In 2025, running a small business means juggling endless docs, client proposals, and the occasional invoice—without your printer turning into a money pit or a paper jam nightmare. Remember when “multifunction” just meant print and scan? Now, with hybrid work arrangements and eco-conscious customers. You want an MFP that can scan hundreds of pages of contracts, churn out crisp color reports and not drink itself silly on ink (or toner).
But here’s the rub: Do you splurge on a laser beast for speed, or go ink tank for dirt-cheap long-term runs? We’ve tested dozens to cut through the specs—drawing from hands-on labs at PCMag, Wirecutter, and RTINGS—to spotlight what actually saves you time and cash.
This guide is your no-BS roadmap: We’ll break down how to pick based on your print volume (say, 500-2,000 pages/month), then compare top contenders with real 2025 data on costs and features. Spoiler: For most small shops cranking out 1,000+ mixed docs monthly, the Epson EcoTank ET-4850 wins on value—under 0.3¢ per black page—while speed demons should eye the Brother MFC-L8395CDW. Let’s get you set up without the headaches.
Table of Contents
What Is a Multifunction Printer and Does Your Small Business Need One?
Multifunction printers/ (MFPs) are basically unique office machines that can handle a large number of document functions. The printer has the ability to print, scan, copy and fax. Therefore, there’s no need for purchasing different devices for performing each function. You have a different choice.
A multifunctional printer is sometimes convenient for scaling up your business if it contains basic functionality.
And many more companies are experiencing the benefits of a multifunction printer. A multifunction printer can work wonders in improving efficiency for a small business, startup or a home office.
Who Should Use a Multifunction Printer?
-
Small businesses & startups – Reduce equipment costs and save space
-
Remote teams & home offices – Simplify daily document handling
-
Retail & service businesses – Quick billing, scanning, and record-keeping
-
Freelancers & consultants – Professional output without large investment
If your business handles documents daily and relies on speed, organization, and cost-efficiency, a multifunction printer is often a smarter choice than separate machines.
Best Printer for Small Business
Choosing the right printer for your small business in 2025 means considering its role, functionality, performance, and cost-effectiveness, as well as the purchase price and total cost of ownership of the item. You can find quality printers in various price ranges, from an inexpensive black-and-white laser printer to an all-in-one colour ink tank printer.
The different types of printers perform multiple advanced functions. Some printers can print, scan, copy and fax all documents. They function as everything.
How to Choose a Multifunction Printer for Small Business in 2025 (Buyer’s Guide)
Selecting the appropriate MFP isn’t about the most exuberant touchscreen. It’s about choosing the optimum technology for your work. According to an analysis of 2,025 specific benchmark tests from Consumer Reports and TechRadar, lasers are the fastest printers to use in text-heavy areas (read: offices) while ink tanks (EcoTank, MegaTank) are cheaper for colour-heavy big blasts like marketing flyers. Aim for a print speed of 20-30 ppm, an ADF for multi-page scanning, and Wi-Fi 6 for mobile printing that should not lags. Here are the playbook:
Printer Type: Laser vs. Inkjet vs. Ink Tank
-
Laser (Toner Based): Kings of speed (25-40ppm) and for sharp text on invoices/contracts. Excellent for 1,000+ mono pages/month—no printhead clogs if you print intermittently.
- Standard Inkjet: Inexpensive starters ($150-300), nice colors for photos/proposals. But ink cartridges dry out (print weekly or invite jams), and costs escalate to 5-10¢/page. Skip unless under 500 pages/month.
- Ink Tank (EcoTank/MAXIFY): 2025 is the sweet spot for small biz—7,500+ black pages per set from bottles drop costs to only 0.3¢ mono/1.0¢ color. Slower (15-25ppm), but environmentally friendly and less waste. For mixed color/mono usage of 500-2,000 pages/month; tanks last 2-3 years.
Must-Have Features
- RAPID SCAN: Scan 35 ppm / 70 ipm(300 dpi), single-pass duplex and a 50 sheet capacity ADF.
- 2nd Paper Tray: Helps eliminate the time wasted while switching media; auto 2-sided print saves small-sized paper.
- Connectivity:Wi-Fi/Ethernet - Print from/scan to mobile/tablets. To 2025 shall: HP+/Epson Ready for cloud security.
Business Needs: Security, Manageability & Total Cost of Ownership
- Security: PIN printing, NFC badge auth to lock sensitive docs—key for client data (GDPR/HIPAA vibes).
- Manageability: Apps like Brother iPrint&Scan or HP Smart for remote monitoring; fleet tools for multi-printer setups.
- TCO (Not Just Sticker Price): Factor 3-year ink/toner (~$200-500 for tanks vs. $400+ for lasers). For 10k pages/year, tanks save $150+ vs. cartridges. Duty cycle: 2,000-5,000/month for small biz. Eco bonus: Tanks cut plastic waste 90%.
Nail volume first: Under 500 pages? Budget inkjet. 500-2k? Ink tank. 2k+? Laser. Now, the contenders.
Laser vs. Inkjet: Choosing the Right Technology for Your Office
| Feature | Laser Printer | Inkjet Printer |
|---|---|---|
| Best For | High-volume printing | Low to moderate printing |
| Print Speed | Fast | Slower |
| Text Quality | Very sharp | Good but slightly softer |
| Color Output | Consistent but less vibrant | Better for photos & graphics |
| Cost per Page | Lower over time | Higher over time |
| Maintenance | Low | Higher (ink drying, clogging) |
| Initial Cost | Higher upfront | Lower upfront |
| Office Suitability | Medium to large offices | Home offices, small teams |
Quick Recommendation:
-
Choose a laser printer if you print frequently, handle documents daily, or run a small office.
-
Choose an inkjet printer if you print occasionally, need photo-quality color, or want a lower upfront cost.
Key Features to Compare in a 2025 Business Multifunction Printer
| Feature | Why It Matters | What to Look For in 2025 |
|---|---|---|
| Print Speed | Affects productivity during busy hours | 20–40 ppm for small businesses |
| Print Quality | Ensures professional documents | 600–1200 DPI for sharp text |
| Connectivity | Enables wireless and remote printing | Wi-Fi, Ethernet, mobile printing |
| Duplex Printing | Saves paper automatically | Auto double-sided printing |
| Scan Quality | Important for digitizing documents | Flatbed + ADF with OCR support |
| Monthly Duty Cycle | Indicates durability | Suitable for your monthly print volume |
| Cost per Page | Controls long-term expenses | Low toner/ink replacement cost |
| Cloud Integration | Enables remote workflows | Google Drive, OneDrive, Dropbox |
| Security Features | Protects business data | User authentication, secure print |
| Size & Footprint | Space efficiency | Compact design for small offices |
Choosing a printer based only on price often leads to higher running costs. Evaluating long-term efficiency and consumable costs is essential for business use.
Top Picks Comparison Table
We lab-tested these against 2025 standards: Speed via ISO docs, costs from high-yield supplies (e.g., Epson T502XL bottles at $25/set), and features for 5-user offices. Prices as of Dec 2025; mono/color CPP assumes standard yields.
| Model | Type | Key Features (ADF, Duplex) | Print Speed (Mono/Color ppm) | Est. Cost per Page (Mono/Color ¢) | Best For |
|---|---|---|---|---|---|
| HP OfficeJet Pro 9125e | Inkjet MFP | 35-sheet ADF, Auto Duplex | 22/18 | 3.2/12.8 | General small office |
| Epson EcoTank ET-4850 | Ink Tank MFP | 30-sheet ADF, Auto Duplex | 15.5/8.5 | 0.3/1.0 | High-volume, low-cost |
| Brother MFC-L8395CDW | Color Laser MFP | 50-sheet ADF, Auto Duplex | 31/31 | 2.5/12.0 | Fast, reliable shared office |
| Canon MAXIFY GX4020 | Ink Tank MFP | 35-sheet ADF, Auto Duplex | 18/13 | 0.5/1.5 | Versatile color needs |
Detailed Model Reviews
HP OfficeJet Pro 9125e – Best for Everyday Versatility
This cartridge-based inkjet shines in small teams needing quick color pops for proposals without tank commitment. At 22ppm mono, it churns 5 pages in 18 seconds with sharp text (very good per CR tests)—ideal for 500-1,000 pages/month. The 35-sheet ADF handles multi-page scans flawlessly, and HP+ security (PIN release) locks client files.
Duplex saves paper on double-sided flyers. Users rave about 10-second setup and glossy photo quality on plain paper, but noise during bursts annoys open-plan spots. Weakness: 12.8¢ color CPP adds up vs. tanks; opt for Instant Ink ($5-20/month) to drop it 50%. Perfect for creative solos (under 5 users) balancing docs and designs—$250 upfront, TCO ~$300/year.
Epson EcoTank ET-4850 – Best for Cost-Saving High Volume
If your shop prints 1,000+ mixed pages monthly, this tank beast pays off fast: 7,500 black/6,000 color from inbox bottles, at 0.3¢ mono (beats lasers long-term). 15.5ppm text speed suits moderate workflows; ADF scans 30 sheets duplex for contracts. Ethernet/Wi-Fi setup is buttery (30 mins via app), and pigment ink resists smudges on envelopes.
Real-world: Our tests matched PCMag’s 15ppm on docs, with vibrant colors for flyers (no laser crispness, but close). Drawback: Slower duplex (2.8ipm) and no NFC—fine for wired offices. At $500, it’s pricier upfront but TCO ~$150/year—gold for eco-focused teams (5-10 users) grinding reports.
Brother MFC-L8395CDW – Best for Speed & Durability
Laser lovers, meet your 2025 workhorse: 31ppm mono/color blasts through 4,000-page cycles without hiccups, per TechRadar. 50-sheet ADF + NFC auth secures scans in shared spaces; Gigabit Ethernet handles fleets. Text/graphics are laser-sharp (9.5/10 RTINGS), and expandable trays (up to 1,300 sheets) crush volume. In tests, it nailed 31ppm on invoices, with low TCO via high-yield toners ($100/set for 9k pages).
Con: 12¢ color CPP stings for graphics-heavy; bulkier than tanks. Suits fast-paced consultancies (5-15 users)—$570, TCO ~$400/year for mono focus.
Canon MAXIFY GX4020 – Best for Versatile Color on a Budget
Tank tech meets business grit: 18ppm with 14k color pages from bottles (1.5¢ CPP) makes it a color champ for flyers without laser premiums. 35-sheet ADF + rear tray tackles envelopes/labels; Wi-Fi/Ethernet setup zips in 15 mins. Scans are crisp (600dpi), and 33k duty cycle handles bursts. Users love mess-free refills and photo-level vibrancy on plain paper, but duplex speed lags (13ipm). At $400 (2-year ink included), TCO ~$200/year—ideal for creative small biz (3-8 users) mixing docs and designs.
Best Budget Printer For Small Business
Also great: the Brother HL-L2460DW If you just print in black and white, go with our budget pick, the Brother HL-L2460DW. It’s solidly constructed and features all the standard connectivity options you’d expect such as USB, Wi-Fi and Ethernet so it’s easy to get to again. It’s quite speedy at up to 34 pages per minute, it has automatic duplex printing and maintenance is cheap with a solid page yield and inexpensive toner replacements.
There’s one problem: the print quality feels a little less than what you’d imagine from a Brother laser printer. So here you are a deep dive into the printer settings, provided, and the power of Whizzbang to transform your prints. Compared to the models above, the main drawback is the lack of a scanner, so you have to be sure you won’t need to scan anything.
If your office is on a tight budget and needs a color printer with a scanner, consider the Brother MFC-J4335DW. It’s a color inkjet printer with an ADF-equipped scanner; it prints detailed photos and has similar black page yields. You also get a better front panel with a larger color display and more buttons to help you navigate the interface. However, it doesn’t print as quickly, and like most inkjet printers, it requires more maintenance since printheads can clog during long periods of inactivity.
Best Mid-Range Printer For Small Business
Brother MFC-L2820DW
For businesses that only print black-and-white documents but still need a great-quality scanner, get the Brother MFC-L2820DW. This monochrome laser all-in-one produces high-quality documents, doesn’t take long to warm up, and prints faster than our upper mid-range pick, the Canon Color imageCLASS MF665Cdw, at 33 pages per minute. A regular toner cartridge is sufficient for about 1,300 prints and relatively cheap to replace.
Unlike the Canon, you’ll have to replace the drum separately. Also, while you still get an ADF scanner, it’s slower, processing just seven pages per minute; it also lacks duplex scanning, although you can get variants that offer this feature, like the Brother MFC-L2880DW. See our review for more details.
Conclusion & Final Verdict
2025 MFPs are smarter than ever—cloud-secure, app-driven, and greener—but the winner hinges on your volume: Tanks for cost hawks, lasers for speed freaks. For most small businesses (500-2,000 pages/month, mixed color/mono), the Epson EcoTank ET-4850 is the best multifunction printer overall: Unbeatable 0.3¢ CPP, reliable ADF/duplex, and TCO savings that pay off in year one. Need warp-speed lasers? Grab the Brother MFC-L8395CDW for unflappable performance.
Related Reading: Check out our guide on how to choose the right digital marketing agency