Choosing the Best Printer for Small Business can make a world of difference in your office productivity and cost-efficiency. Whether you’re handling invoices, contracts, or creative prints, the right printer helps you save time, money, and effort.
In this detailed guide, we’ll explore the top 5 printers for small businesses in 2025, including laser and ink tank options. Each model is evaluated for speed, print quality, cost-effectiveness, and connectivity — so you can pick the one that best fits your office setup.
Table of Contents
Why You Need the Best Printer for Small Business
Running a small business means every minute and rupee counts. Investing in the best printer for small business isn’t just about printing documents; it’s about maximizing efficiency. Modern printers now offer Wi-Fi, duplex printing, mobile printing, and even fax and scan capabilities — all in one device.
A great business printer offers:
- High print speed to handle bulk printing.
- Duplex (two-sided) printing to save paper.
- Affordable running costs with efficient toner or ink usage.
- Reliable connectivity (USB, LAN, Wi-Fi Direct).
- Compact design suitable for small workspaces.
Now, let’s compare the top-rated small business printers of 2025.
1. Brother DCP-L2640DW – Smart Laser Powerhouse for Small Offices
The Brother DCP-L2640DW is one of the best laser printers for small business users seeking performance and durability. With a monochrome print output and 34 pages per minute (PPM) speed, it’s a true productivity machine.
Key Features
- Print, Scan, Copy – All-in-one functionality.
- Auto Duplex Printing – Save paper and time.
- ADF (Automatic Document Feeder) – Handles 50 sheets effortlessly.
- Multiple Connectivity Options – Wi-Fi Direct, LAN, USB.
- 256MB Memory & 250-Sheet Tray – Ideal for steady office use.
Performance & Quality
The DCP-L2640DW prints up to 1200 x 1200 dpi, offering crisp and professional documents. Its auto double-sided printing and ID Copy feature make it perfect for offices that regularly process forms, IDs, and invoices.
Pros
- Blazing-fast 34 ppm speed.
- Affordable toner with high yield.
- Strong connectivity options.
- Supports Windows, Mac, and Linux.
Cons
- Monochrome only (no color printing).
- No fax function.
Ideal For
Small offices or startups needing a fast, efficient, and low-maintenance laser printer.
2. Canon imageCLASS MF465dw – High-Speed All-in-One Laser Printer
Next on our list of the best printers for small business is the Canon imageCLASS MF465dw, a 42 PPM beast with exceptional performance. It combines printing, scanning, copying, and faxing — all in one sleek white machine.
Key Features
- 4-in-1 Functionality: Print, Scan, Copy, Fax.
- Auto 2-Sided Printing & Scanning.
- 42 Pages per Minute Output.
- Large 5-inch Touchscreen Interface.
- Generous Paper Capacity (Up to 900 Sheets).
Performance & Ease of Use
This Canon printer shines with its Application Library, allowing users to customize shortcuts for frequent tasks. The one-pass duplex ADF ensures faster scanning — a blessing for businesses that handle contracts or client documents.
Mobile Printing Support
You can easily print from mobile devices via the Canon PRINT Business app, Apple AirPrint, and Mopria Print Service.
Pros
- Lightning-fast performance.
- Excellent mobile compatibility.
- High paper capacity.
- 3-year limited warranty.
Cons
- Larger footprint; not very compact.
- Slightly higher initial cost.
Ideal For
Businesses with medium to high print volumes that need fast duplex scanning and printing.
3. HP LaserJet Pro 4004dn – Compact, Reliable, and Professional
The HP LaserJet Pro 4004dn delivers professional-grade quality and network-ready convenience, making it one of the best monochrome printers for small business setups.
Key Features
- Print Speed: Up to 42 PPM (A4).
- Resolution: 1200 x 1200 dpi for sharp text.
- Dual Paper Trays: 350-sheet standard capacity (expandable up to 900).
- Connectivity: Gigabit Ethernet and USB 2.0.
- Mobile Printing: HP Smart App, AirPrint, Mopria support.
Performance & Reliability
HP’s LaserJet Pro series is known for its low maintenance and durability. This model’s quick first page out helps reduce waiting time — ideal for busy offices.
It’s perfect for document-heavy businesses that require speed without compromising quality.
Pros
- Robust build quality.
- Excellent text clarity.
- Reliable network and mobile integration.
- Compact design for small desks.
Cons
- No color printing.
- No scan or copy function (print-only).
Ideal For
Startups and professionals needing a dedicated, fast, and reliable monochrome printer for documents and reports.
4. Canon MAXIFY MegaTank GX7070 – Color Ink Tank Beast for Businesses
If your small business needs color printing with high volume and low running costs, the Canon MAXIFY GX7070 is the perfect match. It combines ink tank technology with all-in-one functionality (print, scan, copy, fax).
Key Features
- Print Speed: 24 ipm (black), 15.5 ipm (color).
- Connectivity: Wireless, USB, LAN, Mopria, AirPrint.
- Touchscreen Display: 2.7-inch color interface.
- Monthly Volume: 300–2500 pages (recommended).
- Ink Yield: Up to 14,000 color pages.
Performance & Efficiency
With refillable ink tanks, businesses enjoy massive savings on color prints. The print quality remains crisp and vibrant, making it ideal for marketing materials, invoices, and colored presentations.
The 2-year warranty or 100,000 prints coverage ensures peace of mind for heavy users.
Pros
- Extremely low cost per page.
- Vibrant color output.
- All-in-one with fax functionality.
- Generous warranty and durability.
Cons
- Slightly slower color printing compared to laser printers.
- Higher upfront cost.
Ideal For
Creative professionals and small businesses that regularly print color documents and want long-term cost savings.
5. Epson EcoTank L3252 – Budget-Friendly Ink Tank Printer
If you’re seeking the best affordable printer for small business, the Epson EcoTank L3252 stands out for its balance of cost, quality, and eco-friendliness.
Key Features
- All-in-One: Print, Scan, Copy.
- Connectivity: Wi-Fi & App-enabled (Epson Smart Panel).
- Print Technology: Heat-Free, energy-efficient printing.
- Low Cost Per Page: Ideal for small offices and home businesses.
Performance & Usability
The EcoTank system eliminates expensive cartridges — just refill ink bottles and print away. It’s compact, quiet, and offers spill-free refilling.
Despite being compact, the L3252 delivers excellent text and graphics output, suitable for invoices, letters, and light marketing material.
Pros
- Ultra-low printing cost.
- Compact and quiet operation.
- Easy Wi-Fi setup.
- Environment-friendly design.
Cons
- No automatic duplex printing.
- Not suitable for high-volume printing.
Ideal For
Small offices and freelancers needing a budget printer with color output and minimal maintenance.
Buying Guide: How to Choose the Best Printer for Small Business
Selecting the best printer for small business requires balancing performance, cost, and features. Here’s a breakdown to help you choose wisely:
1. Determine Your Print Volume
If you print frequently, go for laser printers (like Brother or Canon imageCLASS). For occasional or mixed color printing, choose ink tank printers (like Canon MAXIFY or Epson EcoTank).
2. Check the Print Speed (PPM)
Speed matters when you’re handling bulk jobs. Look for 30+ pages per minute for business use.
3. Consider Connectivity Options
Ensure your printer supports Wi-Fi, USB, and LAN for seamless integration with laptops, mobiles, and office networks.
4. Evaluate Running Costs
Laser printers have higher upfront costs but lower per-page expenses in bulk. Ink tanks, on the other hand, offer low running costs for color prints.
5. Additional Features
Consider features like:
- Duplex Printing for cost-saving.
- ADF for scanning multi-page documents.
- Touchscreens for easy operation.
- Mobile Printing Support for flexibility.
6. Warranty & After-Sales Support
Opt for brands offering onsite warranty and easy toner/ink availability in your region.
Comparison Table: Best Printers for Small Business (2025)
| Printer Model | Type | Speed (PPM) | Function | Connectivity | Best For |
|---|---|---|---|---|---|
| Brother DCP-L2640DW | Laser | 34 | Print/Scan/Copy | Wi-Fi, LAN, USB | Monochrome bulk printing |
| Canon imageCLASS MF465dw | Laser | 42 | Print/Scan/Copy/Fax | Wi-Fi, LAN | Fast, heavy-duty tasks |
| HP LaserJet Pro 4004dn | Laser | 42 | Print Only | Ethernet, USB | High-speed text printing |
| Canon MAXIFY GX7070 | Ink Tank | 24 (B/W) | Print/Scan/Copy/Fax | Wi-Fi, USB, LAN | Color business printing |
| Epson EcoTank L3252 | Ink Tank | 10 | Print/Scan/Copy | Wi-Fi | Low-cost, small office use |
Conclusion
Finding the Best Printer for Small Business depends on your unique printing needs — whether that’s speed, color, or cost-efficiency.
If you want fast and reliable laser performance, the Canon imageCLASS MF465dw or Brother DCP-L2640DW are perfect choices. For color and cost-effective printing, the Canon MAXIFY GX7070 and Epson EcoTank L3252 shine with their refillable ink tanks.
In short:
- Best Overall (Laser): Canon imageCLASS MF465dw
- Best Value: Brother DCP-L2640DW
- Best Color Printer: Canon MAXIFY GX7070
- Best Budget Pick: Epson EcoTank L3252
Invest in the right printer today, and your business will thank you with faster workflows, lower costs, and higher productivity.
FAQs About the Best Printer for Small Business
1. What is the best all-in-one printer for small businesses?
The Canon imageCLASS MF465dw is one of the best all-in-one printers with print, scan, copy, and fax capabilities, offering fast performance and low maintenance.
2. Which printer is cheapest to run for small businesses?
The Epson EcoTank L3252 and Canon MAXIFY GX7070 have the lowest running costs due to refillable ink tank systems.
3. Should I choose a laser or ink tank printer for my business?
For high-volume, monochrome printing — go with laser printers. For color or moderate use — ink tank printers are more economical.
4. What printer is best for a small office with 5–10 employees?
The Brother DCP-L2640DW is ideal for small teams, offering wireless connectivity, duplex printing, and robust speed at an affordable cost.
5. How long do business printers typically last?
A good printer can last 5–7 years with proper maintenance. Models like Canon and Brother are known for their durability and service support.