Choosing the best all-in-one printer for a small business involves balancing print quality, speed, cost, and ease of use. The Brother MFC-L2820DW stands out as the overall best because of its reliable monochrome laser printing and strong feature set. For color printing needs, the HP OfficeJet Pro 9125e offers impressive versatility, though at a higher running cost. Small business owners often face tradeoffs between initial investment and ongoing expenses, as well as between multifunction features and simplicity. Continue reading for a detailed comparison to find the right fit for your business.
Key Takeaways
- Laser printers excel in speed and cost per page, making them ideal for high-volume monochrome printing.
- Color inkjet models like the HP OfficeJet Pro 9125e provide versatility but tend to have higher running costs over time.
- Wireless and mobile printing features are increasingly standard, but check compatibility with your devices before buying.
- Build quality and ease of maintenance can significantly affect long-term reliability and total cost of ownership.
- Choosing between multifunction features (copy, scan, fax) depends on your business workflow needs, not just printing volume.
| Brother MFC-L2820DW Wireless Monochrome All-in-One Laser Printer |  | Best Overall for Small Offices on a Budget | Print Speed: up to 36 ppm | Scan Speed: up to 23.6/7.9 ipm (bk/cl) | Auto Document Feeder: 50 pages | VIEW LATEST PRICE | See Our Full Breakdown |
| Brother DCP-L2640DW Wireless Monochrome Multi-Function Laser Printer with Copy and Scan |  | Best for Small Business with Copy/Scan Needs on a Budget | Print Speed: 36 ppm | Scan Speed: 23.6/7.9 ipm | Auto Document Feeder: 50 pages | VIEW LATEST PRICE | See Our Full Breakdown |
| HP OfficeJet Pro 9125e Wireless All-in-One Color Inkjet Printer |  | Best for Color-Driven Small Business with High-Quality Output | Print Speed: 18 ppm color, 22 ppm black | Input Tray Capacity: 250 sheets | Touchscreen: 2.7-inch color | VIEW LATEST PRICE | See Our Full Breakdown |
| HP Color LaserJet Pro MFP 3301sdw Wireless All-in-One Color Laser Printer |  | Best for Color Laser Performance | Print Speed: 26 ppm | Functions: Print, Scan, Copy | Auto Duplex: Yes | VIEW LATEST PRICE | See Our Full Breakdown |
| HP OfficeJet Pro 8125e Wireless All-in-One Color Inkjet Printer |  | Best for Home Office Color Printing | Print Speed: up to 10 ppm color, 20 ppm black | Input Capacity: 225 sheets | Features: Auto 2-sided printing, auto document feeder, Wi-Fi, AI-enhanced printing | VIEW LATEST PRICE | See Our Full Breakdown |
| HP OfficeJet Pro 8139e Wireless All-in-One Color Inkjet Printer |  | Best for Versatile Home Office Needs | Print Speed: up to 10 ppm color, 20 ppm black | Input Tray Capacity: 225 sheets | Connectivity: Wireless dual-band Wi-Fi | VIEW LATEST PRICE | See Our Full Breakdown |
More Details on Our Top Picks
Brother MFC-L2820DW Wireless Monochrome All-in-One Laser Printer
This model stands out for its combination of speed, reliability, and compact design, making it ideal for small offices that need fast monochrome printing without taking up much space. Compared with the Brother DCP-L2640DW, it offers similar print speeds but adds a more streamlined interface and cloud integration options, which are essential for modern workflows. Its monochrome-only output is a clear tradeoff for those who primarily handle text-based documents and need efficiency. The small touchscreen might frustrate users seeking more intuitive controls, and genuine toner is necessary for optimal performance, adding ongoing costs. This pick makes the most sense for small business teams prioritizing speed and space efficiency without the need for color printing.
Pros:- Compact and space-efficient design
- Fast printing and scanning speeds
- Multiple connectivity options including wireless and Ethernet
- Supports cloud printing and scanning
Cons:- Limited to monochrome printing only
- Small touchscreen may be less intuitive for some users
- Requires genuine toner for optimal performance
Best for: Small business teams needing fast, monochrome document processing in tight spaces
Not ideal for: Businesses requiring color printing or high-volume multifunctionality with advanced features
- Print Speed:up to 36 ppm
- Scan Speed:up to 23.6/7.9 ipm (bk/cl)
- Auto Document Feeder:50 pages
- Connectivity:Wi-Fi (dual-band), Ethernet, USB
- Touchscreen:2.7 inches
- Includes:Refresh Subscription Trial
Bottom line: This is the best all-in-one for small offices focused on monochrome speed and efficiency without additional frills.
Brother DCP-L2640DW Wireless Monochrome Multi-Function Laser Printer with Copy and Scan
This printer excels for small businesses that need a reliable all-in-one with copying and scanning, offering a balanced mix of speed and versatility. Compared to the Brother MFC-L2820DW, it includes a built-in copier and scanner, making it better suited for multi-step workflows without extra devices. Its ability to handle multi-page documents through an automatic document feeder improves efficiency, especially for busy offices. However, like the MFC-L2820DW, it’s limited to monochrome, which restricts its use for clients or projects requiring color. The need for genuine toner and the lack of color printing may be downsides for some users, but its compact footprint and multi-functionality make it a clear choice for budget-conscious offices with basic document needs.
Pros:- Fast printing and scanning speeds
- Compact design suitable for small spaces
- Flexible connectivity including mobile printing
- Automatic document feeder for multi-page tasks
Cons:- Limited to monochrome printing
- Requires toner replacement with genuine supplies
- No color printing capability
Best for: Small offices needing reliable copying and scanning alongside printing in monochrome
Not ideal for: Businesses that require color output or high-volume printing beyond monochrome documents
- Print Speed:36 ppm
- Scan Speed:23.6/7.9 ipm
- Auto Document Feeder:50 pages
- Connectivity:Wireless (dual-band), Ethernet, USB
- Color:Black & White
- Includes:Refresh Subscription Trial
Bottom line: This model is ideal for small teams that prioritize multifunctionality and speed over color output.
HP OfficeJet Pro 9125e Wireless All-in-One Color Inkjet Printer
This inkjet model excels where color accuracy and versatility matter most. It offers faster color printing than many inkjets, making it suitable for marketing materials, presentations, and reports. Compared with the monochrome Brother models, it provides vibrant output but at a higher ongoing cost due to cartridges with HP chips and circuitry, which can restrict third-party supplies. The large 250-sheet input tray and 2.7-inch touchscreen boost productivity, while the security features add peace of mind for sensitive documents. However, its slower black-and-white print speed and reliance on proprietary ink cartridges mean it’s less suitable for high-volume document printing or cost-conscious offices. It’s best for those prioritizing color quality over volume or cost efficiency.
Pros:- Fast color printing with vibrant output
- Wireless connectivity with mobile printing
- Auto duplex and large input tray for efficiency
- Enhanced security features
Cons:- Requires cartridges with HP chips or circuitry
- Subscription needed after trial for ink delivery
- Firmware updates may restrict third-party cartridges
Best for: Small businesses needing high-quality color printing for marketing and client documents
Not ideal for: Offices with high-volume monochrome printing needs or tight ink budgets
- Print Speed:18 ppm color, 22 ppm black
- Input Tray Capacity:250 sheets
- Touchscreen:2.7-inch color
- Connectivity:Dual-band Wi-Fi
- Included Trial:3 months Instant Ink
- Security:HP Wolf Pro Security
Bottom line: Ideal for color-centric businesses willing to manage higher ongoing costs for premium output quality.
HP Color LaserJet Pro MFP 3301sdw Wireless All-in-One Color Laser Printer
The HP Color LaserJet Pro 3301sdw stands out for its fast print speed of 26 ppm and vivid color output, making it an excellent choice for small teams that need professional-quality documents. Compared to inkjet options like the HP OfficeJet Pro 8125e, it offers sharper text and more durable prints, especially for formal reports or marketing materials. Its auto duplex feature saves paper, and the 250-sheet tray reduces refilling interruptions, but it’s primarily compatible with HP cartridges, which could add to ongoing costs. This model is best suited for offices prioritizing speed and color accuracy over lower upfront costs.
Pros:- Fast print speed of 26 ppm for efficient workflow
- High-quality, vivid color laser output
- Auto duplex printing reduces paper use
- Large input tray minimizes refill frequency
Cons:- Limited to HP toner cartridges, potentially increasing ongoing costs
- Designed primarily for small office use, not high-volume printing
Best for: Small business teams needing fast, professional color printing with reliable performance.
Not ideal for: Solo entrepreneurs or very budget-conscious shops, as laser printers typically have higher initial costs and toner expenses.
- Print Speed:26 ppm
- Functions:Print, Scan, Copy
- Auto Duplex:Yes
- Input Tray Capacity:250 sheets
- Connectivity:Wireless
- Compatible Cartridges:HP 218A, 218X
Bottom line: This laser printer excels for small teams that need quick, sharp color prints and reliable multifunctionality.
HP OfficeJet Pro 8125e Wireless All-in-One Color Inkjet Printer
The HP OfficeJet Pro 8125e offers fast color printing up to 10 ppm, along with scanning, copying, and duplexing, making it suitable for small business owners working from a home office. Its wireless connection and 225-sheet input tray provide convenience, but compared to laser models, inkjet printers like this tend to have higher running costs and slower speeds for large volumes. The included 3-month Instant Ink trial helps reduce ink expenses initially, but subscribers should be prepared for ongoing subscription fees. This pick makes the most sense for those prioritizing versatile color output with straightforward wireless setup.
Pros:- Fast color printing with good quality output
- Wireless connectivity with dual-band Wi-Fi
- Automatic duplex printing and large input capacity
- Includes a 3-month Instant Ink trial for savings
Cons:- Ongoing subscription required for cost-effective ink use
- Slower speeds compared to laser printers for large jobs
Best for: Small business owners who need a versatile, easy-to-use color printer for moderate volumes at home.
Not ideal for: High-volume print shops or businesses needing high-speed, cost-efficient monochrome output.
- Print Speed:up to 10 ppm color, 20 ppm black
- Input Capacity:225 sheets
- Features:Auto 2-sided printing, auto document feeder, Wi-Fi, AI-enhanced printing
- Included Trial:3 months Instant Ink
Bottom line: This inkjet printer is ideal for small businesses seeking flexible, quality color printing at moderate volumes with wireless ease.
HP OfficeJet Pro 8139e Wireless All-in-One Color Inkjet Printer
The HP OfficeJet Pro 8139e takes versatility further with its ability to print, scan, copy, and fax, making it well-suited for small business environments requiring multi-functionality. Its fast print speeds of up to 10 ppm color and 20 ppm black, combined with a large 2.7-inch touchscreen, provide a smooth user experience. Compared to the 8125e, it offers faxing and a more advanced security suite, but it also comes at a higher price point and requires cartridges with HP chips, which could limit third-party options. For those needing a comprehensive, secure all-in-one with a touch interface, this model is a strong contender.
Pros:- Fast color printing and versatile functions including faxing
- Large 2.7-inch touchscreen for easy navigation
- Wireless dual-band Wi-Fi with strong connectivity
- Includes a 1-year Instant Ink trial
Cons:- Requires HP cartridges with chips, limiting third-party options
- Firmware updates may restrict third-party cartridge use
- Higher price compared to basic models
Best for: Small business owners needing a multifunction device with security features and a user-friendly interface.
Not ideal for: Budget-conscious startups or those with minimal multifunction needs, as it may be pricier than simpler models.
- Print Speed:up to 10 ppm color, 20 ppm black
- Input Tray Capacity:225 sheets
- Connectivity:Wireless dual-band Wi-Fi
- Touchscreen:2.7-inch color
- Features:Auto 2-sided printing, auto document feeder
- Security:HP Wolf Essential Security
Bottom line: This printer fits small businesses seeking a secure, multifunction device with an intuitive interface and reliable performance.
How We Picked
Products were evaluated based on a combination of performance metrics, user-friendliness, build quality, ongoing costs, and feature set. Priority was given to printers that balance affordability with reliable operation in a small business environment. We also considered versatility—whether the device handles printing, copying, scanning, and faxing—and how well each model integrates with mobile and network systems. The rankings reflect a mix of value and capability, ensuring each option serves different small business needs effectively.Factors to Consider When Choosing Best All-in-one Printer For Small Business
Selecting the best all-in-one printer for your small business requires understanding key factors that influence daily operations and long-term costs. Beyond initial price, consider how the printer manages high-volume tasks, color needs, and connectivity options. It’s also important to evaluate maintenance costs and the ease of replacing consumables, which can significantly impact your budget over time. The right choice depends on balancing these aspects with your specific workflow demands and budget constraints.Print Speed and Volume
High-speed printing and high monthly duty cycles are vital for busy small businesses. Laser printers generally outperform inkjets in speed and cost efficiency at higher volumes. If your business prints hundreds of pages weekly, investing in a laser model can reduce bottlenecks and lower ongoing expenses. Conversely, if your print volume is moderate, a more affordable inkjet might suffice but watch for slower speeds and higher ink costs over time.
Color Capabilities and Costs
Deciding whether to prioritize color printing involves weighing the benefits of vibrant, professional-looking documents against the higher ink costs. Inkjet printers typically offer superior color quality but can be expensive to operate, especially if large color volumes are needed. Laser models with color capabilities tend to be faster and more economical for high-volume color printing, but they come at a higher initial price. Clarify your true color needs to avoid overspending on unnecessary features.
Connectivity and Mobile Printing
Wireless and mobile printing options are standard in most models but verify compatibility with your devices. Features like Wi-Fi, Ethernet, and cloud connectivity enable flexible workflows, especially in shared office spaces. Some printers support direct printing from smartphones and tablets, which can streamline tasks. However, ensure your network setup is secure and that the printer’s connectivity options align with your existing infrastructure to prevent setup headaches.
Maintenance and Running Costs
Ongoing costs, including toner or ink replacements and maintenance, can overshadow initial purchase prices. Laser printers often have higher upfront costs but lower cost per page, making them more economical over time for high-volume printing. Inkjet models may be cheaper initially but can become costly if frequent ink replacements are needed. Consider the availability and price of consumables in your region when choosing a model to avoid surprises.
Multifunction Features and Usability
Beyond printing, scanning, copying, and faxing capabilities can enhance your office productivity, but not all models handle these tasks equally well. Look for intuitive controls and user-friendly interfaces, especially if your staff is less tech-savvy. Also, verify whether multifunction features are fast and reliable, as bottlenecks in scanning or copying can hinder daily operations. Be cautious of overpaying for features you won’t regularly use, which can inflate your total investment.
Frequently Asked Questions
Is it better to choose a laser or inkjet all-in-one printer for my small business?
Laser printers generally provide faster printing speeds and lower per-page costs, making them ideal for high-volume monochrome printing common in many small businesses. Inkjet printers excel at color accuracy and photo printing but tend to have higher ongoing costs and slower speeds. Your choice depends on your typical volume, color needs, and budget—if you print mostly black-and-white documents, a laser model offers better value and efficiency.
How important is wireless connectivity in a small business printer?
Wireless connectivity offers significant flexibility, allowing multiple users to print from various devices without direct cable connections. It simplifies setup in shared environments and supports mobile printing from smartphones or tablets. However, ensure your network security is robust, as wireless printers can introduce vulnerabilities if not configured properly. For businesses with multiple locations or remote staff, wireless features can streamline workflows considerably.
Are multifunction printers more prone to breakdowns than single-function models?
Multifunction printers, which handle printing, scanning, copying, and sometimes faxing, have more complex components and mechanisms, potentially increasing the risk of breakdowns. However, reputable brands with quality build tend to minimize these issues, especially with regular maintenance. Consider the manufacturer’s warranty and support services, as well as user reviews regarding reliability, when choosing a multifunction model for your business.
What is the typical lifespan of an all-in-one printer for small business use?
Most well-maintained small business all-in-one printers can last between 3 to 5 years, though this varies based on usage intensity and maintenance habits. Laser models often reach the higher end of this range due to their durability and lower wear on components. Regular cleaning, using genuine consumables, and timely repairs can extend a printer’s lifespan, offering better value over time.
Should I prioritize initial cost or ongoing expenses when choosing a printer?
While a lower initial price might seem attractive, ongoing costs for ink, toner, and maintenance often determine the overall value. For high-volume printing, investing in a laser printer with a low cost per page can save money in the long run despite a higher upfront cost. Conversely, if your printing volume is minimal, a cheaper inkjet might be sufficient, but be aware of potential higher ink replacement costs over time.
Conclusion
For small business owners prioritizing overall reliability and cost-efficiency, the Brother MFC-L2820DW offers a strong balance of speed, ease of use, and affordability, making it the best overall choice. If your business requires vibrant color printing and higher versatility, the HP OfficeJet Pro 9125e stands out as the best premium option, though at a higher ongoing cost. Budget-conscious buyers handling moderate workloads may find the Brother DCP-L2640DW or similar models to be the best value. Beginners or those with simple needs should consider models with straightforward interfaces, while companies with high-volume demands should focus on laser solutions with low cost per page. Each choice aligns with specific priorities, ensuring you select a printer that truly fits your business needs.
