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The 5 Best Printers for Small Businesses in 2023

Running a small business comes with no shortage of equipment decisions, and choosing the right printer is crucial for managing day-to-day operations efficiently. As a technology specialist focused on helping small business owners, I‘ve tested the latest models and can recommend the top options across different needs and budgets.

Key Factors to Consider

Before getting into printer recommendations, let‘s review the key factors small business owners should consider:

Print Volume – Realistically estimate your monthly print volume needs. Laser printers tend to support higher monthly duty cycles. If you only occasionally print documents, an inkjet could suffice.

Print Speed – Faster print speeds of at least 20 ppm will improve productivity for high volume printing. Prioritize speed if employees often have to wait at the printer.

Ink/Toner Costs – For moderate to high print volumes, laser printers have a lower cost per page than inkjets. But inkjets have lower upfront costs. Calculate total cost of ownership over time.

Reliability – Laser printers tend to be more durable and reliable than inkjets. But today‘s business-grade inkjets can also provide excellent reliability. Check warranties.

Features – If you need scanning, copying and fax capabilities, look for all-in-one models. Auto duplex printing also improves efficiency.

Connectivity – Ensure the printer offers flexible connectivity like WiFi, Ethernet, USB, mobile printing, and compatibility with various operating systems.

Recommended Picks

With those factors in mind, here are my top recommendations across five key categories:

Best Overall: Brother HL-L8360CDW

Priced at $399, the Brother HL-L8360CDW monochrome laser printer is my choice for best overall printer for a small business on a budget. It prints up to 33ppm with great 1200 x 1200 dpi quality. Running costs are affordable thanks to a high yield toner cartridge yielding 3,000 pages. And automatic duplex printing saves paper. This printer offers maximum reliability and features including color touchscreen, wireless/Ethernet connectivity, scanning and a 50 sheet automatic document feeder for copying multi-page documents easily. The high monthly duty cycle of 80,000 pages ensures this printer can withstand the workload of a busy small business over years of operation.

Most Affordable: Canon PIXMA G620 MegaTank

For small businesses looking maximize value, the $299 Canon PIXMA G620 injket printer offers an unbeatable cost per print of just 0.3 cents per black page and 1.1 cents per color. This is made possible by the MegaTank system that stores ink in external tanks instead of cartridges. A single set of inks can print up to 7,700 pages black and 6,000 color, saving thousands over time compared to cartridge refills. This printer also delivers versatile connectivity including wireless, Ethernet, USB and mobile device support. If print quality is paramount for marketing materials with photos, the 6-color individual ink system ensures vibrant, professional looking graphics.

Best for Speed: Brother MFC-L8900CDW

Need a fast all-in-one workhorse printer? The Brother MFC-L8900CDW laser printer delivers best-in-class print speeds up to 40ppm. It matches printing power with scan and copy versatility including rapid 30ppm duplex scanning and a 50 page automatic document feeder for uninterrupted batch scanning. Running costs stay low thanks to high-yield toner replacement lasting up to 9,000 pages. And automatic duplex printing mode saves paper used per job. This $799 printer earns its place among the best printers for small businesses ready to invest in productivity and reliability.

Best for Photos: Canon PIXMA PRO-200

For small businesses selling photographic products or needing to print high quality marketing materials, the $699 Canon PIXMA PRO-200 professional inkjet photo printer is an exceptional choice. It utilizes an 8-color ChromaLife 100+ dye ink system to produce vibrant, accurate colors and sharp detail on various media types. The 3.0 inch LCD makes reviewing and adjusting photos simple. It supports borderless printing up to 13 x 19 inches, ideal for photos, graphics and presentations. While cost per page is higher than a laser, the print quality surpasses laser models, essential for photo output. This printer excels for creative small businesses from photographers to marketing firms.

Best Portable: HP OfficeJet 250

If your small business involves frequent travel to meetings and events, I recommend the $429 HP OfficeJet 250 Mobile All-in-One Printer as the best portable printer. Weighing just 6.5 pounds with a compact design, it‘s easy to transport in a carry case. Despite the small size, it packs full functionality including print/copy/scan plus a 35 page auto feeder for handsfree copying. Fast 20ppm print speeds mean you don‘t have to sacrifice efficiency for mobility. Up to 500 pages per battery charge enables printing even without a power outlet handy. For real portable convenience without the hassle of public printer searches, the HP OfficeJet 250 is a traveling small business owner‘s best friend.

Choosing What‘s Right For You

With top options across different categories, small business owners can zero in on a printer aligned to their budget, features needs and usage requirements. Be sure to realistically estimate monthly print volumes to pick a robust enough printer to support long-term demands. And lean towards laser printers for frequent document printing for maximum reliability and lower operating costs over time.

Small business owners no longer need to settle for a consumer grade printer or pay exorbitant prices for enterprise models. Affordable, business-oriented printers like the Brother HL-L8360CDW provide the perfect solution, balancing business-grade reliability and features with budget friendliness. Investing in the right printer tailored to your small business needs pays dividends through improved efficiency and productivity for years to come.