An MFP (multifunction printer) that combines printing, scanning, and copying is one of the best investments you can make. With so many models on the market, how do you choose the best printer, scanner, and copier?
Below are a few tips for optimizing office technology for small businesses and the features you should prioritize.
Multifunction Printers: Why Small Businesses Need Them
Today’s business environment is fast-paced, making efficiency vital. Combining a printer, scanner, and copier saves money, space, and maintenance by eliminating the need to purchase separate devices. One reliable document solution will replace multiple machines.
MFPs are ideal for small businesses for several reasons:
- Space-Saved: Small office spaces, coworking spaces, and home-based businesses can benefit from compact designs.
- Cost-effective: Purchasing and maintaining one device is much lower than buying multiple ones.
- Time-saving: Quickly print, scan, or copy from one central hub. Some models also offer faxing, duplex printing, and wireless connectivity.
- Streamlined Workflow: Many MFPs integrate with cloud platforms, making it easier to scan directly to email, Dropbox, Google Drive, or your document management system.
Best Printer Scanner Copier Features
Not all MFPs are created equal. Your workload, industry, and budget will determine the best machine for your small business. Consider these top features:
1. Print Speed and Volume
Small businesses’ printing needs vary widely. A suitable benchmark is at least 20–30 pages per minute (PPM) for black-and-white documents. If you’re in a high-volume industry like real estate, law, or healthcare, consider a device designed for 5,000+ pages per month.
2. Print Quality
A resolution of at least 1200 x 1200 dpi is recommended for sharp, professional-looking documents. Creating marketing materials, flyers, or presentations requires high-quality color printing.
3. Scanning Capabilities
Modern MFPs should have duplex scanning (both sides of a page in one pass), automatic document feeders (ADF), and the ability to scan directly to email or the cloud. These features save time and improve digital record-keeping.
4. Connectivity Options
Small businesses should use a printer, scanner, and copier that supports:
- Wireless printing (Wi-Fi, Bluetooth, or AirPrint for Apple devices)
- Mobile apps for remote printing
- Cloud integration for easy collaboration
- USB and Ethernet connections for flexibility
5. Security Features
Document security is critical, even for small businesses. Look for password-protected printing, user authentication, and encrypted data transfers.
6. Cost of Ownership
Beyond the purchase price, consider toner/ink replacement costs, energy efficiency, and maintenance. Small businesses find laser printers more cost-effective than inkjet models.
Top Printer Scanner Copier Models for Small Businesses
Here are some standout options that balance performance, affordability, and reliability:
1. HP LaserJet Pro MFP M428fdw
- Why it’s great: A compact, fast, and secure laser MFP that offers duplex printing, Wi-Fi, and strong security features.
- Best for: Offices that need reliable black-and-white printing with occasional scanning and copying.
- Key features: 40 PPM, wireless/mobile printing, advanced security options.
2. Canon imageCLASS MF743Cdw
- Why it’s great: It delivers excellent color printing and scanning, which is ideal for businesses with high-quality graphics.
- Best for: Marketing, design, and customer-facing businesses.
- Key features: 28 PPM, 600-sheet capacity, 5-inch color touchscreen, mobile printing support.
3. Brother MFC-L8900CDW
- Why it’s great: Known for reliability, low operating costs, and strong cloud integration.
- Best for: Businesses with high print volumes.
- Key features: 33 PPM, 70-sheet auto document feeder, duplex scanning, customizable workflows.
4. Kyocera ECOSYS M5526cdw
- Why it’s great: Eco-friendly, long-lasting components that reduce operating costs.
- Best for: Environmentally conscious businesses that still need powerful printing and scanning.
- Key features: 27 PPM, wireless connectivity, strong document security, and low page cost.
5. Xerox WorkCentre 6515/DNI
- Why it’s great: Compact but powerful, offering high-resolution color output and advanced scanning features.
- Best for: Small businesses that value sharp, professional documents.
- Key features: 30 PPM, 1200 x 2400 dpi resolution, mobile/cloud printing, easy-to-use touchscreen.
Tips for Choosing the Right Printer, Scanner – Copier
- Assess Your Print Volume: Choose a device rated at least twice your average monthly print volume to avoid wear and tear.
- Check Supply Costs: Calculate the ongoing cost per page for ink or toner. Low purchase prices can sometimes mean expensive consumables.
- Think About Growth: Choose a machine that scales with your business. If you plan to grow, don’t buy a device that only meets today’s minimum needs.
- Look for Local Support: Partnering with an authorized dealer ensures fast service and reliable maintenance, minimizing downtime.
Solutions for small businesses in Massachusetts, Connecticut, Rhode Island, New Hampshire, Maine, New York, and Florida
We help small businesses in Massachusetts, Connecticut, Rhode Island, New Hampshire, Maine, New York, and Florida find the right multifunction printer. We offer top brands such as Kyocera, Xerox, Ricoh, Canon, HP, and Konica Minolta, and provide expert service and support.
Our team is dedicated to keeping your office running smoothly, whether you’re leasing, buying, or maintaining equipment. With over 40 years of industry experience, BDS partners with small businesses to ensure seamless document workflow, reduce costs, and increase productivity.
