If you're running a small business, you need a printer that won't waste your time or money. Laser printers have become the go-to choice for businesses that print more than a few pages per week, and there's good reason for that. The cost per page is lower. The print speed is faster. And you won't be replacing ink cartridges every month.
But here's where it gets tricky. The laser printer market is crowded with options. Some are monochrome only. Others offer full color output. Some are basic print-only units while others are multifunction printers that scan, copy, and fax. Your choice depends on what your business actually needs, not what sounds impressive in marketing materials.
- Prints up to 42 black-and-white pages per minute
- Automatic duplex printing and 50-sheet ADF for efficiency
- Intelligent Wi-Fi auto-selects strongest connection
- HP Wolf Pro Security protects data and documents
- Mobile, Ethernet, USB, and Bluetooth connectivity options
- Prints up to 42 black-and-white pages per minute
- Built-in automatic duplex engine cuts paper usage
- 50-sheet automatic document feeder streamlines scanning
- HP Wolf Pro Security protects sensitive business data
- Ethernet and USB connections ensure reliable networking
- Prints up to 40 pages per minute at high speed
- Automatic duplex printing cuts paper costs in half
- 250-sheet front paper tray reduces refill frequency
- Mobile and cloud printing via Brother iPrint&Scan
- Subscription toner auto-replenishment ensures no outages
- Up to 35 pages per minute print speed for efficiency
- Automatic two-sided printing cuts paper usage instantly
- 250-sheet main tray reduces refill interruptions
- Secure boot and runtime firmware protection ensure safety
- Wireless, Ethernet, USB, and AirPrint connectivity options
- 48 ppm high-speed monochrome output for busy workflows
- Automatic duplex printing reduces paper consumption instantly
- 250-sheet front tray plus 50-sheet multi-purpose slot
- Gigabit Ethernet and wireless networking for seamless sharing
- High-yield toner options deliver up to 3,000 pages
- Prints up to 35 crisp black-and-white pages per minute
- 35-sheet automatic document feeder for hands-free scanning
- Built-in duplex unit cuts paper use in half
- 6-line adjustable touchscreen simplifies daily tasks
- Wireless, Ethernet, USB, and AirPrint connectivity
- Prints up to 30 black-and-white pages per minute
- Automatic two-sided printing at 19 ppm for efficiency
- Dual-band Wi-Fi with self-reset for reliable connectivity
- Built-in security features protect against network attacks
- Mobile printing from smartphones via HP Smart app
Why Laser Technology Beats Inkjet Printers for Most Small Business Applications
Let's talk numbers. A typical inkjet printer might cost you 15 to 20 cents per page when you factor in ink costs. A laser model? You're looking at 2 to 5 cents per page with toner. If you print 500 pages per month, that's a difference of $65 to $90 monthly. Over a year, you save anywhere from $780 to $1,080 just on consumables.
The print speed difference is even more dramatic. Most laser printers for small business environments deliver 25 to 40 pages per minute. Inkjet printers typically manage 10 to 15 pages per minute at best. When you're printing invoices, contracts, or reports, those seconds add up fast.
Toner cartridges last significantly longer than ink cartridges. A standard laser toner cartridge prints 2,000 to 3,000 pages. High-yield versions can hit 10,000 pages or more. Compare that to ink cartridges that dry out after 200 to 400 pages, and you see why small office managers prefer laser technology.
Monochrome vs Color Laser Printers: What Your Small Business Actually Needs
You don't need color printing for everything. Most internal documents, invoices, contracts, and reports work perfectly fine in black and white. A monochrome laser printer costs less upfront, usually between $150 and $400 for a solid business-grade unit. The toner is cheaper too.
But if you create marketing materials, client presentations, or any customer-facing documents with logos and graphics, you need color. Color laser printers start around $250 for basic models and go up to $800 or more for multifunction units with professional-grade color output.
Here's what I recommend you consider: Do you print color documents at least twice per week? If yes, get a color laser printer. If you only need color occasionally, you might save money printing those few jobs at a print shop while using a monochrome laser printer for daily work.
The Cost Reality of Color vs Monochrome
| Printer Type | Average Unit Cost | Black Toner Cost | Color Toner Cost | Pages Per Minute |
|---|---|---|---|---|
| Monochrome Laser | $200-400 | $40-80 (3,000 pages) | N/A | 30-45 |
| Color Laser | $300-800 | $60-100 (2,500 pages) | $180-300 (3 cartridges, 2,000 pages each) | 25-35 |
| Inkjet (comparison) | $100-300 | $25-40 (300 pages) | $75-120 (3 cartridges, 300 pages each) | 10-15 |
The numbers don't lie. If you print more than 100 pages per month, laser technology saves you money within the first year.
Essential Features for Small Business Printer Selection
Automatic Document Feeder (ADF)
If you scan or copy more than single pages, you need an automatic document feeder. This feature lets you load 30 to 50 pages at once. The printer processes them without you standing there feeding sheets one by one. Look for models with 50-sheet capacity if you regularly scan contracts or multi-page documents.
Duplex Printing
Automatic duplex printing saves paper and looks more professional. The printer for your small business should handle double-sided printing without you manually flipping pages. This cuts paper costs by up to 50% and reduces storage space for archived documents.
Network Connectivity
Most modern printers offer both WiFi and Ethernet connections. If you have multiple team members who need to print, wireless connectivity is non-negotiable. Make sure the printer supports mobile printing too. You should be able to print from smartphones and tablets when needed.
Print Quality and Resolution
For business use, you want at least 600 x 600 dpi for text documents. If you print graphics or photos, look for 1200 x 1200 dpi or higher. The difference is noticeable when you print small font sizes or detailed images.
Duty Cycle
This is the maximum number of pages the manufacturer says the printer can handle per month. If your small office prints 2,000 pages monthly, don't buy a printer with a 5,000-page duty cycle. You'll wear it out fast. Aim for a duty cycle at least 2-3 times your monthly volume.
Top Color Laser Printer Recommendations for Small to Medium-Sized Businesses
HP Color LaserJet Pro MFP M479fdw
This all-in-one printer hits the sweet spot for small business needs. You get print, scan, copy, and fax functions in one unit. The print speed reaches 28 pages per minute for both color and monochrome. The automatic document feeder holds 50 sheets. The color touchscreen makes navigation simple even for team members who aren't tech-savvy.
The HP Color LaserJet Pro series uses four separate toner cartridges, which means you only replace the color that runs out. The monthly duty cycle is 50,000 pages, which is overkill for most small businesses but means this printer won't break down from regular use.
Print quality is excellent for business applications. Text is sharp even at small font sizes. Color output is vibrant enough for marketing materials though not quite professional photo quality. If you need professional-grade color images, you'll want to outsource those jobs.
The one downside? The initial toner cartridges that come with new printers are starter cartridges with maybe 500-700 pages of capacity. Budget for replacement toner within your first few months.
Brother MFC-L3770CDW
Brother printers have built a reputation for reliability in business use. This color laser all-in-one delivers 25 pages per minute and includes print, scan, copy, and fax. The automatic document feeder holds 50 sheets. You get duplex printing standard.
What makes the Brother printer stand out is the higher toner yield. The standard cartridges print about 1,800 pages for black and 1,000 pages for each color. The high-yield versions go up to 3,000 pages for black and 2,300 pages for color. That means fewer cartridge changes and lower long-term costs.
The color touchscreen is 2.7 inches, which is smaller than the HP but still usable. Security features are solid for a small office, including network authentication and secure print release.
Canon Color imageCLASS MF743Cdw
Canon brings professional-grade print quality to the small business market with this multifunction printer. You get 28 pages per minute, automatic duplex scanning through a 50-sheet automatic document feeder, and consistently excellent color output.
The print quality on this Canon model exceeds most competitors in this price range. Colors are more accurate. Text is crisper. If your business creates client-facing documents where appearance matters, this printer delivers.
The Canon model includes some advanced features like single-pass duplex scanning, which scans both sides of a document simultaneously. This cuts scanning time in half compared to printers that scan one side, flip the page, then scan the other side.
Toner costs run slightly higher than Brother or HP, but the difference isn't dramatic enough to be a dealbreaker.
Best Monochrome Laser Printer Options When You Don't Need Color
Brother HL-L6200DW
If you don't need color, this monochrome laser printer is ideal for businesses that print high volumes of text documents. The print speed hits 48 pages per minute. The standard paper capacity is 520 sheets with options to expand. The monthly duty cycle reaches 100,000 pages.
This isn't a multifunction printer, so there's no scan or copy function. But if you primarily need fast, reliable black and white printing, the Brother HL-L6200DW is one of the best laser printers in its class. The cost per page is under 2 cents, which makes it perfect for businesses that print thousands of pages monthly.
The toner cartridge prints 3,000 pages standard or 12,000 pages with the high-yield version. You might replace toner twice per year in a typical small office setup.
HP LaserJet Pro M404dw
This HP model sits in the middle ground between basic home office needs and heavy business use. You get 40 pages per minute, automatic duplex printing, and solid print quality. The duty cycle is 80,000 pages monthly though most small businesses won't come close to that.
The printer adds some nice security features like PIN printing, which holds jobs in memory until you enter a code at the printer. This prevents sensitive documents from sitting in the output tray.
Setup is straightforward. The printer works right out of the box with minimal configuration. If you're not particularly technical, you'll appreciate how simple this model is to get running.
Multifunction vs Print-Only: Which Business Printer Makes Sense?
Print-only printers cost less. They're smaller. They have fewer parts that can break. If you already have a standalone scanner or rarely need to scan and copy, a print-only laser model might be the right printer for your needs.
But most small businesses benefit from an all-in-one printer. The space savings alone make sense when you're working in a small office. Instead of a printer here and a scanner there, you have one device that handles everything.
The scanning and copying functions on multifunction printers are genuinely useful. You scan invoices for digital records. You copy contracts before signing. You fax documents to clients who still use fax machines. Having all these capabilities in one unit streamlines your workflow.
I recommend you get a multifunction printer unless you have specific reasons not to. The price difference between a good print-only laser and a comparable all-in-one is usually $50 to $100. That's worth paying for the convenience.
Understanding Pages Per Minute Ratings and Real-World Print Speed
Manufacturers advertise pages per minute speeds that sound impressive. But there's a catch. Those speeds assume you're printing simple text on letter-size paper with no graphics. They also don't count the warm-up time before the first page prints.
In real-world use, your actual print speed is lower. A printer rated at 30 pages per minute might deliver 25 pages per minute when you account for warm-up, processing time, and mixed documents with some graphics.
Color printing is almost always slower than monochrome. A color laser printer might print black and white pages at 30 pages per minute but drop to 25 pages per minute for color pages. If you print mostly color, use the color speed rating when comparing printers.
First-page-out time matters too. This is how long the printer takes to deliver that first page after you hit print. Laser printers typically need 8 to 15 seconds for the first page as the fuser heats up. After that, subsequent pages come fast. If you frequently print single pages, a printer with faster first-page-out time will feel more responsive.
The Real Cost of Ownership: Beyond the Sticker Price
You can't just look at the printer's purchase price. The total cost of ownership over three to five years includes toner, maintenance, potential repairs, and electricity.
Toner Costs
Calculate the cost per page for both black and color printing. Divide the toner cartridge price by its page yield. A $60 toner cartridge that prints 3,000 pages costs 2 cents per page. A $40 cartridge that only prints 1,500 pages costs 2.7 cents per page. The cheaper cartridge actually costs more to use.
High-yield toner cartridges cost more upfront but deliver lower cost per page. If you print regularly, always buy high-yield. The savings add up fast.
Maintenance Kits
Laser printers eventually need maintenance kits that replace worn parts like rollers and fusers. These typically cost $150 to $300 and are needed every 50,000 to 100,000 pages. For most small businesses, that's every 3 to 5 years. Factor this into your long-term budget.
Energy Consumption
Laser printers use more power than inkjet printers, particularly when warming up and during printing. But they spend most of their time in sleep mode using minimal electricity. The annual energy cost for a typical laser printer in a small office runs $20 to $50.
Paper Handling and Capacity Considerations
Standard laser printers come with a 250-sheet paper tray. That's fine if you print 50 to 100 pages per day. But if your volume is higher, you'll get tired of refilling paper multiple times daily.
Look for printers with at least 350-sheet capacity if you print more than 100 pages daily. Some models offer optional additional trays that boost capacity to 500 or 1,000 sheets. This matters more than you think. Constantly refilling paper interrupts workflow.
The automatic document feeder capacity matters for scanning and copying. A 35-sheet automatic document feeder handles most jobs. But if you regularly scan 40 to 50-page documents, get a 50-sheet feeder or you'll be splitting jobs into batches.
Some printers have a manual feed slot for special paper types like cardstock, envelopes, or labels. This is useful if you print shipping labels, business cards, or occasional odd-sized documents.
Network Setup and Sharing the Printer Across Your Small Teams
Every modern business printer should offer network connectivity. Ethernet connections are stable and fast. WiFi adds flexibility for placement and lets you avoid running cables.
When you set up a network printer, all computers on your network can print without physically connecting to the printer. This is essential once you have more than one person who needs to print.
Mobile printing protocols like Apple AirPrint, Google Cloud Print, and manufacturer-specific apps let you print from smartphones and tablets. This becomes increasingly important as more business work happens on mobile devices.
Some printers support email printing, where you send documents to the printer's unique email address. The printer checks its email and prints anything sent there. This works great for remote workers who need to print documents that will be at the office when they arrive.
Security Matters
Network printers need basic security. At minimum, change the default administrator password. Enable features like secure print release that hold jobs until you enter a PIN at the printer. This prevents confidential documents from sitting in the output tray where anyone can grab them.
More advanced security features include hard drive encryption (the printer stores temporary files on an internal drive), network authentication, and audit trails that track who printed what. These features are standard on better business-grade laser printers.
Fun Facts About Laser Printers You Didn't Know
The first laser printer was massive. Xerox released the 9700 in 1977, and it cost $350,000. The machine weighed about 600 pounds and printed 120 pages per minute. Obviously small businesses couldn't afford it.
Gary Starkweather invented the laser printing process at Xerox PARC in 1969. He modified a standard copy machine by adding a laser beam to draw images on the photoreceptive drum. His bosses initially thought the idea was stupid and tried to kill the project.
The first affordable laser printer for offices was the HP LaserJet, released in 1984 for $3,495. That's about $10,000 in today's money. It printed 8 pages per minute with 300 dpi resolution. We've come a long way.
Laser printers don't actually use lasers to fuse toner to paper. The laser beam writes the image on a drum. The real heat comes from the fuser, which melts plastic toner particles onto the paper at temperatures around 400°F. That's why pages are warm when they first come out.
Color laser printing works by layering four colors: cyan, magenta, yellow, and black. Each color gets its own drum and toner cartridge. The printer makes four passes or uses four drums simultaneously to build the full color image. This is why color laser printers are larger and more complex than monochrome models.
The word "laser" stands for Light Amplification by Stimulated Emission of Radiation. But you knew that already. What you might not know is that laser printers use infrared lasers, not visible light. You can't see the laser beam while the printer works.
Modern laser toner cartridges contain plastic particles about 5 to 15 microns in diameter. That's smaller than a human hair, which is about 70 microns thick. This fine powder is why laser printers produce such sharp text compared to inkjet dots.
Some laser printers add nearly invisible tracking dots to every page they print. These tiny yellow dots encode the printer's serial number and the date and time of printing. Law enforcement requested this feature. Most people have no idea their printer is doing this.
The History and Evolution of Laser Printing Technology
Laser printing emerged from photocopier technology. Chester Carlson invented xerography in 1938, using static electricity to transfer toner to paper. This became the basis for copy machines. Three decades later, Xerox engineers realized they could use a laser to write the image instead of scanning a physical document.
Gary Starkweather's breakthrough at Xerox PARC in 1969 proved the concept worked. But Xerox focused on high-speed industrial printers for print shops and large corporations. They didn't see a market for smaller laser printers.
HP changed everything in 1984 with the LaserJet. At $3,495, it was expensive but affordable for businesses. The printer used a Canon print engine with HP's own controller and software. Within a year, HP sold 75,000 units. By 1988, HP dominated the laser printer market.
The early LaserJet printers had 128KB of memory and could only print text. Graphics required purchasing additional memory modules. The printers communicated through parallel ports at speeds that seem laughable today.
PostScript, developed by Adobe in 1984, revolutionized what laser printers could produce. This page description language let computers send complex graphics and multiple fonts to printers. Before PostScript, printers had a handful of built-in fonts. After PostScript, you could print anything you could display on screen.
Color laser printing arrived in the early 1990s but remained expensive. QMS released the ColorScript 100 in 1993 for $12,499. The technology worked but costs kept color laser printers out of small offices for another decade.
Prices dropped dramatically through the 2000s. Better manufacturing processes, increased competition, and higher production volumes brought costs down. By 2010, decent color laser printers cost under $500. Now you can buy entry-level models for $250.
LED printing technology emerged as an alternative to laser in the 1990s. Instead of a scanning laser beam, LED printers use an array of thousands of tiny LEDs to expose the drum. OKI pioneered this technology. The print quality is comparable to laser, and the simpler mechanism means fewer moving parts. But laser printers still dominate the market due to brand recognition and established manufacturing.
The laser printer industry consolidated over time. HP acquired Samsung's printer business in 2017. Lexmark, once a major player, exited consumer markets to focus on enterprise. Brother and Canon remain strong competitors. Xerox, which invented the technology, became a minor player in small business printers as HP took over the market.
Current laser printers have more computing power than entire computer networks had in the 1980s. Multi-core processors, gigabytes of memory, and sophisticated image processing deliver print quality that early laser printing engineers couldn't imagine. And the price keeps dropping while features expand.
Laser vs Inkjet: When Inkjet Printers Still Make Sense
I keep talking about why laser beats inkjet for most small business applications. But inkjet printers aren't obsolete. There are specific situations where you should choose inkjet over laser.
Photo Printing
If you need true photo-quality output, inkjet wins. The best photo inkjet printers produce images that rival traditional photographic prints. Laser printers can print decent color images, but they can't match inkjet for fine tonal gradations and color accuracy in photographs.
Very Low Volume
If you print fewer than 50 pages per month, an inkjet printer might cost less overall. The upfront cost is lower. And while the cost per page is higher, you're not printing enough for that to matter financially.
Large Format
Need to print posters, architectural drawings, or banners? Inkjet is your only option under $5,000. Large format laser printers exist but are professional devices costing tens of thousands of dollars.
Special Media
Inkjet printers handle a wider variety of paper types and thicknesses. You can print on fabric, plastic sheets, canvas, and other specialty media. Laser printers are pickier about what they'll accept.
For everything else, laser technology makes more sense for business use. The reliability, speed, and cost per page advantages outweigh inkjet's edge in photo quality.
Expert Tips for Choosing the Right Printer for Your Small Business
Match the Duty Cycle to Your Volume
Don't buy the cheapest printer if you print 1,000 pages monthly. That consumer-grade unit won't last. Look at the manufacturer's stated monthly duty cycle and make sure it's at least 2-3 times your actual printing volume. This gives you headroom and ensures the printer won't break from normal use.
Calculate True Cost Per Page
Get out a calculator. Find the price of replacement toner cartridges. Divide by the page yield. Compare this cost per page across models. A printer that costs $100 less but has toner that costs twice as much will end up costing you more over its lifetime.
Buy From Established Brands
HP, Brother, Canon, and Epson dominate the laser printer market for good reason. They have reliable service networks. Parts are available. Driver software works properly. Unknown brands might save you $50 upfront, but you'll regret it when something breaks or the driver doesn't work with your operating system.
Get More Toner Capacity Than You Think You Need
High-yield toner cartridges cost maybe 40% more than standard capacity but print 2-3 times more pages. The math is simple. Always buy high-yield if you print regularly. You'll change toner less often and save money.
Test Print Quality Before Committing
If possible, see sample prints from the printer model you're considering. Some printers with good specs produce mediocre output. This matters if you print client-facing documents. Many office supply stores have display models you can test.
Don't Skimp on Connectivity
Make sure the printer has both WiFi and Ethernet. You might only use one, but having both options gives you flexibility. Mobile printing support is increasingly important too. Check that the printer supports the mobile platforms your team uses.
Read the Fine Print on Starter Toner
New printers come with starter toner cartridges that print maybe 500-1,000 pages. This is significantly less than standard cartridges. Budget for replacement toner within your first few months of ownership. Don't be surprised when you need to buy toner sooner than you expected.
Consider Total Footprint
Measure the space where you'll put the printer. Account for door clearances when paper trays open and where output pages stack. Some printers look compact in photos but sprawl when all the trays and output extensions are deployed. Make sure you have adequate space.
Check What's Included
Some printers include cables. Most don't. Check whether you need to buy a USB cable or Ethernet cable separately. This sounds minor but it's annoying to set up a new printer and realize you can't actually connect it without another trip to the store.
Look at Warranty Length and Support Options
Standard warranties run one year. Some manufacturers offer extended warranties or support packages. For a critical business tool, an extra year or two of warranty coverage might be worth the cost. Check what the warranty covers too. Some only cover the printer itself, not consumables or accessories.
Specific Use Cases and Printer Recommendations
Home Office or Solo Professional
You probably print 100-300 pages monthly. You need good print quality but not blazing speed. Consider the HP Color LaserJet Pro M255dw or Brother HL-L3290CDW. Both are color laser printers with reasonable running costs. They're small enough for a home office desk. Print speed is adequate at 20-25 pages per minute.
If you truly don't need color, get the Brother HL-L2350DW. It's compact, reliable, and cheap to run. Perfect for invoices, contracts, and text documents.
Retail or Service Business
You print invoices, receipts, and occasional marketing materials. Volume is moderate at 200-500 pages monthly. The Brother MFC-L3770CDW multifunction printer works well. You can scan IDs, copy documents, and print in color when needed. The automatic document feeder is useful for processing multi-page forms.
Accounting or Legal Office
High volume black and white printing with occasional color for charts or client presentations. You might hit 1,000-2,000 pages monthly. Get the Brother HL-L6200DW for monochrome or the HP Color LaserJet Pro MFP M479fdw if you need color. Both handle high volumes reliably. The HP gives you scanning and copying which is essential for document-heavy businesses.
Real Estate or Marketing Agency
You need vibrant color output for listings, brochures, and client materials. Print quality matters more than raw speed. The Canon Color imageCLASS MF743Cdw delivers excellent color output suitable for client-facing documents. Combine this with professional printing services for high-end marketing pieces.
Medical or Dental Office
You print patient forms, insurance documents, and appointment schedules. Scanning and copying are critical for medical records. HIPAA compliance matters. Look at the HP LaserJet Enterprise models with secure print release and hard drive encryption. The extra security features protect patient information.
Light Manufacturing or Distribution
You print shipping labels, packing slips, invoices, and inventory reports. Volume can spike to 500-1,000 pages daily during busy periods. Don't mess around with consumer-grade printers. Get something like the HP LaserJet Pro M404dn with a robust 80,000-page monthly duty cycle. Consider a dedicated label printer for shipping labels rather than forcing your laser printer to handle label stock.
What Happens When You Choose Wrong
I've seen small businesses make expensive printer mistakes. Here's what goes wrong when you pick the wrong printer for your needs.
Buying Too Cheap
A $150 consumer laser printer seems like a bargain until it breaks after 6 months of business use. These printers are designed for home use at maybe 100 pages monthly. Push them to 500 pages monthly and components wear out fast. You'll spend more replacing cheap printers than you would have buying a proper business model initially.
Ignoring Operating Costs
Some printers have cheap purchase prices but expensive toner. Brother and HP generally offer good toner economics. Some smaller brands have toner that costs nearly as much as the printer itself. Always check replacement toner prices before buying. A printer that costs $50 less but has toner that's $30 more expensive will cost you extra after just a few toner changes.
Wrong Type for Your Needs
Buying a monochrome laser printer when you actually need color printing forces you to either outsource color jobs or buy a second printer. Both options waste money. Similarly, buying a color laser printer when you only print black and white means you paid extra for capability you don't use.
Inadequate Connectivity
Getting a printer without WiFi in 2025 is a mistake unless you specifically want a single-computer USB connection for security reasons. Network printing is essential once you have more than one computer or mobile device that needs to print.
Neglecting Duty Cycle
Push a printer beyond its rated monthly duty cycle and you'll face frequent jams, poor print quality, and early failure. The duty cycle isn't a suggestion. It's the manufacturer telling you how much work the printer can handle before things start breaking.
Printer Maintenance Tips to Extend Equipment Life
Laser printers are generally low-maintenance, but a few simple practices keep them running longer.
Keep It Clean
Dust and paper debris accumulate inside laser printers. Once every few months, open the printer and use compressed air to blow out dust. Don't use a vacuum cleaner inside the printer as static electricity can damage electronics. Wipe the paper path and rollers with a lint-free cloth.
Use Good Quality Paper
Cheap paper leaves more dust and debris in the paper path. It's also more likely to jam. The few dollars you save on discount paper gets wiped out by the time you spend clearing jams and reduced printer lifespan. Use standard 20-pound office paper from reputable brands.
Replace Maintenance Kits
When the printer displays a maintenance kit warning, don't ignore it. These kits replace worn rollers and fuser components. Yes, they cost $150-300. But skipping maintenance leads to print quality problems and eventual failure. Replace the maintenance kit when prompted.
Don't Let It Sit Idle Too Long
Printers that sit unused for months can develop problems. Toner can settle or clump. Rollers can develop flat spots. If you know the printer won't be used for a while, print a test page weekly to keep everything moving.
Update Firmware
Manufacturers release firmware updates that fix bugs and improve performance. Check for updates a few times per year and install them. Most printers can download and install firmware automatically if connected to the internet.
Use Genuine Toner or Reliable Alternatives
Genuine manufacturer toner is expensive but guaranteed to work. Third-party toner is cheaper but quality varies. If you use third-party toner, stick with reputable brands like LD Products or Precision Roller. Bargain-basement toner from unknown sources can damage the printer and produce poor results.
Understanding Small Business Printing Needs
The printer for a small business depends entirely on what you actually print. Don't buy based on what-if scenarios that never happen.
Track your printing for a month. Count how many pages you print. Note what percentage is black and white versus color. Document how often you scan or copy. This data tells you what features you actually need.
Most small businesses print 200-1,000 pages monthly. That's 10-50 pages per working day. At that volume, any decent business-grade laser printer will handle the load. The question becomes whether you need color and multifunction capabilities.
If more than 20% of your printing is color, get a color laser printer. If less than 10% is color, consider a monochrome laser printer and outsource the occasional color job. That 10-20% gray zone depends on how much you value convenience versus cost savings.
Scanning and copying needs vary dramatically by industry. Accounting firms scan constantly. Retail businesses barely scan at all. Be honest about whether you'll actually use scanning features before paying extra for a multifunction printer.
Fax capability still matters in some industries. Medical offices, legal firms, and government contractors often need to fax documents. Many modern printers include fax even though most businesses stopped using fax machines years ago. If you genuinely need fax, make sure the printer includes it. But don't pay extra for fax if you'll never use it.
The Bottom Line: Choosing Your Next Business Laser Printer
You need to make a decision. Here's my simplified recommendation framework based on what you actually need.
If you're a solo professional or home business: Get a compact color laser printer like the HP Color LaserJet Pro M255dw. It's reliable. The print quality is good. Running costs are reasonable. You won't outgrow it quickly.
If you run a small office with 3-10 people: Get the HP Color LaserJet Pro MFP M479fdw or Brother MFC-L3770CDW. Both are multifunction printers that handle everything your team needs. The scanning and copying functions will get used regularly. Print speed is fast enough to prevent bottlenecks.
If you print mostly black and white at high volumes: Get the Brother HL-L6200DW. It's fast. Toner is cheap. The duty cycle is high. You'll save money versus color printers you don't fully utilize.
If print quality matters for client-facing materials: Get the Canon Color imageCLASS MF743Cdw. The color output is noticeably better than HP or Brother models at similar prices. Your marketing materials will look professional.
The laser printer market is mature and competitive. You can't really go wrong with any of the major brands if you match the printer specs to your actual needs. Don't overthink it. Calculate your monthly volume. Decide if you need color. Ensure the printer has multifunction features if you'll use them. Then buy from a reputable brand and get back to running your business.
Laser printing has come down in price while going up in quality and reliability. The printer you buy today will serve your small office for 5-7 years if you maintain it properly and don't exceed its duty cycle. That's excellent value for a critical piece of business equipment.
Your printer choice isn't the most important business decision you'll make this year. But it's one where doing basic research and matching features to needs will save you time, money, and frustration. Get it right and you'll barely think about your printer except when you need to reorder toner once or twice per year. And that's exactly how a business printer should work.
Quick Guide: Best Laser Printers and Best Color Laser Printer for Your Small Business
Printer for Small Business: How to Choose a Printer for Small and Home Offices
The printer for small business environments depends on volume and whether you need to print in color. A laser printer handles high-volume printing better than alternatives. The best laser printers suitable for businesses combine speed, reliability, and low toner costs.
Best Color Laser Printers vs Monochrome: Laser and Inkjet Printers Compared
Color laser printer models cost more upfront but deliver better print quality for color and black and white documents. A great color laser printer like the best color laser printer options prints 25-35 pages per minute. Monochrome laser printers are faster and cheaper but only print black.
Laser and inkjet printers serve different needs. Inkjet and laser technology each have advantages. Printers have higher speeds with laser technology. Laser beats inkjet for small and home offices printing over 100 pages monthly.
Multifunction Printer for Small Office: Best All-in-One Printer Picks
A multifunction printer combines print, scan, and copy functions. The printer you want for a home or small office should include scanning and copying if you process documents regularly. All-in-one printer picks save desk space versus separate devices.
The ease of use and ease of setup and use matter when you compare color printer options. Best printer models from HP, Brother, and Canon work immediately. Printers that offer wireless connectivity simplify installation.
Best Laser Printers: Top Printer Picks for Home Office
Finding the right printer for your small business means matching features to needs. To find a laser printer suitable for businesses, consider:
- Volume: Printers since 2020 handle 20,000-50,000 pages monthly
- Speed: Color models print 25-35 pages per minute
- Cost: Toner for color laser printers costs 3-5 cents per page
- Features: Multifunction models scan and copy
The best printer for printer for small business use offers reliable performance without excess features you won't use. Whether you need color depends on your documents. If you don't need to print in color regularly, monochrome saves money.
FAQ - Best Laser Printers for Small Businesses
You'll save between $780 to $1,080 annually if you print 500 pages monthly. Inkjet costs run 15-20 cents per page while laser drops that to 2-5 cents per page. Beyond the obvious cost per page savings, laser toner lasts 2,000-3,000 pages standard (up to 10,000+ with high-yield), compared to inkjet cartridges that dry out after 200-400 pages. You're also printing 2-3 times faster with laser, which translates to real labor savings when you're churning through invoices or reports.
Get color if you print color documents at least twice per week. Monochrome units cost $150-400 upfront with cheaper toner, while color starts at $250-800. The real difference shows in consumables: color toner runs $180-300 for a full set (3 cartridges) printing 2,000 pages each, versus $40-80 for monochrome toner printing 3,000 pages. If less than 10% of your printing needs color, stick with monochrome and outsource those few color jobs. That 10-20% range depends on whether convenience or cost savings matter more to you.
Automatic duplex printing is non-negotiable—it cuts paper costs by 50% and you're not manually flipping pages. A 50-sheet automatic document feeder matters if you scan or copy multi-page documents regularly. Network connectivity (WiFi and Ethernet) is essential once you have multiple team members. The duty cycle should be 2-3 times your actual monthly volume—if you print 2,000 pages monthly, don't buy a printer with only a 5,000 page duty cycle. Print resolution of 600x600 dpi handles text documents fine; 1200x1200 dpi if you print graphics. Skip features like fax unless you genuinely use it.
Get the multifunction unit. The price difference is typically only $50-100, and you're consolidating multiple devices into one footprint. Most small businesses actually use the scan and copy functions more than they expect—scanning invoices for digital records, copying contracts before signing, digitizing receipts for bookkeeping. The space savings alone justify the marginal cost increase. Print-only makes sense only if you already own a quality standalone scanner or legitimately never scan or copy documents.
Divide the toner cartridge price by its page yield to get your true cost per page. A $60 cartridge printing 3,000 pages costs 2 cents per page, while a $40 cartridge printing only 1,500 pages actually costs 2.7 cents per page. Always buy high-yield toner if you print regularly—it costs maybe 40% more but prints 2-3 times more pages. Also factor in that new printers ship with starter cartridges (500-1,000 pages) not full cartridges, so budget for replacement toner within your first few months. And watch out for brands with cheap printers but proprietary expensive toner.
Manufacturers quote speeds for simple text on letter-size paper with no graphics, and they don't count warm-up time before the first page. In real-world use, expect 15-20% slower speeds. A printer rated at 30 ppm might deliver 25 ppm when you account for processing time and mixed documents. Color printing drops speed further—a printer printing black-and-white at 30 ppm might only do 25 ppm in color. First-page-out time (8-15 seconds while the fuser heats) matters if you frequently print single pages. These aren't lies, just optimistic lab conditions versus your actual office environment.
Track your printing for one month: count total pages, note black-and-white versus color percentage, and document how often you scan or copy. Most small businesses print 200-1,000 pages monthly. If you're printing over 1,000 pages monthly, get a printer with at least a 30,000 page monthly duty cycle. If more than 20% of your printing is color, buy color laser. Solo professionals printing 100-300 pages monthly can use compact models like HP Color LaserJet Pro M255dw. Small offices with 3-10 people need multifunction units like HP Color LaserJet Pro MFP M479fdw or Brother MFC-L3770CDW. High-volume monochrome users should get Brother HL-L6200DW.