Finding the best printer scanner copier fax machine for small business involves balancing performance, cost, and ease of use. The Canon Office and Business MB5120 stands out as the overall best for its reliability and all-in-one features. The HP LaserJet Pro 3101fdw offers a strong option for black-and-white laser printing that’s fast and cost-effective. However, many models compromise on either print quality, speed, or multifunctionality, making it challenging to find the right fit. Continue reading for a detailed breakdown of the top picks and what makes each suitable for different small business needs.
Key Takeaways
- Laser models generally provide faster printing and lower running costs for high-volume black-and-white tasks.
- All-in-one inkjet printers excel in color versatility but tend to have higher ink costs and slower speeds.
- Wireless and mobile connectivity are essential features for small businesses needing flexible office setups.
- Choosing between laser and inkjet depends heavily on print volume and color requirements.
- The best models balance multifunctionality, ease of use, and ongoing maintenance costs for small business owners.
| Canon Office and Business MB5120 All-in-One Printer, Scanner, Copier, and Fax |  | Best All-in-One for Versatility and Office Use | Paper Capacity: 250 sheets | Print Features: AirPrint, Auto Duplex, Canon Print App, Google Cloud, Mobile Print, Moria Device | Copy Features: Single Pass 2-sided, ID card copying | VIEW LATEST PRICE | See Our Full Breakdown |
| HP OfficeJet Pro 9135e Wireless All-in-One Color Inkjet Printer |  | Best for Fast, Reliable Wireless Multi-Function Printing | Print Speed: 20 ppm color, 25 ppm black | Functions: Print, scan, copy, fax | Connectivity: Wireless, dual-band Wi-Fi | VIEW LATEST PRICE | See Our Full Breakdown |
| HP LaserJet Pro MFP 3101fdw Wireless Black & White All-in-One Laser Printer |  | Best Overall for Small Teams | Print Speed: Up to 35 pages per minute | Functions: Print, scan, copy, fax | Auto Duplex: Yes | VIEW LATEST PRICE | See Our Full Breakdown |
| HP Color LaserJet Pro MFP 3301cdw Wireless All-in-One Color Laser Printer (Renewed) |  | Best Value for Color Printing | Print Speed: Up to 26 ppm | Functions: Print, Scan, Copy, Fax | Connectivity: Wireless, Wi-Fi | VIEW LATEST PRICE | See Our Full Breakdown |
| HP Color LaserJet Pro MFP 3301fdw Wireless All-in-One Color Laser Printer |  | Best for Color Laser Performance | Print Speed: Up to 26 ppm | Functions: Print, Scan, Copy, Fax | Connectivity: Wireless (dual-band Wi-Fi) | VIEW LATEST PRICE | See Our Full Breakdown |
| HP LaserJet Pro MFP 4101fdw Wireless Black & White All-in-One Laser Printer |  | Best Overall for Small Office Productivity | Print Speed: Up to 42 pages per minute | Connectivity: Wi-Fi, Ethernet, Bluetooth | Functions: Print, Scan, Copy, Fax | VIEW LATEST PRICE | See Our Full Breakdown |
| Canon PIXMA TR8620a All-in-One Printer – Wireless, 4-in-1 Home Office Printer with Auto Document Feeder |  | Best for Home Office Flexibility and Multi-Functionality | Printer Type: All-in-One (Print, Copy, Scan, Fax) | Connectivity: Wireless, AirPrint, Android | Print Speed: 15 ppm (black), 10 ppm (color) | VIEW LATEST PRICE | See Our Full Breakdown |
More Details on Our Top Picks
Canon Office and Business MB5120 All-in-One Printer, Scanner, Copier, and Fax
The Canon MB5120 stands out for its robust feature set, supporting mobile printing, duplex copying, and scan-to-cloud options, making it ideal for small offices with diverse document needs. Unlike the HP OfficeJet 9135e, which excels in speed and wireless connectivity, the Canon model offers a higher paper capacity of 250 sheets, reducing refill interruptions during busy periods. However, its setup process can be complex, especially for less tech-savvy users, and its bulkier size demands more office space. The limited color options for printing may also be a concern for creative or marketing teams. Overall, this pick makes the most sense for small businesses needing a comprehensive, reliable multi-function device that can handle high-volume printing and advanced scanning tasks, even if it requires a bit more initial effort to set up.
Pros:- Supports mobile and cloud printing options
- High paper capacity of 250 sheets
- Versatile scanning and copying features including ID card copying
Cons:- Complex setup process can be daunting for some users
- Bulkier design takes up more space
- Limited color printing options
Best for: Small businesses with high-volume document needs and a dedicated space for a larger printer
Not ideal for: Startups or home offices with limited space or infrequent printing needs
- Paper Capacity:250 sheets
- Print Features:AirPrint, Auto Duplex, Canon Print App, Google Cloud, Mobile Print, Moria Device
- Copy Features:Single Pass 2-sided, ID card copying
- Scan Features:Single Pass 2-sided, Network and Cloud Scan
- Included in Box:Printer, Setup CD, Ink Tanks, Power Cord, Telephone Cable
- Paper Support:Business card, Label, ID cards
Bottom line: This is best suited for small offices demanding high capacity and versatile document handling despite its setup complexity.
HP OfficeJet Pro 9135e Wireless All-in-One Color Inkjet Printer
The HP OfficeJet Pro 9135e is a strong contender for busy small offices that prioritize speed and ease of wireless connectivity. Compared with the Canon MB5120, which offers higher capacity and more advanced scanning options, the HP model emphasizes quick color printing at 20 ppm, supported by dual 250-sheet input trays for continuous work. Its auto document feeder and duplex functions streamline workflows, but it requires an ongoing subscription for the Instant Ink service after the free 3-month trial, which could add to long-term costs. Connectivity issues have been reported by some users, which might hinder seamless operation. This device makes the most sense for small teams that need reliable, fast color output and straightforward wireless setup, even if they’re willing to manage subscription costs and occasional connectivity quirks.
Pros:- Fast color printing at 20 ppm
- Large dual input trays with 500-sheet capacity
- Wireless connectivity with mobile printing support
Cons:- Requires subscription after free trial, increasing ongoing costs
- Occasional connectivity issues reported
- More expensive than basic models for occasional use
Best for: Small business teams needing fast, reliable color printing with minimal fuss
Not ideal for: Businesses that require extensive scanning and copying features or high paper capacity
- Print Speed:20 ppm color, 25 ppm black
- Functions:Print, scan, copy, fax
- Connectivity:Wireless, dual-band Wi-Fi
- Input Capacity:Two 250-sheet trays
- Automatic Features:Auto 2-sided, auto document feeder
- Additional:Includes 3 months Instant Ink
Bottom line: Ideal for small offices prioritizing speed and straightforward wireless printing over advanced document handling features.
HP LaserJet Pro MFP 3101fdw Wireless Black & White All-in-One Laser Printer
The HP LaserJet Pro MFP 3101fdw stands out as the best overall choice for small teams needing a reliable monochrome laser printer that combines speed, security, and wireless convenience. Its impressive print speed of up to 35 pages per minute surpasses many color options, making it ideal for fast-paced offices. Compared to the HP Color LaserJet Pro 3301cdw, it lacks color but offers a more streamlined, cost-effective solution for document-heavy workflows in small groups. The auto duplex feature and document feeder boost productivity, while security features like HP Wolf Pro Security protect sensitive data. The main tradeoff is its monochrome-only output, which limits versatility for those needing color documents. This model makes the most sense for small business teams that prioritize speed and security over color printing.
Pros:- Fast print speeds of up to 35 pages per minute
- Wireless and mobile device compatibility
- Secure printing with customizable security settings
- Auto duplex printing and document feeder for efficiency
Cons:- Limited to black & white printing only
- Designed for small teams, not larger offices
- No color printing capability
Best for: Small offices with high-volume black & white printing needs for up to 7 users
Not ideal for: Businesses requiring color printing or larger workgroups, as it lacks color output and may not scale well beyond small teams
- Print Speed:Up to 35 pages per minute
- Functions:Print, scan, copy, fax
- Auto Duplex:Yes
- Auto Document Feeder:Yes
- Connectivity:Wi-Fi, Ethernet, Bluetooth
- Security:HP Wolf Pro Security
Bottom line: This printer is ideal for small teams needing fast, secure monochrome printing without the complexity of color options.
HP Color LaserJet Pro MFP 3301cdw Wireless All-in-One Color Laser Printer (Renewed)
The HP Color LaserJet Pro 3301cdw offers a compelling blend of speed, security, and color capability at a competitive price point, especially in its renewed condition. It surpasses monochrome options like the LaserJet 3101fdw by adding vibrant color output, making it suitable for marketing materials, reports, and visual documents. Its wireless connectivity and auto document feeder streamline workflow, while the 250-sheet input tray supports larger print jobs. However, it requires original HP cartridges with chips, and periodic firmware updates can be a hassle. The refurbished status may also raise concerns for some users expecting brand-new reliability. This makes it a good choice for small businesses needing color without breaking the bank, but only if they are comfortable with the maintenance requirements of refurbished equipment.
Pros:- Fast color printing and scanning
- Wireless connectivity with self-reset Wi-Fi
- Built-in security features with HP Wolf Pro Security
- Energy-efficient and environmentally friendly design
Cons:- Requires original HP cartridges with chips
- Periodic firmware updates needed for security features
- Refurbished condition may vary in reliability
Best for: Small businesses needing reliable color printing and scanning with a moderate budget
Not ideal for: Organizations that prefer brand-new equipment or require extensive firmware management, as the refurbished condition might pose reliability concerns
- Print Speed:Up to 26 ppm
- Functions:Print, Scan, Copy, Fax
- Connectivity:Wireless, Wi-Fi
- Automatic Features:Duplex printing, 2-sided scanning, auto document feeder
- Input Tray Capacity:250 sheets
- Certifications:Energy Star, EPEAT
Bottom line: This printer offers excellent color capabilities and security features for small teams willing to manage some maintenance in exchange for value.
HP Color LaserJet Pro MFP 3301fdw Wireless All-in-One Color Laser Printer
The HP Color LaserJet Pro 3301fdw is a high-performance color laser printer ideal for small teams that need fast, vibrant prints with a full suite of multifunction features. Its duplex scanning and printing, along with a 250-sheet tray, support busy workflows. Compared with the 3101fdw, this model offers full color, making it suitable for marketing, presentations, or any visual documents. However, it requires HP chips or circuitry cartridges, which can add to ongoing costs. Firmware updates may be necessary to keep performance optimal. Despite these considerations, it makes a strong case for businesses that want color without sacrificing speed or security.
Pros:- Fast color printing and scanning
- All-in-one functionality (print, scan, copy, fax)
- Wireless connectivity with self-reset Wi-Fi
- Auto duplex printing and scanning
Cons:- Requires HP chips or circuitry cartridges
- Firmware updates may be necessary for performance
- Potential higher ongoing costs due to chips
Best for: Small teams producing color marketing materials or visual content regularly
Not ideal for: Small businesses on tight budgets or those who prefer low-maintenance, non-chip cartridges, as ongoing costs may be higher
- Print Speed:Up to 26 ppm
- Functions:Print, Scan, Copy, Fax
- Connectivity:Wireless (dual-band Wi-Fi)
- Auto Duplex:Yes
- Auto Document Feeder:Yes
- Input Tray Capacity:250 sheets
Bottom line: This color laser multifunction printer is best suited for small teams needing vibrant output with quick turnaround times.
HP LaserJet Pro MFP 4101fdw Wireless Black & White All-in-One Laser Printer
This HP LaserJet Pro 4101fdw stands out for its impressive speed, reaching up to 42 pages per minute, making it ideal for small teams that need quick turnaround on black-and-white documents. It surpasses the Canon PIXMA TR8620a in speed, though it’s limited to monochrome printing, which may be a drawback for those needing color. Its robust security features, including HP Wolf Pro Security, provide peace of mind in shared office settings, unlike the Canon, which lacks advanced security options. The model’s automatic duplex printing and multiple connectivity options—Wi-Fi, Ethernet, Bluetooth—support seamless multi-device use. However, it relies on proprietary HP cartridges with HP chips, increasing ongoing costs, and firmware updates for security are sometimes necessary. This pick is perfect for small business teams prioritizing speed, security, and volume for professional documents, rather than color or photo printing.
Pros:- High-speed printing up to 42 pages per minute
- Secure printing with HP Wolf Pro Security
- Wireless, Ethernet, and Bluetooth connectivity for multi-device setup
- Automatic duplex printing for efficiency
Cons:- Requires proprietary HP cartridges with chips, increasing ongoing costs
- Limited to black-and-white printing, not suitable for color needs
- Firmware updates may be needed for security features
Best for: Small businesses needing fast, secure black-and-white printing for high-volume document workflows
Not ideal for: Small offices requiring color printing or photo-quality output, or those on a tight budget due to high cartridge costs
- Print Speed:Up to 42 pages per minute
- Connectivity:Wi-Fi, Ethernet, Bluetooth
- Functions:Print, Scan, Copy, Fax
- Auto 2-sided Printing:Yes
- Auto Document Feeder:Yes
- Recommended Users:Up to 10 people
Bottom line: This model is best for small teams needing fast, reliable monochrome printing with strong security features.
Canon PIXMA TR8620a All-in-One Printer – Wireless, 4-in-1 Home Office Printer with Auto Document Feeder
The Canon PIXMA TR8620a offers a versatile approach for small businesses that need more than just printing, thanks to its combined functions and user-friendly features. Compared to the HP LaserJet 4101fdw, it excels in versatility, supporting printing, copying, scanning, and faxing within a single compact unit. It’s especially suitable for home offices or small teams that value wireless connectivity, voice command integration with Alexa, and a large paper capacity of 200 sheets, reducing refill frequency. However, its slower print speed of 15 ppm in black and 10 ppm in color means it’s less suitable for high-volume environments. Additionally, the reliance on internet connectivity for voice features could be a drawback for those seeking offline operation or higher security. It’s ideal for small businesses with moderate printing volume and a need for multifunctionality, but less so for high-speed or color-intensive tasks.
Pros:- Wireless connectivity with Alexa voice control
- Auto duplex printing and large 200-sheet capacity
- All-in-one functionality including fax, copy, scan, and print
- No subscription needed for ink reordering
Cons:- Relatively slow print speeds compared to laser models
- Limited color options for photo printing
- Requires internet connection for voice features
Best for: Small businesses or home offices requiring flexible, multi-function devices with voice control and large paper capacity
Not ideal for: High-volume printing environments or businesses needing fast black-and-white output, due to its slower speed
- Printer Type:All-in-One (Print, Copy, Scan, Fax)
- Connectivity:Wireless, AirPrint, Android
- Print Speed:15 ppm (black), 10 ppm (color)
- Paper Capacity:200 sheets
- Auto Duplex Printing:Yes
- Additional Features:Micro SD Slot, ENERGY STAR, EPEAT Silver
Bottom line: This printer is well-suited for small or home offices that prioritize versatility, voice control, and high capacity over speed and color quality.
How We Picked
The products in this roundup were selected based on a combination of performance, user reviews, build quality, and value for small business owners. We prioritized printers that handle multiple tasks—printing, scanning, copying, and faxing—reliably and efficiently. Cost of operation, connectivity options, and ease of use were also key factors. Products are ranked to reflect a balance between affordability and feature set, ensuring options suitable for various business sizes and budgets. We aimed to highlight models that offer the best overall performance while considering common small business workflows.Factors to Consider When Choosing Best Printer Scanner Copier Fax Machine For Small Business
When choosing the best printer scanner copier fax machine for small business, it’s vital to consider several key factors to ensure you select a device that meets your specific needs without overspending. Small businesses often need a balance of speed, print quality, and cost efficiency. Understanding these factors can help avoid common pitfalls like over-investing in unnecessary features or choosing a model that can’t handle your workload.Print Speed and Volume Capacity
For busy small offices, a printer capable of high-speed output and handling large volumes without frequent jams or downtime is essential. Laser printers typically excel here, offering faster speeds and higher duty cycles, making them suitable for high-volume printing. Inkjet models, while slower, may suffice for low-volume tasks or occasional color printing. Balancing speed and volume capacity reduces ongoing costs and minimizes disruptions during busy periods.
Multifunctionality and Ease of Use
An all-in-one device that seamlessly combines printing, scanning, copying, and faxing simplifies workflow and saves space. User-friendly interfaces, touchscreen controls, and straightforward setup are crucial, especially for staff unfamiliar with complex tech. Keep in mind that more multifunction features often come with increased maintenance and initial costs, so prioritize what your business truly needs to avoid paying for extras you won’t use.
Connectivity and Mobile Support
Wireless connectivity, including Wi-Fi, Ethernet, and mobile printing options, provides flexibility for small teams working across multiple devices. Features like cloud printing and app support enable remote access and streamline document management. Be cautious, however, of models with complicated setup processes or inconsistent wireless performance, which can cause frustration and slowdowns.
Cost of Consumables and Maintenance
Initial purchase price is just part of the total cost of ownership. Ink and toner costs, along with maintenance supplies, significantly impact ongoing expenses. Laser printers generally have higher upfront costs but lower per-page costs for black-and-white printing. In contrast, inkjet models may be cheaper initially but more expensive over time if high-volume color printing is required. Consider your typical print volume and color needs to choose wisely.
Size, Space, and Design
Small businesses often operate in tight spaces, so compact, space-efficient models are preferable. Look for printers with a small footprint that can fit comfortably in your workspace. Also, consider the design—front-loading trays and easy access to ink or toner cartridges can save time and reduce maintenance hassle. Overly large or bulky models may hinder workflow and make your office feel cluttered.
Frequently Asked Questions
Should I choose a laser or inkjet printer for my small business?
Laser printers are typically better for small businesses with high-volume black-and-white printing needs because they offer faster output and lower running costs. Inkjet printers excel in color accuracy and photo printing, making them suitable if color documents or marketing materials are frequently produced. Your choice depends on your primary printing tasks; for most office environments, a laser model tends to be more cost-effective and reliable for daily use.
Is Wi-Fi connectivity essential for a small business printer?
Wireless connectivity provides significant flexibility, especially if your team uses multiple devices or works from different locations within the office. It allows for easy sharing and remote printing without physical connections. However, it’s important to ensure your wireless network is secure and reliable; otherwise, connectivity issues could disrupt your workflow. If your office is small and wired setup is simple, a wired connection might suffice, but most small businesses benefit from wireless support.
How important is automatic document feeder (ADF) for a small business scanner?
An automatic document feeder can save considerable time if you regularly scan or copy multi-page documents. It automates the process, allowing for batch scanning without manual intervention. For infrequent use or single-page tasks, a flatbed scanner may be enough, but for higher volumes, investing in a model with a reliable ADF can improve productivity and reduce manual effort.
What should I consider about ink or toner costs when choosing a printer?
Ongoing ink or toner costs significantly affect your total ownership expenses. Laser printers tend to have higher upfront costs but lower per-page costs, making them more economical for frequent printing. Inkjet printers may be cheaper initially but can become expensive if you print in color often, as ink cartridges need frequent replacing. Analyzing your typical print volume and color needs can help you select a model with manageable ongoing costs.
Can I find a reliable all-in-one printer that doesn’t take up much space?
Yes, many compact models are designed to fit small offices without sacrificing performance. Look for printers with a small footprint, adjustable trays, and front-access cartridges to save space and simplify maintenance. While smaller printers may have lower duty cycles, choosing a model that matches your typical workload ensures you won’t be frustrated by frequent jams or slow speeds, even in tight spaces.
Conclusion
For small business owners seeking the best overall balance of features and reliability, the Canon Office and Business MB5120 offers a comprehensive all-in-one solution with excellent print quality and ease of use. If your priority is minimizing ongoing costs for high-volume black-and-white printing, the HP LaserJet Pro 3101fdw is a smart choice. New users or those with limited space should consider compact, user-friendly models like the Canon PIXMA TR8620a. For businesses that require professional color output or high-speed printing, investing in premium laser options will pay off in productivity. Ultimately, your choice depends on your specific volume, budget, and workflow needs, but these picks provide a solid foundation for small office printing and scanning tasks.
