The Best Business Printer

Running a successful business means every piece of equipment has to earn its place on your desk. Your printer is no exception, it handles invoices, contracts, shipping labels, and client presentations day after day.

Choosing the wrong model can lead to frustrating paper jams, slow throughput, or ink costs that eat into your margins. That’s why we’ve researched the market to find the best business printer for different work styles and budgets.

Our team analyzed specifications, expert review consensus, and verified buyer feedback to score each model on our 0 to 10 BP Score. We focused on print speed, total cost of ownership, connectivity, and reliability.

Below you’ll find our top picks, followed by a detailed buying guide to help you make an informed decision.

Best Business Printer Buying Guide

Print Speed and Monthly Volume

For a busy office, pages per minute (ppm) directly impact productivity. Monochrome laser printers typically reach 30, 50 ppm, while color inkjets manage 10, 25 ppm.

Also check the recommended monthly duty cycle; a model rated for 3,000 pages per month will last longer than one designed for occasional home use.

If your team prints hundreds of pages daily, a high-speed Brother monochrome model like the MFC-L5915DW keeps workflows moving.

Don’t overlook automatic duplex printing, which saves paper and time. Many business printers include this as a standard feature. For heavy workloads, consider a printer with a high‑capacity paper tray (500+ sheets) to reduce refills.

Connectivity and Networking

Your printer should fit seamlessly into your existing network. Look for built‑in Ethernet and dual‑band Wi‑Fi for reliable connections. Wi‑Fi Direct or NFC allows walk‑up printing from a smartphone or tablet.

For shared offices, a printer with support for Apple AirPrint, Mopria, and a USB host port adds flexibility. Models like the HP OfficeJet Pro 9125 offer AI‑enhanced scanning that simplifies document management.

If your team uses cloud storage (OneDrive, Google Drive), choose a printer that can scan directly to those services. This eliminates extra steps and keeps digital files organized.

Total Cost of Ownership

The purchase price is just the beginning. Ink or toner replacement costs can dwarf the initial investment over a few years. Ink tank printers, like the Epson EcoTank ET‑4800, use refillable reservoirs that dramatically lower per‑page costs.

Laser printers generally have lower cost per page than standard inkjets, especially for monochrome printing.

Check the yield of included starter cartridges; some manufacturers ship partially filled cartridges. Subscription services like HP Instant Ink can reduce costs if you print consistently, but be sure the monthly plan matches your volume.

For a deeper look at long‑term expenses, see our guide to the best tank printer for high‑volume, low‑cost printing.

Print Quality and Media Handling

Business documents need crisp text and professional graphics. Monochrome lasers excel at sharp black text, while color lasers and high‑end inkjets handle charts and logos well.

For occasional photo prints, a color inkjet with separate pigment inks delivers better results. Check the maximum resolution; 1200×1200 dpi is standard for most business lasers.

Media handling matters: look for a printer that supports envelopes, labels, cardstock, and legal‑size paper. An automatic document feeder (ADF) with duplex scanning speeds up multi‑page copying and scanning.

If your office handles a variety of media, a model with a rear straight‑through paper path reduces jams.

Security Features

Network‑connected printers are potential entry points for cyberattacks. Business printers should include secure boot, encrypted print jobs, and user authentication via PIN or badge. Features like secure erase of stored documents and regular firmware updates are essential.

Brother’s advanced security suite on the MFC‑L8930CDW helps protect sensitive data in shared environments.

For offices handling confidential information, consider a printer that supports IPsec, SNMPv3, and 802.1X authentication. These enterprise‑grade features are increasingly available in mid‑range models.

Size and Footprint

Office space is often at a premium. Measure your available desk or shelf area before buying. All‑in‑one printers combine print, scan, copy, and fax in one unit, saving space.

Compact models like the Brother DCP‑L2640DW fit well on a small desk while still offering duplex printing and a 250‑sheet tray. For tight spaces, a compact printer can be a smart choice without sacrificing features.

Why You Should Trust Us

BestProducts is an independent review site that evaluates products through comprehensive research. We do not conduct our own product trials; our evaluations are grounded in research, published data, expert review consensus, and verified buyer feedback.

Each printer in this roundup was scored on a consistent set of criteria using our 0 to 10 BP Score, which reflects print speed, cost efficiency, build quality, connectivity, and user satisfaction.

We monitor hundreds of verified customer reviews and cross‑reference them with professional analyses from respected sources. Our goal is to give you an unbiased, data‑driven recommendation that helps you find the right printer for your business needs.

We never accept payment or free products from manufacturers in exchange for favorable coverage.

Final Thoughts

After evaluating dozens of models, these are the business printers that stand out for their performance, value, and reliability.

• Best Overall: Brother DCP‑L2640DW, This compact monochrome all‑in‑one earned the highest BP Score (9.9/10) thanks to its fast print speed, duplex capabilities, and low cost per page. It’s the ideal choice for small to medium offices that need reliable black‑and‑white printing.
• Best for High‑Volume Workgroups: Brother MFC‑L5915DW, With a 50 ppm print speed and a 500‑sheet paper capacity, this laser printer handles heavy workloads without breaking down. Its dual‑band Wi‑Fi and advanced security features make it a strong contender for busy offices.
• Best Color Laser: Brother MFC‑L8930CDW, Delivering vibrant color prints at a competitive cost, this all‑in‑one includes duplex printing and robust security. It’s a top pick for teams that need professional marketing materials in‑house.
• Best Value Inkjet: HP OfficeJet Pro 8125e, Offering color printing, scanning, and an ADF at an accessible price, this model includes three months of HP Instant Ink. It’s a solid choice for home offices or small teams that print a moderate volume.
• Best for Small Teams: HP LaserJet Pro MFP 3101sdw, This monochrome laser printer combines fast printing with a compact footprint and easy setup. Its intuitive touchscreen and reliable wireless connectivity make it a favorite for small offices.

Frequently Asked Questions

What is the best business printer for a small office?

For a small office (2, 5 people), a monochrome laser all‑in‑one like the Brother DCP‑L2640DW offers fast printing, duplex, and scanning at a low cost per page.

If you need color, the HP OfficeJet Pro 8125e is a reliable inkjet option with a manageable footprint.

Should I choose a laser or inkjet printer for business?

Laser printers are generally faster and have lower operating costs for monochrome text. They’re ideal for high‑volume printing of documents. Inkjet printers, especially tank models, offer lower upfront costs and better color quality for graphics and occasional photos.

Consider your primary print type and monthly volume. For a detailed comparison, see our best laser printer guide.

What print speed do I need for a business printer?

For a small team, 20, 30 ppm is sufficient. Larger workgroups should look for 40+ ppm. Speed matters most when printing multi‑page documents like contracts or reports. Also check the first page out time (FPOT), a fast FPOT reduces wait time for single‑page jobs.

Is duplex printing important for a business printer?

Yes, automatic duplex printing (two‑sided) cuts paper usage by up to 50% and reduces filing bulk. Most modern business printers include this feature, but always confirm. It’s a standard on models like the Brother MFC‑L5915DW and HP LaserJet Pro 3101sdw.

How do I calculate the total cost of ownership for a printer?

Add the purchase price to the cost of consumables (ink/toner) over the expected lifespan. Divide by the number of pages you’ll print. Look at yield ratings for cartridges and compare cost per page.

Ink tank printers like the Epson EcoTank ET‑4800 have very low cost per page, while some laser printers offer high‑yield toner options. For more on affordable options, check our best inexpensive printer roundup.

What connectivity features should I look for?

Ethernet and dual‑band Wi‑Fi are essential for a stable network connection. Wi‑Fi Direct and Bluetooth allow direct printing from mobile devices.

Also look for support for Apple AirPrint, Mopria, and the ability to scan to email or cloud storage. A USB port is handy for direct printing from a flash drive.

About the author