5 Best Printers With Scanners for Small Businesses in 2025 – Efficient and Reliable Choices

If you need a reliable, efficient printer with scanning for your small business, consider the Brother DCP-L2640DW for fast monochrome prints and duplex features.

For versatile color, the HP OfficeJet Pro 8125e and Brother Work Smart 1360 offer wireless convenience and mobile support.

The HP Color LaserJet Pro MFP 3301sdw suits teams needing dependable color laser output, while the HP DeskJet 4227e fits compact, everyday tasks.

Exploring these options will help you find the perfect fit.

Brother DCP-L2640DW Wireless Compact Monochrome Multi-Function Laser Printer with Duplex and Mobile Support

The Brother DCP-L2640DW is a compact monochrome multi-function laser printer designed for fast, efficient document handling. It prints up to 36 pages per minute and scans black-and-white images quickly, making it ideal for busy environments. The 50-page auto document feeder simplifies multi-page scanning and copying tasks.

Connectivity is versatile with dual-band wireless, Ethernet, and USB options, allowing flexible placement and easy integration. Mobile management is streamlined through the Brother Mobile Connect App, enabling remote control and supply ordering. Using genuine Brother toner with the Refresh EZ Print Subscription Service helps maintain smooth operation and cost-efficiency.

Best for: Small businesses and home offices needing a reliable, space-saving monochrome printer with wireless and mobile support.

Pros:

• Fast printing speed of up to 36 ppm for black-and-white documents
• Multiple connectivity options including dual-band wireless and Ethernet
• Mobile app support for easy printing and supply management

Cons:

• Monochrome printing only, without color capabilities
• Slower scan speeds for color images compared to black-and-white
• The 50-page auto document feeder may be limiting for very large scanning tasks

HP OfficeJet Pro 8125e Wireless All-in-One Color Inkjet Printer (405T6A)

The HP OfficeJet Pro 8125e Wireless All-in-One printer delivers fast and reliable color printing ideal for small businesses. It offers up to 20 ppm in black and 10 ppm in color, with duplex printing and a 225-sheet tray to handle varied tasks efficiently. The 2.7-inch touchscreen simplifies navigation and control.

This wireless printer supports dual-band Wi-Fi for strong connections and allows printing or scanning directly from your phone using the HP app. Built-in AI technology optimizes layouts to reduce waste, enhancing sustainability. Secure features help protect your documents and data.

With HP+ ink subscription, you get added convenience and ongoing ink supply management. This model balances performance with smart features to support everyday office needs.

Best for: Small businesses and home offices needing fast, versatile color printing with secure wireless functionality.

Pros:

• Fast print speeds up to 20 ppm black and 10 ppm color with duplex printing
• AI-driven layout optimization reduces waste and improves output quality
• Dual-band Wi-Fi and strong security features ensure reliable, safe wireless use
• Mobile printing and scanning via HP app for added convenience

Cons:

• HP+ activation required to access full ink subscription benefits, which may involve ongoing fees
• Only compatible with HP cartridges containing specific chips, limiting third-party options
• Touchscreen size might not suit all users preferring larger control panels

HP DeskJet 4227e Wireless All-in-One Inkjet Printer (6W7F0A)

The HP DeskJet 4227e Wireless All-in-One Inkjet Printer offers reliable performance for everyday printing, scanning, copying, and faxing. It delivers prints at speeds of 8.5 ppm black and 5.5 ppm color, with smart AI technology to ensure clean, well-formatted documents. The device supports wireless connectivity and works seamlessly with the HP app on your smartphone or tablet.

Designed with convenience in mind, it features a 60-sheet input tray and an auto document feeder for smooth operation. This eco-friendly printer is ENERGY STAR and EPEAT certified and made from 60% recycled plastic. It also includes three months of Instant Ink with HP+ for easy ink management and cost control.

Best for: Small business owners and home users needing a compact, dependable all-in-one printer for daily document tasks.

Pros:

• Fast print speeds with AI-enhanced formatting
• Wireless and mobile app support for easy operation
• Eco-conscious design with recycled materials and certifications

Cons:

• Compatible only with HP cartridges, limiting ink options
• Instant Ink subscription requires cancellation after the initial trial
• Print speed may be modest compared to higher-end models

HP Color Laserjet Pro MFP 3301sdw Wireless All-in-One Color Laser Printer

The HP Color Laserjet Pro MFP 3301sdw is a wireless all-in-one printer designed for efficient printing, scanning, and copying. It produces sharp color and black-and-white documents at speeds up to 26 pages per minute. The printer includes features like auto two-sided printing and a 250-sheet input tray to help maintain a smooth workflow.

This model uses Original HP 218A and 218X toner cartridges with HP chips, ensuring consistent, high-quality output and secure operation. Its auto document feeder adds convenience for multi-page scanning and copying tasks. Regular firmware updates keep the device reliable and secure for everyday business use.

Best for: Small teams and businesses needing a dependable all-in-one wireless color laser printer with versatile functionality.

Pros:

• Fast printing speeds for both color and black documents.
• Auto two-sided printing and a 250-sheet tray enhance productivity.
• Uses Original HP toner cartridges for secure and consistent results.
• Includes an auto document feeder for efficient multi-page tasks.

Cons:

• Requires specific HP toner cartridges, limiting third-party options.
• Firmware updates might be needed to maintain security.
• Primarily suited for small teams, possibly not ideal for larger, high-volume environments.

Brother Work Smart 1360 Wireless Color Inkjet All-in-One Printer (MFC-J1360DW)

The Brother Work Smart 1360 Wireless Color Inkjet All-in-One Printer (MFC-J1360DW) delivers efficient printing, copying, and scanning suited for busy workspaces. It prints up to 16 ppm black and 9 ppm color, with automatic duplexing and a 20-sheet automatic document feeder for easy multitasking.

Connectivity options include Wi-Fi, USB, AirPrint, and support for cloud services like Google Drive. The Brother Mobile Connect app enhances mobile management, while a free 2-month ink subscription helps maintain uninterrupted ink supply. Its compact design fits well in home offices or small businesses.

Best for: Small businesses and home offices needing a reliable all-in-one printer with flexible connectivity and efficient ink handling.

Pros:

• Fast printing speeds with automatic duplexing
• Multiple connectivity options, including wireless and cloud
• Includes a free 2-month ink subscription trial

Cons:

• 20-sheet ADF might limit high-volume scanning
• Single USB port may restrict simultaneous wired connections
• Print resolution is lower on Mac compared to Windows systems

Factors to Consider When Choosing a Printer for Small Business With Scanner

When choosing a printer with a scanner for your small business, you’ll want to take into account print speed to keep up with your workload and scanning features that match your needs. Check connectivity options to guarantee compatibility with your devices, and look for duplex printing to save time and paper.

Don’t forget to factor in the ongoing ink or toner costs to keep your expenses manageable.

Print Speed Requirements

Many small businesses rely on printers that deliver speedy performance to keep their workflows smooth and efficient. When choosing a printer with a scanner, consider print speed carefully. Black and white printing can reach over 30 pages per minute (ppm) in high-performance models, ideal for high-volume tasks.

Color printing usually runs slower, around 8 to 10 ppm, which may affect how quickly you produce marketing materials or presentations. Don’t forget about automatic document feeders (ADF), which boost productivity by scanning or copying multiple pages quickly—up to 23.6 images per minute (ipm) for black and white, and 7.9 ipm for color.

Assess your daily print volume to guarantee the printer meets your demands without causing delays in your business operations.

Scanning Capabilities

Although printers serve multiple functions, scanning capabilities often make the biggest difference for small businesses managing diverse documents. You’ll want to focus on scanning speed—some models reach up to 23.6 images per minute in black and 7.9 in color, boosting your efficiency. An automatic document feeder (ADF) handling 20 to 50 sheets is essential for scanning multiple pages quickly.

Pay attention to maximum resolution, as some printers scan up to 1,200 x 6,000 dpi, ensuring crisp digital copies. Also, look for versatile file format options like PDF and JPEG to suit your document management needs. Finally, compatibility with cloud services and mobile apps simplifies sharing scanned files directly to platforms like Google Drive, Dropbox, and OneDrive.

Connectivity Options

Choosing the right connectivity options can make a significant difference in how smoothly your small business printer with a scanner fits into your workflow. You’ll want both wired (USB, Ethernet) and wireless (Wi-Fi) capabilities to handle different devices and work settings. Dual-band Wi-Fi (2.4GHz and 5GHz) improves network reliability, especially in busy offices.

Look for support for mobile printing through apps, so you can print and scan directly from smartphones or tablets, boosting convenience. Integration with cloud services lets you access and share documents easily from anywhere, enhancing collaboration. Finally, multiple connection options like Wi-Fi Direct guarantee secure, seamless access for multiple users, making your printer a flexible and efficient part of your business operations.

Duplex Printing Feature

Beyond connectivity, another feature that can boost your small business’s efficiency is duplex printing. This lets you print automatically on both sides of a page, cutting paper use drastically and lowering supply costs. You won’t have to flip pages manually, which saves time during busy print jobs.

Although duplex printers often cost more upfront, they offer long-term savings by reducing paper consumption. Some models even include automatic duplex scanning and copying, making it easier to handle multi-page documents and speeding up your workflow.

If your business values sustainability, duplex printing supports eco-friendly practices by minimizing waste and promoting responsible resource use. Choosing a printer with this feature can be a smart move to enhance efficiency and reduce your environmental impact.

Ink and Toner Costs

Two major factors can greatly impact your printer’s ongoing costs: ink and toner expenses. Inkjet printers usually come with a lower initial price but have higher ink costs per page, making them less economical for heavy use.

On the other hand, laser printers provide a higher page yield per toner cartridge, which lowers your cost per print over time—ideal if you print a lot. You should also consider subscription services that deliver ink or toner automatically; these often save money and prevent supply shortages.

Evaluate your printing volume carefully: if it’s high, a laser printer with high-capacity toner cartridges is more cost-effective. For lower volumes, inkjet printers might suffice despite their higher ink costs. Balancing upfront costs and long-term expenses guarantees you pick the best fit for your business needs.

Mobile Device Compatibility

Since many small businesses rely on smartphones and tablets, ensuring your printer supports mobile device compatibility can boost productivity and convenience. Choose a printer that works with multiple mobile printing technologies like AirPrint, Google Cloud Print, and proprietary apps to cover a wide range of devices. Dual-band Wi-Fi (2.4GHz and 5GHz) enhances connectivity, reducing lag and improving reliability when printing or scanning from mobile devices.

Look for mobile apps that let you scan documents directly to your phone, check toner levels, and order supplies, simplifying maintenance. Integration with cloud services allows you to access and print documents stored online without needing a PC, streamlining your workflow and helping you stay efficient in a fast-paced business environment.

Security and Privacy Features

When you choose a printer for your small business, prioritizing security and privacy features helps protect sensitive information from cyber threats. Look for printers with data encryption and secure network protocols to safeguard information during transmission. Built-in firewalls and password protection restrict unauthorized access, keeping your device and documents safe.

Make sure the printer supports regular firmware updates to patch vulnerabilities promptly. Using only manufacturer-approved cartridges can prevent counterfeit use that might compromise device security and performance. Additionally, consider models offering document storage encryption and secure printing options, so you control who accesses printed materials.

These features reduce the risk of data breaches and give you peace of mind that your business’s sensitive data stays secure throughout your printing and scanning tasks.

Frequently Asked Questions

How Do Printer Consumable Costs Compare Over Time?

You’ll find that printer consumable costs tend to add up considerably over time, especially if you print frequently. Ink and toner cartridges can be pricey, and buying original brand supplies usually costs more but guarantees quality. Some printers use high-yield cartridges or refillable tanks that lower your per-page cost.

To manage expenses, you should compare page yields and cost per page before choosing, helping you save money in the long run.

What Are Common Troubleshooting Tips for Scanner Issues?

Start by swiftly scanning for software snags—update your scanner drivers and software. Check connections carefully; cables can come loose or ports might misbehave. Clean the glass gently to clear away dust or debris that distorts scans.

Restart your device to reset any temporary troubles. If scans still stumble, try different scanning apps or settings. These simple steps often solve scanner snags, saving you time and stress when scanning slips up.

Can These Printers Integrate With Cloud Storage Services?

Yes, many modern printers with scanners can integrate seamlessly with cloud storage services. You can scan documents directly to platforms like Google Drive, Dropbox, or OneDrive, saving time and improving workflow.

Just connect your printer to your Wi-Fi network, then set up the cloud service through the printer’s app or control panel. This integration lets you access scanned files from anywhere, making document management more efficient and convenient for you.

What Security Features Protect Scanned Documents?

You’ll find that many printers with scanners protect your scanned documents using encryption during transmission and storage. They often include user authentication to restrict access and secure cloud integration to keep your files safe. Some models offer secure printing features, like PIN codes, ensuring only authorized users can retrieve sensitive scans.

These security measures help you maintain confidentiality and prevent unauthorized access to your important business documents.

How Energy-Efficient Are These Multifunction Printers?

You’ll find these multifunction printers are impressively energy-efficient, using up to 30% less power than older models. Imagine cutting your electricity bill by a third without sacrificing performance—that’s what you get here.

They often include eco modes that reduce energy during idle times and automatic shut-off features. This means you save money and reduce your environmental impact effortlessly, keeping your small business both green and budget-friendly.

Conclusion

Choosing the right printer with a scanner for your small business is like picking the perfect teammate—reliable, efficient, and ready to handle any task. Whether you lean toward Brother’s laser precision or HP’s vibrant color touch, these options have your back.

With the right choice, your workflow will hum like a well-oiled machine, saving you time and stress. So, gear up and let your business print, scan, and soar effortlessly into the future!