Choosing the right printer can significantly affect your company’s productivity, budget, and efficiency. With so many types of printers on the market, selecting the right one for your small business can be challenging.
This guide explains everything you need to know about business-class printers—from inkjet printers to monochrome laser printers—to help you make the best decision for your office.
Step 1: Determine Your Business Needs
The first question to ask yourself: How does my business use a printer?
Consider the following:
- How many pages do you print each month?
- Do you print primarily text documents or color materials?
- Do you need scanning, copy scan, and fax capabilities?
- Will multiple employees share the same printer?
- Is fast printing speed essential?
Understanding your day-to-day usage helps narrow down the right model for your business.
Step 2: Understand Printer Types
There are two main types of printers: inkjet and laser. Each has pros and cons, depending on your use case.
Inkjet Printers
- Best for high-resolution photo and color printing
- Inkjet printers use liquid ink, delivered via small nozzles
- Often slower than laser printers
- Higher cost per page due to frequent ink cartridge replacements
- Good for marketing firms, real estate, and creative agencies
Laser Printers
- Best for high-speed, high-volume printing
- Use toner cartridges (powder-based) for crisp text documents
- Monochrome laser printers print only in black and white
- Lower cost per page and more durable
- Excellent for small businesses that print regularly and need efficiency
A monochrome laser printer offers the best long-term savings and performance if your business rarely prints in color.
Step 3: Choose Multifunction or Single-Function
Most business printers offer more than printing. Consider a multifunction printer (MFP), which handles printing, scanning, copying, and sometimes even faxing.
Multifunction Printers (MFPs)
- Save space and money with all-in-one capabilities
- Ideal for digitizing paper files or managing remote approvals
- Many MFPs include an automatic document feeder (ADF) for multi-page scanning
The ADF is a must-have for streamlining your workflow if you often scan contracts or ID documents.
Step 4: Look for Business-Grade Features
Not all printers are built equally. Business-grade models often come with more robust features:
Print Speed (Pages Per Minute)
Print speed, measured in pages per minute (PPM), is crucial for high-volume environments. A fast printer reduces wait times and improves workflow.
- Look for at least 25–40 PPM for medium to large offices.
- For small businesses, 20 PPM may suffice.
High Yield Toner or Ink Cartridges
High-yield toner or ink cartridges can print thousands of pages before needing replacement, reducing downtime and operating costs.
- A higher upfront cost but better long-term value
- Reduces the need for frequent replacements and maintenance
Cost Per Page
Always consider the cost per page. This metric combines the price of consumables with the number of pages they yield.
- Toner cartridges generally offer a lower cost per page than ink cartridges
- High yield options cut costs even further for businesses with heavy usage
Wireless & Cloud Connectivity
Modern home office printers and business models often include:
- Wi-Fi, Ethernet, or mobile printing
- Cloud printing support (Google Drive, Dropbox, etc.)
- Remote management and diagnostics tools
These features simplify printing for hybrid teams or multi-user environments.
Step 5: Rely on BDS Support and Fast Response Times
Choosing a printer for your business is not just about the machine—it’s about the partnership you build to keep your devices running at peak performance.
Why Choose BDS?
BDS is a trusted, authorized dealer of industry-leading printer brands like Kyocera, Xerox, HP, Canon, Ricoh, and Konica Minolta. We offer complete support for small businesses and large enterprises, ensuring your investment is backed by reliable service and expert guidance.
Fast Response Times
- Average on-site service response time: 4 hours or less
- Remote support and diagnostics are available for most models
- Scheduled maintenance plans to minimize downtime
- Emergency service for mission-critical printing environments
What BDS Offers:
- Equipment sales, leasing, and rental options
- Expert installation and setup, including network configuration
- Access to certified technicians and official replacement parts
- Maintenance contracts to cover toner, parts, and labor
- Ongoing support for printing, scanning, and copying systems
Whether you’re running a home office or a multi-floor business operation, BDS ensures your devices stay online, efficient, and worry-free.
Best Printer Recommendations for Small Businesses
Monochrome Laser Workhorse
Ideal for Legal, accounting, logistics, and general office use
- Fast print speeds (30+ PPM)
- High-yield toner cartridges
- Low cost per page
- Often includes duplex (double-sided) printing
Example: HP LaserJet Enterprise M507 or Kyocera ECOSYS P3260dn
Color Laser Multifunction Printer
Ideal for: Marketing teams, customer-facing offices
- Multifunction printers (print, copy scan, fax)
- High-speed color and mono printing
- Automatic document feeder for scanning multiple pages
- Toner cartridges designed for volume and clarity
Example: Canon imageCLASS MF743Cdw or Xerox VersaLink C405
Inkjet All-in-One for Creative Work
Ideal for: Graphic designers, real estate, photography
- Excellent photo and color quality
- Supports specialty paper and borderless printing
- Wireless mobile printing options
Example: Epson EcoTank Pro ET-5850 (uses refillable ink for ultra-low cost per page)
Pro Tips Before You Buy
- Calculate total cost of ownership: Look beyond the sticker price. Factor in supplies, maintenance, and expected lifespan.
- Check duty cycle: This tells you how many pages the printer can reliably produce monthly.
- Read business reviews: Look for performance in real-world environments like yours.
- Futureproof your investment: Choose a printer with scalable features or expandability if your company grows.
Help Me Choose a Printer: Choose What Works for Your Business
There’s no one-size-fits-all when choosing a printer for your business. It all comes down to how you work. A multifunction inkjet printer might be perfect if you need high-quality color prints occasionally. If your team prints hundreds of text documents daily, a monochrome laser printer with high-yield toner cartridges is your best bet.
When shopping, consider more than just the printer itself. Consider the long-term costs, features like automatic document feeders, and whether the machine can grow with your team.
