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What is the best printer for a small business?

printer for small business

Small business printers can be the difference between productivity and inefficiency in your office.

In medium-volume print environments of up to a few thousand pages monthly, midsize or small to medium business (SMB) printers can accommodate about five to 25 users. It is important to note that not all business printers come with the same features and that they will perform differently depending on your industry and budget.

To help small businesses, we’ve compiled a list of 6 factors based on the key features that matter most to this category of users, such as printer type, speed, pricing, security, and customer reviews, to help you achieve the right balance between affordability, features, and performance.


Small and medium-sized businesses face hidden printing costs. Among our six factors, print affordability is the broadest. Small business printers are ideal for offices with lower traffic and less usage. Small business printers should also be economical to run – so they don’t cost a lot in electricity bills or ink and toner cartridge replacements – and also offer fast print speeds without sacrificing quality. Consider the number of printed pages the toner yields before it runs out.

Small Business Printers: All In One VS Multifunction

Small business printers, regardless of whether they are all-in-ones (AIOs) or multifunction printers (MFPs), should be able to scale as your business grows and keep up with the demands of your business. When evaluating small business machines, it is essential to assess the size of your setup, your network, and the need for extra finishing options. A multifunction printer (MFP) can accommodate several add-on tools to make your office more efficient and ideal for multitasking.

Color VS Black & White Printers

You can emphasize information in various ways with color pages and make them more visually appealing. Printed in color, advertisements, brochures, and pamphlets are good examples of high-volume jobs with vibrant images. Certain documents, such as legal documents, forms, etc., don’t require color. Business printers that print and copy in black and white typically do not have as high a resolution as those that print and copy in color. Take this into consideration when choosing a business printer for your office. What types of documents does your office primarily print? Color printers will cost more to maintain.

Business Printer Speeds and Paper Sizes

How fast your business printer needs to print depends on your monthly duty cycle. Small business offices typically print less than 40 papers per minute. A machine that prints 20 pages per minute in a small office can handle the workload without causing significant delays.

Knowing what document sizes you need to print is another critical decision when choosing a business printer. An all-in-one printer will work if you are printing standard sizes, and multifunction printers can accommodate additional paper sizes due to their output trays. View our in-depth article on multifunction paper sizes.

Service and Support For Printers

In some cases, adding a managed print provider to your business printer could benefit your company. A managed print service can help control print costs, streamline your printing, ensure your ink and subscriptions never run out, and, most importantly, service your business printer when it malfunctions. A customer-oriented printer company with fast and efficient response times can make a big difference when it comes to relying on your printer.

Workflow Solutions and Security

There is more to a professional business printer than just printing. A business printer can help you improve efficiency in your office with print management software, security applications, and workflow scanning software.

Are you ready to invest in a business printer?

Our inventory of over 3,000,000 business printers can accommodate any size business, whether small, medium, or large. With our Print Analysis, you can increase your office’s efficiency today! Contact us now.

BDS Author Logo
Written By:BDS
August 31, 2022

About BDS:

BDS is an authorized office technology provider/reseller with corporate headquarters in Marlborough, MA, and offices throughout New England and Florida. Since 1978, we have supported local customers in Massachusetts, Connecticut, Rhode Island, New Hampshire, Vermont, Maine, and Florida with copier and printing solutions.
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