You’ve held on as long as you could, but now it’s time to find a new printer for your small business. With so many brands and models out there, it can feel overwhelming. Don’t worry! In this blog, we’ll walk you through how to find the best printer for your small business needs.
What to Consider Before Buying a Business Printer
Printers cost more than just patience. Print-related costs are often the third highest expense for a business, right behind payroll and rent. Maintenance calls and supplies can add up quickly, so it’s important to make a smart investment. When choosing a new printer, you should look beyond just the price. Printers are complex pieces of equipment, so let’s dive into the features you should consider.
Plan Your Budget
Researching and comparing different brands and models is crucial to get the right fit for your budget. Consider not just the upfront cost but also the cost of ink or toner cartridges and their page yield.
Some printers have higher consumable costs, which can add up. The cheapest option might save you money initially but could lead to greater expenses if it needs frequent service or replacement.
Think about long-term considerations and ensure the printer can handle your growing business needs without frequent upgrades.
You’ll want a model that fits your initial budget and has reasonable operating costs. Don’t forget to check the warranty period and see what’s covered.
Printing Volume and Speed
After considering your budget, assess your print volume and speed requirements. Different printers are designed to handle different volumes of work. On average, a small business prints about 1,000 to 10,000 pages per month. However, this can vary based on the industry and size of your business. According to Gartner, 90% of companies do not track their printing costs. If you’re unsure how much your office prints, consider the following:
- Monthly Reports and Documents: Count the average number of reports, proposals, and internal documents generated each month.
- Client and Customer Materials: Include printed materials provided to clients, such as invoices, contracts, and marketing materials.
- Internal Communications: Factor in meeting agendas, memos, and other internal prints.
Track your printing for a few months to get a clearer picture of your usage. Many modern printers come with software that tracks and reports usage, helping you manage and optimize your printing needs.
By understanding your print volume, you can choose a printer that meets your needs without incurring unnecessary costs.
Functionality (Multi-Function vs. Single-Function)
Now that you know your printing volume, consider whether you need a multi-function printer (MFP) that can also copy, scan, and fax, or if a single-function printer will suffice. MFPs can save space and money, but if your primary need is printing, a single-function printer might be cheaper and more efficient. They often offer faster speeds, higher durability, and better print quality.
The Difference Between Laser and Inkjet Printers
Let’s cover the difference between inkjet and laser printers.
- Laser Printer: Uses a laser beam to produce an image on a drum, which then rolls through toner (a fine powder). The toner sticks to the drum, transfers to paper, and is fused by heat.
- Inkjet Printer: Sprays tiny droplets of liquid ink onto paper through nozzles. The ink is absorbed by the paper to create the image.
Choosing between a laser and inkjet printer depends on the type of documents you need to print.
- Laser Printers: Ideal for high-volume, text-focused printing with a higher initial cost but lower per-page cost. Best for businesses needing high-volume printing of documents, reports, and text-heavy materials.
- Inkjet Printers: Better for lower-volume printing and high-quality color images, with a lower initial cost but higher per-page cost. Great for home use, photographers, or small businesses needing high-quality color prints and photo printing.
Cheap inkjet printers aren’t suitable for offices with heavy printing needs. If you need a printer for your home office with occasional high-quality color prints, consider an inkjet. While they are typically cheaper to purchase, their ink cartridges need frequent replacement, leading to a higher cost per page.
A laser printer is more expensive upfront but ideal for offices with high print demands and faster printing speeds. Toner cartridges are pricier but last longer, making these printers more durable and requiring less maintenance.
In summary, laser printers are the way to go for regular office printing, while inkjets are better for home or small offices needing high-quality prints.
Other Considerations
Beyond the basics, there are several other factors that can influence your choice of printer. These include user-friendliness, print quality, compatibility, security features, energy efficiency, and purchasing options. Let’s look at each of these in more detail.
User Friendliness
- Look for a user-friendly interface and easy-to-navigate control panel.
- Consider the ease of replacing consumables and performing regular maintenance tasks.
Print Quality
- Higher resolutions (measured in DPI) provide better print quality, essential for marketing materials and professional documents.
- Decide if you need color printing. Monochrome printers are usually cheaper and faster but may not suffice for all needs.
Compatibility
- Ensure the printer is compatible with your business’s operating systems.
- Check if the printer integrates well with your existing software and workflows.
Security Features
- Look for printers with security features like password-protected printing and secure data transmission to protect sensitive information.
Energy Efficiency
- Choose a printer with a good energy efficiency rating to reduce electricity costs and environmental impact.
Purchasing Options
- New Printers: Ideal if you have the budget for the initial investment and want the latest features with a longer lifespan.
- Refurbished Printers: Suitable for businesses looking to save money upfront while still getting reliable equipment, with moderate usage.
- Leasing Printers: Perfect for businesses that prefer lower initial costs, regular upgrades, and want to avoid the hassle of maintenance and repairs.
The 7 Best Printers For Small Business (Our Recommendations)
When it comes to reliable printers that our clients love, these models stand out as top recommendations. Each of these printers offers a combination of high performance, advanced features, and user-friendly design, making them ideal for small businesses seeking dependable and efficient printing solutions.
#1 Kyocera TASKalfa 308ci
- Features: Compact design, high-quality color output, efficient scanning and copying capabilities, and user-friendly interface.
- Best For: Small businesses needing reliable color printing and multifunction capabilities.
#2 Xerox VersaLink B625
- Features: High-speed printing, robust security features, cloud and mobile connectivity, and easy integration with existing systems.
- Best For: Businesses with high print volume needs and a focus on security.
#3 Xerox VersaLink B415
- Features: High-resolution output, reliable performance, secure printing options, and energy-efficient operations.
- Best For: Small to medium-sized businesses requiring a reliable and efficient monochrome printer.
#4 Kyocera TASKalfa 4004i
- Features: Advanced security, efficient and high-speed printing, robust paper handling, and versatile finishing options.
- Best For: Businesses needing a high-capacity, secure, and versatile printer.
#5 Kyocera TASKalfa 2554ci
- Features: High-quality color printing, large touch panel, enhanced security features, and efficient workflow integration.
- Best For: Small to medium-sized businesses requiring high-quality color printing and advanced features.
#6 Kyocera ECOSYS M5526cdw
- Features: Compact design, high-quality color output, wireless connectivity, and cost-efficiency.
- Best For: Small businesses with limited space needing a reliable, all-in-one color printer.
#7 Xerox VersaLink C7025/C7020
- Features: High-quality color output, mobile and cloud connectivity, customizable workflows, and robust security features.
- Best For: Businesses that need versatile, high-quality color printing and seamless connectivity.
Finding the Best Printer for Your Small Business
We’ve covered a lot. When it comes to the best printer for small business, there’s no one-size-fits-all answer. The best printer depends on your specific needs.
You might still have questions about which brand or model is best for you. Fortunately, our printer and copier division, Just Document Solutions, can help. We’ll guide you through the purchasing process and ensure you get the best equipment for your small business printing needs.
We offer leasing and purchasing options for top product lines including Brother, Xerox, Epson, Lexmark, Kyocera, and Kip. No matter your printing needs, we have the resources to offer you a personalized solution.