6 Best Printers for Small Businesses in 2025 – Reliable and Affordable Options

If you need reliable, affordable printers for your small business in 2025, consider options like the HP LaserJet Pro MFP 3101sdw for crisp monochrome printing or the vibrant HP OfficeJet Pro 8125e inkjet.

The Brother DCP-L2640DW offers compact versatility, while the Canon MegaTank G3270 saves on ink costs.

Epson’s EcoTank ET-4800 is great for high-volume printing, and the HP Color LaserJet Pro MFP 3301sdw delivers fast color output.

Keep exploring to discover which fits your workflow best.

HP LaserJet Pro MFP 3101sdw Wireless All-in-One Laser Printer (9D2X4F)

Experience efficient, professional black-and-white printing with the HP LaserJet Pro MFP 3101sdw. Designed for small teams, this all-in-one laser printer streamlines your document tasks by combining printing, scanning, and copying in one device. Its fast print speed helps reduce wait times, keeping your team productive throughout the day.

The printer’s large 250-sheet input tray and 50-sheet auto document feeder minimize interruptions during heavy workloads. Wireless connectivity allows you to print from various devices anywhere in the office, improving workflow flexibility. Auto two-sided printing further saves time and paper, contributing to eco-friendly office practices.

Maintenance is straightforward, but it’s important to note that the printer only accepts HP cartridges, as third-party options are blocked. Firmware updates are regularly provided to enhance security and maintain optimal performance, though these updates may occasionally require brief downtime.

With its award-winning reliability, this model is built to handle frequent use without compromising print quality or speed. The monochrome laser technology ensures crisp, sharp text ideal for professional documents, reports, and correspondence.

Best for: Small teams or offices needing a fast, reliable monochrome laser printer that supports efficient document workflows.

What We Like:

• Prints up to 35 pages per minute for quick turnaround.
• Large input tray and auto document feeder reduce user intervention.
• Wireless printing offers flexibility and convenience.
• Auto duplex printing saves time and paper.
• Consistent, professional black-and-white print quality.

Specification:

Feature	Details
Manufacturer	HP
Model	LaserJet Pro MFP 3101sdw
Print Speed	Up to 35 ppm (black)
Input Tray Capacity	250 sheets
Auto Document Feeder	50 sheets
Connectivity	Wireless
Printing Technology	Monochrome Laser

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

The HP OfficeJet Pro 8125e Wireless All-in-One Color Inkjet Printer transforms everyday office tasks into smooth, efficient routines. It’s designed to handle printing, scanning, copying, and duplex printing without hassle. With a 225-sheet input tray and an automatic document feeder, it reduces the need for constant paper refills and manual feed, saving valuable time.

This printer produces crisp, vibrant prints at a sharp 4800 x 1200 dpi resolution. It keeps up with busy workflows by delivering up to 20 pages per minute in black and 10 pages per minute in color. Dual-band Wi-Fi, Ethernet, USB, and mobile app connectivity ensure you can print from virtually anywhere in your office or home.

Maintenance is straightforward, but note that the printer requires HP cartridges with chips or circuitry, which might limit your ink options. The compact design fits well in small spaces, making it a practical choice for home offices or small businesses. While it doesn’t support media larger than 8.5 by 11.7 inches, it excels in standard document handling.

Overall, the HP OfficeJet Pro 8125e balances solid performance with eco-conscious design. It’s built to keep your office productive while minimizing environmental impact.

Best for: Small businesses and home offices needing a reliable, versatile all-in-one printer with wireless capabilities and eco-friendly features.

What We Like:

• Efficient multitasking with print, scan, copy, and automatic duplex printing
• High-quality color and black prints at fast speeds
• Flexible connection options including Wi-Fi, Ethernet, USB, and mobile app
• Compact design that fits tight office spaces

Specification:

Feature	Details
Manufacturer	HP
Model	OfficeJet Pro 8125e (405T6A)
Printer Type	Wireless All-in-One Inkjet
Print Speed	Up to 20 ppm black, 10 ppm color
Print Resolution	Up to 4800 x 1200 dpi
Input Tray Capacity	225 sheets
Connectivity	Dual-band Wi-Fi, Ethernet, USB, HP app
Max Media Size	8.5 x 11.7 inches
Dimensions (W x D x H)	Not specified
Color Options	Not specified

Brother DCP-L2640DW Wireless Compact Monochrome Laser Printer with Copy, Scan, Duplex, and Alexa Compatibility

The Brother DCP-L2640DW is a versatile monochrome laser printer designed to streamline your office tasks. Combining printing, scanning, and copying, it fits comfortably in compact workspaces while handling daily workloads efficiently. Its fast output speed of up to 36 pages per minute reduces wait times, helping small businesses maintain productivity.

This all-in-one device supports wireless printing with dual-band Wi-Fi, Ethernet, and USB connections. These options ensure reliable and secure access from multiple devices. The 50-page auto document feeder simplifies multi-page scanning and copying, saving time on repetitive tasks.

Maintenance is straightforward with the Brother Mobile Connect app, allowing you to manage print jobs and supplies remotely. Plus, the toner subscription service offers up to 50% savings on consumables, reducing downtime and keeping operating costs predictable. However, the printer handles only black-and-white documents, which may limit use for color printing needs.

The compact design and multifunction capabilities make the DCP-L2640DW ideal for small businesses seeking efficient document management without sacrificing space or connectivity. Its balance of speed, convenience, and cost-saving features address common office challenges head-on.

Best for: Small businesses needing a fast, compact monochrome laser printer with wireless multifunction features and economical toner options.

What We Like:

• Prints up to 36 pages per minute with quick scanning via a 50-page auto document feeder.
• Multiple connectivity options including dual-band Wi-Fi, Ethernet, and USB.
• Remote management of printing and supplies through the Brother Mobile Connect app.
• Toner subscription service helps cut costs and simplifies maintenance.

Specification:

Feature	Details
Manufacturer	Brother
Dimensions	Compact size (exact dimensions not specified)
Weight	Not specified
Color Options	Monochrome (black and white)
Connectivity	Dual-band wireless, Ethernet, USB

Canon MegaTank G3270 All-in-One Wireless Inkjet Printer for Home Use

The Canon MegaTank G3270 All-in-One Wireless Inkjet Printer is designed to simplify your home printing experience. It lets you print, scan, and copy wirelessly, reducing cable clutter and making your workspace tidier. This printer is perfect for those who want an easy-to-use device that handles everyday tasks efficiently.

With a two-year ink supply, you can print thousands of pages without worrying about frequent refills. This feature helps you save significantly on ink costs, making it a budget-friendly choice for regular use. The printer supports single-sided printing, which is straightforward but may slow down larger jobs.

The compact design includes a 1.35” square LCD display, providing basic navigation and settings control. While the display is small, the printer’s wireless connectivity compensates by allowing remote operation via mobile devices. Maintenance is simple, with the MegaTank system designed for easy ink refills and reliable performance.

This printer suits home users and small business owners who need an affordable, efficient all-in-one solution. It balances functionality with cost savings, but may not offer all the advanced features required by larger offices or high-volume environments.

Best for: Home users and small business owners who need an affordable, wireless all-in-one printer for printing, scanning, and copying with high ink efficiency.

What We Like:

• Long-lasting two-year ink supply reduces refilling frequency
• Wireless printing and scanning offer convenience and flexibility
• High ink efficiency can save up to $1,000 on ink costs
• Compact design fits well in home or small office spaces

Specification:

Feature	Details
Manufacturer	Canon
Dimensions	Not specified
Weight	Not specified
Display	1.35” square LCD
Connectivity	Wireless
Printing	Single-sided
Ink Supply	Two-year supply (6,000 B&W, 7,700 color pages)
Intended Use	Home and small business

Epson EcoTank ET-4800 Wireless All-in-One Supertank Printer

The Epson EcoTank ET-4800 Wireless All-in-One Supertank Printer transforms how small businesses and home offices handle printing tasks. It eliminates the need for traditional cartridges by using cartridge-free, high-capacity ink tanks. This design significantly cuts printing costs and reduces environmental waste through easy-to-refill EcoFit bottles.

This printer delivers crisp text and vivid colors thanks to Micro Piezo Heat-Free Technology, which ensures high-quality output without the heat damage common in other printers. Its high-resolution flatbed scanner and copier add versatility, making it simple to digitize and duplicate documents with an intuitive color display.

Maintenance is straightforward, but users should handle ink refills carefully to prevent spills, even with the mess-free bottle design. The printer supports both wireless and Ethernet connections, offering flexibility to fit various workspace setups and keeping your office organized and efficient.

While the initial investment is higher than cartridge-based models, the Epson EcoTank helps save money over time. Print speed is moderate, which might be a consideration for very high-volume users, but the overall functionality and eco-friendly approach make it a practical choice.

Best for: Small business owners and home office users seeking an eco-friendly, cost-effective all-in-one printer with versatile connectivity and high-quality output.

What We Like:

• Cartridge-free design with high-capacity ink tanks lowers costs and waste
• Sharp text and vibrant color prints with heat-free Micro Piezo technology
• High-resolution flatbed scanner and copier with easy color display
• Wireless and Ethernet connectivity for flexible setup options

Specification:

Feature	Details
Manufacturer	Epson
Dimensions (W×D×H)	14.6 × 13.3 × 9.8 inches
Weight	12.0 lbs (5.44 kg)
Ink System	Cartridge-free EcoTank tanks
Connectivity	Wireless (Wi-Fi), Ethernet
Scanner Type	Flatbed, high resolution

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

Experience seamless color printing designed to boost your small team’s productivity. The HP Color LaserJet Pro MFP 3301sdw excels at delivering sharp, vibrant prints at speeds up to 26 pages per minute in both black and color. It effortlessly handles your daily tasks, from printing to scanning, copying, and faxing, all in one compact device.

This all-in-one printer helps reduce manual effort with automatic duplex printing, saving time and paper. Its 250-sheet input tray supports uninterrupted workflows, though for very high-volume needs, additional capacity might be necessary. The device is built to meet the demands of small business environments where reliability and speed are essential.

Maintenance is straightforward when using original HP 218A and 218X toner cartridges with TerraJet toner technology. These cartridges ensure consistent, professional-quality output but require attention to firmware updates, as they may impact cartridge compatibility. The printer’s design prioritizes dependable operation without compromising vibrant color accuracy.

The HP Color LaserJet Pro MFP 3301sdw offers multifunction capabilities tailored to streamline office work and enhance everyday efficiency. Its combination of speed, color precision, and integrated features makes it a practical choice for small teams needing a versatile printing solution.

Best for: Small teams and businesses requiring reliable, high-quality, fast color printing with multifunction features.

What We Like:

• Consistent print speeds up to 26 pages per minute in black and color
• Multifunction operations including printing, scanning, copying, faxing, and duplex printing
• Original HP toner cartridges with TerraJet technology for vivid, professional output
• Compact design suitable for small office environments

Specification:

Feature	Details
Manufacturer	HP
Dimensions (W×D×H)	Approx. 16.5 × 15.7 × 11.7 in (42 × 40 × 30 cm)
Weight	Approx. 28 lbs (12.7 kg)
Color Options	White with black accents
Input Tray Capacity	250 sheets

Factors to Consider When Choosing a Printer for Small Business

When choosing a printer for your small business, you’ll want to consider how fast you need it to print and whether color or monochrome suits your work. Think about the connectivity options that fit your setup, along with the paper handling capacity to match your volume.

Don’t forget to factor in operating costs to keep your expenses manageable over time.

Print Speed Needs

Although print speed might seem like a minor detail, it plays a crucial role in maintaining your small business’s productivity. First, evaluate how much you print daily to decide if a high-speed printer is necessary. Aim for models offering at least 20 pages per minute to keep your workflow smooth.

If your business handles large print batches or frequent tasks, choosing a faster printer minimizes waiting time and prevents bottlenecks. Matching the printer’s speed to your team’s demands ensures no one’s stuck waiting, which can slow down operations.

Plus, printers with higher speeds often include advanced features, boosting overall efficiency. Prioritizing print speed based on your volume needs helps you pick a reliable, time-saving machine that supports your business growth.

Color Vs Monochrome

Deciding between a color and a monochrome printer hinges on your business’s specific printing needs. If you frequently create marketing materials, presentations, or visual aids, a color printer is essential for producing vivid, high-quality output. However, keep in mind that color printers usually come with higher upfront and cartridge replacement costs.

On the other hand, if your business primarily prints text-heavy documents like reports or invoices, a monochrome printer is a more cost-effective and efficient choice. Monochrome models typically offer faster print speeds and lower running costs, helping you save money over time.

Ultimately, you’ll want to weigh the importance of visual quality against cost and speed to decide which printer type best supports your daily workflow.

Connectivity Options

Choosing the right printer for your small business goes beyond color capabilities; connectivity options play a big role in how smoothly your workflow runs. Look for printers that support multiple connections like Wi-Fi, Ethernet, and USB, giving you flexibility to integrate various devices.

Dual-band Wi-Fi (2.4GHz and 5GHz) boosts connection stability and speeds up wireless printing. Make sure your printer is compatible with mobile printing apps, so you can manage documents directly from smartphones or tablets, even on the go.

Also, prioritize printers that support secure network protocols to protect sensitive data during wireless transmission. Finally, having multiple ports and network interfaces means your printer can adapt to different office setups and user needs, ensuring seamless collaboration and productivity.

Paper Handling Capacity

A printer’s paper handling capacity directly affects how often you’ll need to reload paper, which can save you valuable time during busy workdays. For small businesses with frequent print jobs, choosing a printer with at least a 250-sheet input tray helps you avoid constant refills. An automatic document feeder (ADF) holding 50 sheets or more can speed up scanning and copying of multi-page documents.

Also, check the maximum media size the printer supports to ensure it meets your document needs. Features like dual trays and adjustable paper guides let you switch between paper types and sizes effortlessly. Prioritizing these paper handling capabilities guarantees your printer keeps pace with your workload, helping you stay productive without interruptions.

Operating Costs

While a printer’s paper handling capacity keeps your workflow steady, understanding its operating costs guarantees you don’t face unexpected expenses down the line. Start by considering the cost per page, which depends on toner or ink prices and their yields—choosing high-yield cartridges can considerably cut replacement frequency and costs.

Don’t forget to factor in energy consumption; printers with lower power use save you money during operation and standby. Also, check if the printer supports third-party or remanufactured cartridges, as they might lower costs but could impact your warranty.

Ultimately, be aware of maintenance and service expenses, especially if you print in high volumes, to avoid costly repairs or replacements that could disrupt your business operations.

Security Features

Because small businesses handle sensitive information daily, you can’t overlook the importance of robust security features when picking a printer. Look for devices with HP Wolf Essential Security or similar protections that shield your network from cyber threats and unauthorized access. Confirm your printer supports encrypted printing and secure user authentication to prevent unauthorized document access.

Keep the firmware updated regularly to fix vulnerabilities and maintain compatibility with evolving security protocols. Also, choose printers with network encryption and user access controls to safeguard your business data effectively. Finally, consider printers compatible with secure cartridges and circuitry, so only authorized consumables work with your device, reducing security risks.

Prioritizing these features helps protect your business’s confidential information and maintain smooth, secure operations.

Device Durability

Security features keep your sensitive data safe, but you also need a printer that can handle the demands of daily business use. Look for a device with robust build quality, designed to withstand frequent printing without breaking down. Choose printers using high page yield toner or ink cartridges to cut down on replacements and extend the machine’s life.

Opt for models with sealed paper paths and protective features to prevent damage from paper jams or dust. Durable components resist wear and tear, ensuring reliable performance over time. Also, check if the manufacturer provides regular firmware updates and strong customer support, as these help keep your printer running smoothly and efficiently.

Prioritizing durability saves you money and frustration in the long run.

Frequently Asked Questions

How Do Printer Warranties Differ for Small Business Models?

You’ll find small business printer warranties often cover longer periods and include on-site repairs or replacements. They usually offer more extensive support than consumer models, ensuring minimal downtime and reliable service to keep your business running smoothly.

What Are the Environmental Impacts of Laser vs. Inkjet Printers?

Think of laser printers as energy-hungry giants, using more power but lasting longer; inkjets sip energy but generate more waste with cartridges.

You’ll want to balance your environmental impact with your printing needs carefully.

Can These Printers Integrate With Popular Accounting Software?

Yes, many printers can integrate with popular accounting software. You’ll find models that support direct printing from apps like QuickBooks or Xero, streamlining your invoicing and report printing effortlessly.

This integration eliminates extra steps and compatibility issues, making your workflow smoother. Choosing a printer with this capability can save time and reduce errors in your accounting tasks.

What Are the Typical Maintenance Costs for These Printers?

You’ll feel like you’re feeding a money-eating monster! Typically, maintenance costs range from $100 to $300 yearly, covering ink, toner, and occasional repairs.

Staying proactive with upkeep helps you dodge those wallet-busting surprises.

Are There Financing Options Available for Purchasing These Printers?

Yes, many manufacturers and retailers offer financing options, including payment plans and leasing, so you can spread out costs.

Make sure you check terms carefully to find the best deal that fits your small business budget.

Conclusion

Choosing the right printer for your small business doesn’t have to feel like sending a fax in the age of smartphones. Whether you want speed, color quality, or cost-efficiency, one of these six reliable options has got you covered.

Keep your specific needs and budget in mind, and you’ll find a printer that works as hard as you do. Ready to upgrade? Your perfect printing partner is just a click away!