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Choosing the Best Printer for Your Small Business

What are the best printers for small businesses: all-in-ones or laser printers? We weighed the pros and cons of each from a small business perspective to help you choose.
  • November 13, 2018

Your printer will be an integral part of the productivity for your business. This guide will go over the pros and cons of the commonly-used printers to help you choose the best printer for your small business.  

All-in-One Multifunction Printers Pros and Cons    

Many startups and small businesses invest in all-in-one or multifunction printers as a way to have access to a printer, fax machine, scanner and copier all in one unit. These are an economical way to be able to have the basic hardware you need to run a business cost effectively. The majority of models have Wi-Fi connectivity and allow for scanning directly to the cloud for easy access by others on the network. Consider the following points when choosing the best all-in-one printer for a small business.

Pros of Multifunction Printers    

Multifunction printers combine the functions of several office machines into one package, saving both money and space.

Once you factor in the cost of buying toner for both a printer and copy machine and ink for a fax machine, you can see the savings having the hardware combined into the all-in-one.

The best multifunction printers for small business have greater copy and printer speeds when compared to a single laser printer or traditional copy machine. The higher speeds boost productivity.

Cons of Multifunction Printers    

With a single all-in-one in a small business, there will inevitably be a traffic jam at the printer at some point when someone wants to print or fax while someone else wants to copy or scan at the same time.

Incoming faxes may be missed as not all multifunction printers can perform two duties at once.

HP OfficeJet Pro 8710

Laser Printer Pros and Cons    

If your day-to-day duties require a heavy volume of printing, a laser printer may be the answer. Laser printers work by taking the text or image that is being printed and beaming it onto the drum, which attracts toner and transfers it to the paper. Some deciding factors when considering the best laser printer for small business use would include how much printing would be done and whether text documents or presentation-worthy graphics are needed on a regular basis.

Pros of Laser Printers    

Fast speed makes laser printers ideal for businesses that need to print a high volume of documents.

Text documents print concisely and sharply.

While the laser printer itself can be expensive, the overall cost of ink should be an economic tradeoff as one laser toner cartridge can print many more pages than an inkjet toner cartridge.

A laser printer is a good investment as they are built durably for years of service. 

Cons of Laser Printers    

The initial expense can be higher than an inkjet printer. 

Laser printers require standard copy paper or paper made specifically for laser printers.

While a laser printer can render simple graphics nicely, it is not recommended for photo printing.

HP Color LaserJet Pro

Find the right ink and toner for your device.

Business Inkjet Printers Pros and Cons    

A great solution for a small business that needs to print both documents and photo-quality presentation materials is an inkjet printer. These printers can print on both regular copy paper or photo paper with high-quality results. But there are a few things to take into consideration before choosing a business inkjet printer.

Pros of Business Inkjet Printers   

They are fantastic for printing photos and graphically large documents.

Because inkjet cartridges have a lower cost than toner cartridges, inkjet printers are a good economical choice when doing a side-by-side price comparison.

Print on a diverse number of paper types including inkjet paper, matte and glossy photo paper, and textured stationary to name a few.

Inkjet cartridges can be refilled instead of buying new ones.   

Cons of Business Inkjet Printers     

Most inkjet ink is dye-based and is susceptible to smudges and fading.

Inkjet cartridges need to be cleaned often, which uses up ink.

Inkjets are not designed for high-volume printing; be prepared to restock the paper tray often if you have a large project.

Some inkjet printers will produce blurry text on thin copy paper.

Other Types of Printers to Consider      

If you need to print receipts or labels, a thermal printer will be ideal as a cost-effective solution. These types of printers require no ink or toner and work by printing text on paper that reacts to the heat of the printhead. They are a quiet and efficient way to deliver point of sale receipts or organize your workspace. 

Use the tips in this guide to narrow down the choices for the best printer for your small business. Make a list of the types of printing you will need to do the most for day-to-day operations, and then consider particular tasks such as promotional materials or graphs and charts, and the cost of toner or ink to help choose the right printer for the job. 

Thermal printer

Ready to find the best printer for your small business?    

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