The 5 Best Business Printers Available Today

Young employee using modern printer in office

The 5 Best Business Printers Available Today

Key Points

  • The HP LaserJet Pro MFP M428fdw is a versatile all-in-one printer that handles copying, faxing, and multi-page scanning with ease.
  • The Canon imageCLASS MF654Cdw is a great option for smaller businesses, with easy wireless connectivity and automatic two-sided printing.
  • The HP DesignJet T650 24-in-1 printer offers fast printing speed, wide-format printing capabilities, and a high print resolution, making it ideal for mid-sized businesses.
  • The Xerox AltaLink C8045 is user-friendly, has high-tech security settings, and is a reliable option for large businesses.
  • The Epson EcoTank Photo ET-8500 delivers exceptional photo printing quality and has a quick start time, making it a solid choice for working from home.

Your business printer is one of your most important investments. While it sounds surprising, companies use their printer for creating necessary documents like invoices, marketing materials like brochures, essential reports, employee handbooks, and even high-quality meeting presentations. Because of that, whether you’re running a small operation, managing a midsize team, or leading a big corporation, choosing the right printer for your business is crucial.

When searching for a printer, what exactly does your business need? A smaller office would overdo it with a printer with a monthly duty cycle of 100,000 pages. However, a large office would meet or exceed that duty cycle and need something to handle heavy print loads. A lot goes into finding the best printer for your business. So, we’ve researched high and low for printers with all the right bells and whistles, so you don’t have to.

Here’s our list of the 5-best business printers available today:

Best Overall: HP LaserJet Pro MFP M428fdw Wireless Monochrome All-in-One Printer 

Best Overall
HP LaserJet Pro MFP M428fdw Wireless Monochrome All-in-One Printer
  • Print, fax, scan, copy
  • 38 pages per minute
  • Automatic two-sided printing
  • Enhanced energy efficiency
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01/17/2024 02:55 pm GMT

No matter the size of your office, the HP LaserJet Pro MFP M428fdw Wireless Monochrome All-in-One Printer is up to the task, which is precisely why it earns our top spot as the best printer overall. This powerhouse printer combines all the essential functions you’d expect from a larger machine, easily handling tasks like copying, faxing, and multi-page scanning.

While the HP LaserJet Pro MFP M428fdw is a versatile and capable printer, it does have a few potential drawbacks. At 27.8 pounds, it’s relatively heavy, making it less portable than some smaller office printers. Its initial purchase price might also be on the higher side compared to basic printers, although its functionality value can offset this cost over time.

It’s an all-in-one printer that handles copying, faxing, and multi-page scanning with ease.At 27.8 pounds, this printer is relatively heavy.
Has an ISO Mono Print Speed of 38 pages per minute, making it efficient for office tasks.The upfront cost may be relatively high compared to entry-level printers.
Offers various connectivity options, including Apple AirPrint, Ethernet, Google Cloud Print, HP Smart, and more.While it excels in monochromatic printing, it lacks color printing capabilities.
Supports automatic two-sided printing, saving paper and reducing costs over time.
With a tray capacity of 350 sheets and an automatic document feeder capacity of 50 sheets, it’s well-suited for demanding workloads.
Approximate page yield of 3000 pages, reducing the frequency of cartridge replacements.

Check out HP LaserJet Pro MFP M428fdw on Amazon.

Best For Small Businesses: Canon imageCLASS MF654Cdw Wireless Color All-In-One Laser Printer

Best Value
Canon Color imageCLASS MF656Cdw All-in-One Wireless Laser Printer
  • All-in-one
  • Duplex
  • Wireless
  • 3-year limited warranty
  • White
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01/17/2024 03:00 pm GMT

Thanks to its impressive feature set, the Canon imageCLASS MF654Cdw is our top choice for the best small business printer. It connects easily to all your devices, making printing from smartphones, tablets, or computers simple. We love the automatic two-sided printing feature, which would come in handy when working with reports and large documents.

One downside about this printer is it doesn’t have photo printing abilities. Users also report that while it offers versatile functionality, its bulkier build, weighing 48.5 pounds, takes up space in smaller offices. Its scanner is also limited, especially for complex documents.

For smaller businesses that aren’t looking to print out show-stopping marketing materials but rather have the daily invoice and spreadsheet to print, the Canon imageCLASS MF654Cdw Wireless Color All-In-One Laser Printer is a great option.

Easy wireless connectivity, allowing printing from your phone, tablet, or computer.Weighing 48.5 pounds, this printer is bulkier compared to models designed for smaller businesses.
Automatic two-sided printing, perfect for quickly handling reports, spreadsheets, and extensive documents.This printer does not support photo printing, focusing primarily on business-related functions.
ENERGY STAR certified, which means it takes 20% to 30% less energy than required by federal standards.The scanning capabilities are somewhat limited, so for intricate documents, consider a model with higher capacity.

Check out the Canon imageCLASS MF654Cdw on Amazon.

Best for Mid-Sized Businesses: HP DesignJet T650 24-in-1 Printer

Best for Mid-Size Businesses
HP DesignJet T650,Color Large Format 24-inch Plotter Printer
  • Handle various media sizes and formats
  • Dependable wide-format printer
  • Fast printing speed
  • Comes with an automatic sheet feeder
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01/17/2024 03:05 pm GMT

The HP DesignJet T650 24-in-1 Printer is our top choice for mid-sized businesses needing a dependable and efficient printing solution. Need to use particular paper types, like tracing or technical paper, for your jobs? No problem. It can print a page in just 26 seconds and handle various media sizes and formats, from letter size to 24″ x 150 feet, making it perfect for the projects your office oversees.

Still, the HP DesignJet T650 24-in-1 has a drawback: its size. It’s by no means a portable printer, weighing in at 65 pounds. Also, this printer requires the use of its proprietary HP ink cartridges and has dynamic security measures to ensure you’re not using generic cartridges.

Despite these flaws, our love for the HP DesignJet T650 24-in-1 printer remains. It consistently proves itself a dependable wide-format printer, making it an ideal choice for mid-sized businesses.

Offers fast printing speed, capable of producing a page in just 26 seconds.Uses dynamic security measures, which may block the use of non-HP cartridges.
Supports wide-format printing, accommodating sizes from letter size to 24 inches by 150 feet.Scanning capabilities are somewhat limited, so it may not be suitable for highly complex scanning tasks.
Has a high print resolution of up to 2400 x 1200 DPI, guaranteeing detailed and crisp prints.Does not include a built-in hard disk, which is a drawback for those who require local storage.
Features an automatic sheet feeder, simplifying the handling of multiple sheets or media types.It’s pretty heavy, weighing 65LBS, so not a portable office printer.

Check out the HP DesignJet T650 24-in-1 Printer on Amazon.

The Xerox AltaLink C8045 Series Color Multifunction Printer is our pick for the best large business printer. User-friendly like a tablet, the AltaLink’s display streamlines printing settings and workflows, and its mobility features allow connectivity and printing from all of your office’s devices.

Although these printers have a reputable print speed of up to 30 pages per minute, businesses that need faster printing may want to look for quicker options. As is typical with multifunctional devices, the initial investment cost can be relatively high, but is worth the investment for larger businesses that require that volume of printing.

One other notable feature of Xerox AltaLink is the security settings that protect private business information. Big companies printing sensitive information need not worry about their data getting breached. With a long list of high-tech features, the C8045 is a reliable option for large businesses looking to improve their printing operations and secures itself a spot on our list.

To fully utilize the printer’s features, businesses may need to rely on specific apps, which require additional setup and management.Print speed is rated at up to 30 pages per minute, which may be considered slow for businesses requiring high-volume printing.
Has ENERGY STAR certification, which is useful in larger models that are common “energy suckers”.Has a duty cycle of up to 90,000 images per month, which might not be enough for businesses with exceptionally high-volume printing needs.
Intuitive user interface simplifies tasks, personalizes settings, and speeds up repetitive processes.To fully utilize the printer’s features, businesses may need to rely on specific apps, which requires additional setup and management.

Check out the Xerox AltaLink C8045 Series Color Multifunction Printer on Amazon.

Best for Working from Home: Epson EcoTank Photo ET-8500

Best for Working from Home
Epson EcoTank Photo ET-8500 Wireless Color All-in-One Supertank Printer
  • Up to 5,760 x 1,440 dpi resolution
  • Enough ink in each replacement bottle set to print up to 6,200 color pages
  • 12 ppm in color and 16ppm in monochrome
  • Compatible with Windows and Mac
  • High-resolution flatbed scanner
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01/17/2024 10:15 am GMT

Don’t want to go back to the office? The Epson EcoTank Photo ET-8500 is our top choice for a work-from-home printer.

We prefer this Epson model for its exceptional photo printing capabilities, ensuring high-quality and clear documents for all purposes. With a quick 12-second start time and impressive speeds of up to 15 black or 10 color pages per minute, it’s reliable for larger projects. Thanks to its super tank design, this model has a superior page yield, allowing thousands of prints from a single tank fill. Plus, the cost of replacement ink is budget-friendly, assuring reasonable long-term ownership expenses.

It’s also important to note The Epson EcoTank’s flaws. This model doesn’t have an automatic scan feeder, so you must scan each page manually, which is time-consuming if you’re working on a large project. If you are working with mostly black and white documents rather than photos, you might have better luck with a different printer that doesn’t have the super tank design.

Manual scanning and super tank aside, the Epson EcoTank Photo ET-8500 has the features you need at a price you can justify for your home office and is a solid choice for most work-from-home professionals.

Delivers exceptional photo printing quality, producing sharp and detailed images.Requires manual page-by-page scanning.
Quick initialization time, taking only 12 seconds to start printing a page.Primarily designed for letter and legal-sized paper, limiting its compatibility with larger paper formats.
High printing speeds, capable of producing up to 15 black or 10 color pages per minute.
Has a supertank design (cost-effective ink replacement), saving users money on consumables.

Check out the Epson EcoTank Photo ET-8500 on Amazon.

How to Pick the Best Business Printer

Young Businesswoman With Mobile Phone Showing Graph Connected To Printer At Desk
The best business printers on the market today have the ability to connect to various devices, like your cell phone.

Still not sure which one of these business printers are best for you? Here are some things to consider:

  • Printing needs
  • Printing volume
  • Cost

Let’s take a look at each of these factors in more detail.

Printing Needs

Think about the types of documents your business prints. While this sounds obvious, the answers to this question will determine the kind of printer your business needs. Companies that print mostly text-based documents or spreadsheets need a printer that offers fast black-and-white printing and optimal scanning. Likewise, a company that prints its own marketing materials will want to ensure its printer can print high-quality photos.

Printing Volume

How many people are going to be using your office printer? If there’s a steady flow of people coming and going to the print room, you’ll need a higher-powered printer that can handle different types of print jobs from various sources. It’s likely you’ll need something with higher printing speeds and an advanced queue system if you have many employees using the printer.


If you’re a smaller office, your budget for your office printer will likely be smaller than large corporations. When choosing a printer for the office, try to prioritize its primary purpose and avoid unnecessary features. For example, if you’re not going to be perforating documents, save the money and go for a model that suits your needs better. Consider the printer’s ongoing costs, including ink or toner cartridges, to manage your budget effectively. Who cares if you save money on the printer itself when the cartridges cost a fortune?

What to Know Before Buying a Business Printer

Before clicking that “buy now” button, there are a few things you need to know about buying a business printer.

Start by thinking about the type of content you’ll be printing the most. Will it be documents, images, or a combination of both? Does your printer need additional features such as scanning or faxing?

It’s also essential to keep your budget in mind as printers can vary in price. Considering your current set-up is also important. Your IT department can also help you check your current tech to ensure that your new printer will be compatible.

By taking these things into account, you can easily choose the best printer for your business without any unwelcome surprises.

Using a Business Printer: What’s it Like?

Business woman using a printer. Beautiful business woman printing a document. Business woman printing a document for a new company project.
Operating your business printer is a breeze. In case of any uncertainties, refer to the manufacturer’s instructions for guidance.

Business printers are integral parts of the office, whether you’re a one-person show or part of a large organization. Using your business printer is easy, provided you are up-to-date with its functions. It’s advised to read the manual or tutorials provided on your business printer to ensure you’re using it correctly.

Frequently Asked Questions

How do I buy a printer for my business?

To purchase the right printer for your business, start by assessing your printing needs and setting a budget. Choose a printer type based on your requirements, consider essential features like connectivity and paper handling, and research different brands and models for reliability. Finally, make your purchase, set up the printer, and establish a maintenance routine for optimal performance.

How do I know what kind of printer my business needs?

Start by thinking about how much you need to print and your budget. If you’re doing a lot of color printing or need top-notch graphics, an inkjet might be your best bet. For heavy-duty text printing and high volumes, consider a laser printer. Also, check out features like wireless printing, double-sided printing, and mobile-friendliness to find the perfect fit for your business.

Which type of printer is most commonly used in business settings?

Laser printers are the most commonly used type of printer in business settings due to their speed, efficiency, and high-quality output.

What is a multifunction printer?

A multifunction printer (MFP), also known as an all-in-one printer, is a versatile office machine that combines multiple functions into one device. Typically, an MFP can perform tasks such as printing, scanning, copying, and faxing, all from a single machine. These printers are designed to streamline office workflows, save space, and improve efficiency by providing a range of document-related functions in one compact unit.

What is the average cost of a business printer?

The average cost of a business printer can vary widely depending on the type, brand, and features. Generally, you can expect to pay anywhere from a few hundred dollars to several thousand dollars for a business printer. It’s essential to consider your specific printing needs and budget when choosing the right printer for your business.

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