Multifunction printers (MFPs) are devices that go far beyond printing. These all-in-one copy machines can scan, copy, and fax. They are perfect for small teams with users under ten.
BDS can help with Small Business Printing
BDS helps small business owners in New England and Florida with their multifunction printer needs. This guide will help you choose the right printer based on features like printing in black and white or color, paper tray capacity, security features, and overall printing costs.
Why Multifunction Printers Are a Smart Investment for Small Businesses
Multifunction printers (all-in-one printers) do more than just print documents. Integrated features like scanning and faxing eliminate the need for separate machines, saving money, desk space, and time. Whether you work from home or in a small office, a multifunction printer helps you work better and faster.
Inkjet vs. Laser Printers: Which Is Best for Your Business?
One of the first decisions you’ll need to make is between inkjet and laser printers. Both have benefits, but the right choice depends on your business needs.
Inkjet Printers
Inkjet printers like the HP OfficeJet Pro series are known for high-quality printing, especially when it comes to photos and color printing. They’re ideal for businesses that need to produce visually appealing marketing materials or design mockups. Inkjet models also tend to have a lower upfront cost.
Pros:
- Excellent color quality
- Lower initial investment
- Good for low-to-medium volume printing
Cons:
- Higher cost per page
- Ink cartridges may dry out with infrequent use
Laser Printers
On the other hand, laser printers are built for crisp text, printing in black and white, and higher volumes. They tend to have faster print speeds and lower cost per page, making them a great fit for businesses that frequently print documents.
Pros:
- Faster printing
- Lower long-term printing costs
- More efficient for high-volume use
Cons:
- Higher initial cost
- Bulkier design
Top Multifunction Printers for Small Businesses
Below are some top-performing multifunction printers that offer a variety of features suited for small businesses:
1. HP OfficeJet Pro 9015e
This inkjet printer stands out for small businesses due to its smart features and high-quality output. It supports scanning, copying, and faxing, and offers built-in security features to keep sensitive information safe.
Highlights:
- Prints up to 22 ppm (pages per minute)
- Dual-band Wi-Fi and mobile printing support
- Smart tasks for automation
- High-capacity paper tray (250 sheets)
Best For: Businesses needing color printing and versatility without compromising on quality.
2. Brother MFC-L8905CDW
A color laser printer with business-class capabilities, this Brother model is fast, reliable, and robust. It’s great for teams that frequently print large documents and need efficient scanning or copying.
Highlights:
- Prints up to 33 ppm
- 70-page auto document feeder
- Advanced security features
- Large paper tray capacity
Best For: Offices requiring consistent, high-quality printing with fast turnaround.
3. Canon imageCLASS MF455dw
This monochrome laser printer is perfect for businesses focusing on black and white printing. Its compact design fits nicely in a home office and delivers sharp, crisp text at high speeds.
Highlights:
- Prints up to 40 ppm
- 250-sheet paper tray with optional expansion
- Wi-Fi Direct and cloud-based printing options
Best For: Professionals who want fast, reliable black and white prints.
Key Features to Look for in a Multifunction Printer
To ensure you choose the best device for your office, consider the following key features:
1. Paper Tray Capacity
If you frequently print, a larger paper tray (250 sheets or more) reduces the need for constant refills and helps maintain workflow efficiency.
2. Security Features
With growing cybersecurity concerns, choose a printer with security features such as encrypted data transmission, password protection, and secure boot processes. These are critical for protecting sensitive documents.
3. Mobile & Cloud Printing
Modern office setups—especially home offices—benefit from mobile printing via apps like HP Smart or Brother iPrint&Scan. These tools make it easy to print or scan directly from your smartphone or cloud accounts.
4. Duplex Printing and Scanning
Automatic double-sided printing and scanning saves time and paper, reducing printing costs and environmental impact.
5. Variety of Features
Look for multifunction printers with customizable shortcuts, touchscreen interfaces, and integration with platforms like Google Drive or Dropbox. These features streamline tasks and reduce time spent at the machine.
Tips to Reduce Printing Costs and Save Money
Even the best office printer can become a cost center if not managed wisely. Here’s how to save money on printing over time:
1. Go Digital Whenever Possible
- Encourage digital workflows using tools like PDFs, cloud storage, and e-signatures.
- Share documents via email or collaboration platforms like Google Workspace or Microsoft Teams.
- Reduce unnecessary printing by setting “print preview” to catch errors before printing.
2. Use Duplex (Double-Sided) Printing
- Enable automatic duplex printing to cut paper use in half.
- MFP printers, especially multifunction laser printers, offer this feature as default.
3. Switch to Monochrome for Everyday Printing
- Set default printing to black and white instead of color to save on costly color toner or ink.
- Use color only when necessary (e.g., marketing materials or presentations).
4. Choose Cost-Efficient Printers
- Opt for laser printers over inkjets for high-volume tasks—they offer a lower cost-per-page.
- Look for models with high-yield toner cartridges and energy-efficient modes.
- Consider multifunction printers (MFPs) to consolidate scanning, copying, and faxing into one device.
5. Track and Control Usage
- Use print management software to monitor who prints what and set usage limits.
- Implement user authentication to prevent unauthorized or wasteful printing.
- Train staff on printing best practices to reinforce cost-conscious habits.
The Best Printer Depends on Your Needs
Choosing the best multifunction printer for your small business is not just about the brand name. Understanding your daily printing habits, volume, and budget is essential. Whether you’re running a marketing agency, legal office, or small retail shop, a printer out there meets your specific needs.
Choose BDS for Your Small Business Needs in New England and Florida
BDS is a trusted partner for small businesses in New England and Florida. We provide multifunction printers, copiers, document management solutions, and print services with tailored, cost-effective options.
With decades of experience, our team helps streamline operations and reduce printing costs. We handle everything from leasing to support, allowing you to focus on running your business.
