

A right printer can be a game-changer for your workflow and business. It should include all the features you need without running out of budget. This guide will equip you with the knowledge to pick the perfect printer for your small printing business needs. 

Best Types of Printers for Small Business

Before investing in a printer, you should have a clear understanding of different types of printers along with their pros and cons:

  • Multifunction Printers (MFPs)

Multifunction printers, also known as all-in-one printers, are the printers which have the printing, scanning, copying and faxing functionalities in one device. They are flexible and convenient for small businesses that need to make their office equipment working more efficiently.

Many startups and small businesses invest in multifunction printers, as a way to get access to a printer with all-in-one unit functions. These printers are economical and provide you with the basic hardware needed to run a printing line. Consider the following points while investing in this printer:

Pros of Multifunction Printers

  • Multifunction printers merge multiple office devices into one, saving space and reducing clutter in the office.
  • Investing in a single MFPs is more cost-effective than purchasing separate printers, scanners, and copiers. It eliminates the need to buy additionals like copy machines and fax machines for your office. 
  • The printer allow users to print, scan, copy, and fax from a single device easily. From printing documents to scanning photos and copying presentations, you always have a tool in hand. 
  • If you invest in a high-quality multifunction printer, it will have better copying and printing speed compared to a separate copy machine and laser printer. The higher printing speed boosts productivity. 
  • This wireless printer doesn’t need a network of cables or wires for printing purposes. It has direct Wi-Fi connectivity, allowing you to directly scan from the cloud. In busy work environments, this kind of printers are increasing their demand.

Cons of Multifunction Printers

  • Since MFPs combine multiple functions into one device, a malfunction in one component can affect the entire machine’s functionality. You can miss incoming faxes, as not all-in-one printers can do two jobs best at once.
  • While MFPs offer convenience, they may not excel in specific functions compared to standalone devices dedicated to printing, scanning, or copying.
  • MFPs may have a higher upfront cost as compared to specific printers or scanners, which may be a consideration for small businesses on a tight budget.
  • Inkjet Printers

The inkjet printers work by spraying the droplets of ink on the paper to form images and text. They are flexible and famous for their capacity to produce excellent quality colored prints, hence best suitable for businesses with different printing requirements.

If your company prints brochures, marketing materials, or color documents, this inkjet printer should definitely be on the list. Remember that ink cartridges can be expensive, and inkjet printers might be slower than lasers.

Pros of Inkjet Printers

  • Inkjet printers excel in producing vibrant color prints for businesses that require high-quality graphics or photos.
  • These printers are able to print on a range of media types, including glossy photo paper, textured stationary, and specialty materials to turn out stunning prints.
  • An inkjet printer is more compact and lightweight than laser printers, making them easier to move or fit into smaller spaces.
  • Inkjet printers typically have lower upfront costs compared to laser printer. As ink carrtridges costs less than toner cartridges, plus instead of buying new ink cartridge, you can reuse them.

Cons of Inkjet Printers

  • Inkjet printers are generally slower than laser printers, especially when printing large volumes of documents. If you have a large sized printing project, be ready to restock the paper tray. 
  • While inkjet printers have lower upfront costs, the ongoing expenses of ink cartridges add up over time, particularly for businesses that print frequently.
  • While inkjet printers excel in color printing, text quality may not be as sharp as laser printers, particularly for black-and-white documents. Prints may fade away or smudge with time. 
  • Laser Printers

Laser printers use laser technology to produce high-quality prints by transferring toner powder onto paper. They are known for their crisp text output and fast printing speeds, making them popular in office environments.

It’s an ideal solution for high-volume printing of black and white documents. However, they tend to have a higher upfront cost and may struggle with high-quality photo printing.

Pros of Laser Printers

  • Laser printers excel to produce large volumes of documents quickly, making them ideal for businesses with high printing demands.
  • While laser printers have a higher upfront cost compared to inkjet printers, they tend to have lower per-page printing costs, especially for black-and-white prints.
  • Laser printers produce sharp text and consistent results, making them suitable for professional documents and office use.
  • Laser printers are built to handle heavy-duty printing tasks and typically have longer lifespans compared to inkjet printers.

Cons of Laser Printers

  • Laser printers are best for printing on simple graphics nicely. But for colorful and highly designed documents, this printer is not recommended.
  • Laser printers tend to be bulkier and heavier than inkjet printers, which may be a consideration for businesses with limited space.
  • Laser printers have a higher upfront cost compared to inkjet printers, which may be a barrier for budget-conscious businesses. These printers also require specific paper designed for laser printers.

Other Types of Printers

There’re many other types of printer out in the market that may be a right choice for your small business:

  • Thermal Printers: If you want to print on retail receipts and shipping labels, thermal printers comes in hand as a cost-effective solution. These printers has no use of ink or toner cartridge in printing process. They work on printing text on paper that reacts to the heat from the printhead.
  • Photo Printers: If your business frequently prints high-quality photos or marketing materials, a dedicated photo printer might be the best choice. These printers excel in producing professional-grade prints but may lack other functionalities like scanning or copying.
  • Dot Matrix Printers: Dot matrix printers are a type of impact printer that prints using a fixed number of pins or wires. They usually use a print head that goes back and forth or up and down on the page and prints by impacting an ink-soaked fabric ribbon against the paper. They are quite inexpensive and can even print on numerous sheets at once (when using carbon copy paper). 

How to Choose a Best Printer for Small Businesses?

A good printer is most important to run your business. You need to consider sevel factors before deciding on which printer is best for small businesses. Here are these key features: 

Printing Volume

How much do you plan to print each month? High-volume printers are often laser printers designed for heavy workloads.

If your business solely rely on printing like law, architecture, and publishing sector, a printer with fast printing speed should be your top priority. Printers with 25-30 pages per minute (ppm)  capacity are considered best for these type of businesses. 

For those looking for a more faster option, some printers can produce more than 50 pages per minute, however they are typically more expensive.

Print Quality

Do you need sharp text for contracts or crystal clear colors for marketing materials? Laser printers excel in text quality, while inkjet printers are better for color graphics. Print quality can make or break your printing business. 

Look for a printer that has high resolution capability to produce professional looking documents. For this purpose, a printer with resolution of 1000 dpo (dots per inch) is best. 


Consider features like automatic duplex printing (printing on both sides of the paper), automatic document feeders (ADF) for scanning multi-page documents, mobile printing capabilities, and cloud connectivity.

Most of the printers include a flatbed scanner that can scan documents and book pages. While these functions are useful, they can also be ineffective, especially if you do a lot of printing and copying. They can disrupt the flow of your printing process.

Still, if you choose a Multifunction printer, look for one with an automatic document feeder because it can handle multiple-page documents without user interaction. Without it, you must manually lay the pages on the scanner bed; but, if you have it, it will feed from the stack. 

Running Costs

Factor in the upfront cost of the printer, the cost per page of toner/ink cartridges, and any additional maintenance costs. While laser printers might be pricier upfront, their toner cartridges last longer, bringing down the cost per page in the long run.

While if we see cost efficiency in short term, the inkjet printers are a better option. With refill bottles and bags, you can print at lower cost per page rather than the laser counterparts. Plus, these printers use much less energy than laser printers, resulting in lower energy costs. 

So, inkjet printers are preferable for small businesses that require a high volume of color prints because they are less expensive. Meanwhile, companies that rely on black-and-white documents would profit from having a laser printer. Each toner cartridge can already print 1,000 pages. You will not have to change your cartridges frequently.


Choose a printer that offers wireless connectivity to seamlessly integrate with your office network. Consider features like Wi-Fi connectivity for mobile printing or built-in Bluetooth for easy pairing with devices.

Some old printer may require an Ethernet connection that is behind the times. Depending on your business setup and preferences, it may work for you. Also, ensure your printer is compatible with multiple devices like Windows or macOS.

Printer Maintenance

When choosing a printer that is best for your business, look for with low maintenance requirement. Priortize the one that has simple cleaning procedure and avoid extra repair and unexpected costs. 

Opt for reputable brands known for producing reliable printers with minimal downtime, backed by comprehensive warranty and support services.

The Bottom Line

Selecting the best printer for your small business requires a thorough analysis of your printing need, volume, budget and the features that you want. The multifunction printers, the inkjet printers, and the laser printers are all a good choices.

After considering all key features and particular needs, you’ll be able to choose the best printer for your small business that will keep it going smoothly. Once you have a clear idea about business, look for particular models that match your budget and requirements.


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