Best Small Office Printers for Small Businesses: Top Picks for 2026

Choosing the best small office printers can make everyday work much easier. A good printer helps your team print invoices, reports, contracts, labels, presentations and business documents without constant delays, paper jams or high running costs.

For small businesses, the right printer is not always the biggest or most expensive model. It should match the way your team works. Some offices need fast black-and-white printing for admin documents. Others need colour printing for marketing materials. Some need a small office printer and scanner for contracts, ID documents, and forms. Others need an all-in-one printer with print, scan, copy, and fax support.

This guide explains how to choose the best printer for small business use in 2026, including laser vs inkjet, mono vs colour, scanner features, print speed, running costs, and recommended models for different office needs.

What Makes a Printer Good for a Small Office?

A good printer for small business use should be reliable, easy to share and affordable to run. It should help work move faster rather than slow the team down.

The best small business printer usually offers:

• Fast print speeds

• Reliable wireless or Ethernet connectivity

• Print, scan and copy functions

• Automatic duplex printing

• Good paper tray capacity

• Low cost per page

• High-yield toner or ink options

• Compact, desk-friendly design

• Easy maintenance

• Strong document quality

Small offices often need one printer to do several jobs. That is why all-in-one and multifunction models are popular. A single device can handle printing, scanning, copying and sometimes faxing, which saves space and reduces the need for separate equipment.

To compare more options, browse the office printer range at Box or explore printers built for workspaces.

Print Volume and Monthly Workload

Before choosing a printer, think about how much your business prints each month. A freelancer printing a few invoices has different needs from a team printing contracts, delivery notes and reports every day. If your office prints often, it is important to look for features such as a higher monthly duty cycle, faster pages per minute, larger paper tray capacity, support for high-yield toner or ink, stronger build quality and reliable network printing support. If your print volume is low, a compact all-in-one printer may be enough, but if your print volume is high, a laser printer or business-focused multifunction printer is usually the better choice.

Mono vs Colour Printing

Mono printers only print in black and white, while colour printers can produce documents with graphics, charts, logos and images. A mono laser printer is ideal if your office mainly prints invoices, contracts, letters, forms, reports, shipping documents and internal paperwork. On the other hand, a colour laser printer or inkjet printer is better suited for businesses that regularly produce marketing materials, colour reports, client presentations, brochures, posters, design proofs and branded documents. If colour is only needed occasionally, it is worth considering whether you really need a colour office printer, as mono laser printers are often cheaper and simpler to run for document-heavy teams.

Print, Scan, Copy and Fax Needs

Many small businesses need more than just printing, and scanning is especially useful for handling contracts, forms, receipts, staff documents and client paperwork. A good small office printer scanner should ideally include a flatbed scanner, an automatic document feeder, scan-to-email or scan-to-PC support, strong scanner resolution, a copy function and wireless or network scanning capabilities. While fax is less common today, some legal, healthcare, finance and admin-heavy offices may still require it, so if fax is important, choosing a 4-in-1 multifunction printer is the best option.

Running Costs and Consumables

The cheapest printer is not always the cheapest to own, as ink and toner costs play a major role in long-term expenses for small businesses. When comparing running costs, it is important to consider factors such as toner yield, ink cartridge yield, cost per page, availability of high-yield cartridges, replacement cartridge prices, energy use, maintenance needs and any drum or waste toner requirements. A printer with a slightly higher purchase price may save money over time if it uses high-yield toner or refillable ink, making it a more cost-effective choice in the long run.

Laser vs Inkjet Printers for Small Business

One of the biggest choices is whether to buy a laser printer or inkjet printer. Both can work well, but they suit different office needs.

When a Laser Printer Makes More Sense

Laser printers for small business are usually best for offices that print a lot of text documents. They are fast, clean, and efficient for everyday business paperwork.

Choose a laser printer if you need:

• Fast mono document printing

• Sharp text quality

• Lower cost per page for regular printing

• Better speed for shared office use

• Reliable high-volume printing

• Less risk of ink drying out

• Professional-looking business documents

A mono laser printer is ideal for accountants, legal offices, admin teams, remote workers and any business that prints mostly black-and-white documents.

For document-heavy teams, browse fast laser printers for office documents.

When an Inkjet Printer Is the Better Choice

Inkjet printers are more flexible for colour printing and mixed media. They can be a better choice for businesses that print colour graphics, photos, marketing materials or A3 documents.

Choose an inkjet printer if you need:

• Colour output

• A3 printing

• Marketing materials

• Branded documents

• Mixed document and image printing

• Lower upfront cost in some cases

• Flexible paper handling

Modern business inkjets can be very capable, especially for small teams that need colour but do not print huge volumes every day.

For flexible colour output, explore colour inkjet options for flexible printing.

Quick Verdict: Which Should You Choose?

Office Need	Best Printer Type
Mostly invoices and contracts	Mono laser printer
Fast shared document printing	Laser printer
Colour reports and presentations	Colour laser or inkjet
A3 marketing materials	A3 inkjet printer
Print, scan and copy	All-in-one printer
Low print volume	Compact inkjet or mono laser
High print volume	Business laser printer
Hybrid working	Wireless multifunction printer

If your office prints mostly text, choose laser. If your office needs colour, A3 or mixed media, choose inkjet or colour laser.

Best Small Office Printers by Business Need

There is no single best printer for every small business. The best choice depends on your workload, space, budget and document type.

For more advice, read our printer buying advice for business use and eco-friendly printer choices for offices.

Best All-in-One Printer for Small Business

The best all-in-one printer for small business should combine printing, scanning and copying in one compact unit. This saves space and gives your team more flexibility.

A strong all-in-one printer is useful for:

• Scanning contracts

• Copying forms

• Printing invoices

• Creating reports

• Sharing one printer across a team

• Reducing separate office equipment

For many businesses, the high-speed Brother mono office all-in-one is a practical choice. It is an A4 wireless mono laser multifunction printer with print, scan, copy and fax support, making it a good fit for document-heavy offices.

Best Multifunction Printer for Small Business

The best multifunction printer for small business should be fast, reliable and easy to share across users. It should also support the tasks your team does every day.

Look for:

• Print, scan, copy and fax

• Automatic document feeder

• Wireless printing

• Ethernet printing

• Duplex printing

• Good paper capacity

• High-yield consumables

A multifunction printer is ideal if your office needs one central device for daily paperwork. Browse multifunction printers for busy teams to compare more options.

Best Multifunction Printer for Office Use

The best multifunction printer for office use is usually one that can support several people without constant attention. That means speed, reliability, paper capacity and network support all matter.

For small teams, the compact Xerox multifunction laser for teams is worth considering. It is an A4 wireless multifunction laser printer, making it a good option for teams that want a compact but productive office printer scanner.

This type of printer suits:

• Shared workspaces

• Reception desks

• Admin teams

• Small teams

• Hybrid offices

• Business document printing

Best Colour Printer for Small Business

The best colour printer for small business depends on whether you need colour every day or only occasionally.

A colour printer is useful for:

• Client presentations

• Marketing handouts

• Branded reports

• Charts and graphics

• Product sheets

• Internal training documents

If your colour needs are business-focused and regular, a colour laser printer may be worth considering. If you need more flexibility, lower upfront cost or A3 printing, an inkjet model may be better.

For flexible colour printing, the A3 Brother colour inkjet for small teams is a useful option because it can print up to A3 while supporting A4 scan, copy and fax tasks. It is a good fit for small businesses that produce reports, posters, flyers or occasional marketing materials.

Best A3 Colour Laser Printer for Small Business

The best A3 colour laser printer for small business is usually best for teams that print high-quality colour documents in larger formats very often. However, A3 colour laser printers can be expensive and large.

For many small businesses, an A3-capable inkjet may be the more practical option because it offers A3 flexibility without taking up as much space or budget. The Brother MFC-J5340DW is a good example of this type of printer, especially for teams that need A3 marketing material but do not need a large enterprise-level laser device.

Best Brother Printer for Small Business

The best Brother printer for small business depends on the type of work your team does. Brother is often a strong choice for office printing because it offers reliable mono laser printers, multifunction models and business-focused inkjets.

For document-heavy teams, the Brother MFC-L2827DWXL is a practical mono laser all-in-one. For teams that need A3 and colour, the Brother MFC-J5340DW is a flexible choice.

You can compare more options in the Brother office printer range.

Best HP Laser Printer for Small Business

The best HP laser printer for small business should be fast, reliable and built for busy document workflows.

For teams that need a more powerful office machine, the high-volume HP LaserJet for busy offices is a strong option. It is a 4-in-1 multifunction laser printer designed for demanding small to medium-sized business environments, with print, scan, copy and fax support in one compact unit.

This type of printer is best for:

• Higher-volume teams

• Admin-heavy offices

• Document workflows

• Shared office environments

• Professional business printing

You can also browse HP printers for home and office work.

Best Small Office Printers Under £100

The best small office printers under 100 are usually basic models for light printing rather than heavy business workloads. They can be useful for freelancers, home offices or very small teams, but they may not offer the speed, paper capacity or running-cost efficiency of more business-focused models.

If your budget is under £100, look for:

• Basic wireless printing

• A4 support

• Simple setup

• Compact footprint

• Affordable cartridges

• Good reviews

• Suitable print volume

For a growing business, spending a little more on a stronger office printer can often save money and frustration over time.

Key Features to Compare Before Buying

Before choosing a small business printer, compare the features that affect daily use.

Print Speed

Print speed is measured in pages per minute, often written as PPM. A faster printer is useful if several people share one machine or if your business prints long documents.

For small offices, a faster printer helps reduce waiting time and keeps work moving.

Duplex Printing

Duplex printing means printing on both sides of the paper automatically. This saves paper, reduces filing space and makes reports look more professional.

It is especially useful for contracts, policies, proposals, and internal documents.

Automatic Document Feeder

An automatic document feeder, or ADF scanner, lets you scan or copy multiple pages without placing each page on the glass manually.

This is useful for:

• Contracts

• ID documents

• Multi-page forms

• Receipts

• Supplier paperwork

• Client files

If your office scans often, an ADF is a must-have feature.

Connectivity

Connectivity determines how easily your team can print.

Look for:

• WiFi

• Ethernet

• USB

• Mobile printing

• Apple AirPrint

• Mopria

• WiFi Direct

• Network printer support

Ethernet is useful for stable office networks. WiFi is useful for flexible placement. Mobile printing is helpful for hybrid teams and visitors.

Paper Handling

A small office printer should have enough paper capacity for your workload. If the tray is too small, your team will constantly refill paper.

Check:

• Paper tray capacity

• Supported paper sizes

• A4 support

• A3 support if needed

• Manual feed slot

• Envelope support

• Duplex support

Toner, Ink and Replacement Costs

Always check replacement costs before buying. A cheap printer with expensive cartridges can cost more over time than a higher-quality printer with high-yield toner.

Compare:

• Toner yield

• Ink yield

• High-yield options

• Cartridge availability

• Cost per page

• Drum replacement needs

• Total cost of ownership

Best Printer Type by Small Business Scenario

Business Type	Recommended Printer Type	Key Features
Accountants, Admin Teams, Legal Offices	Mono laser multifunction printer	Fast mono printing, ADF scanner, duplex printing, Ethernet, high-yield toner, reliable output
Estate Agents, Sales Teams, Client-Facing Offices	Colour printer (laser or inkjet)	Colour printing, good resolution, wireless/network support, scan & copy, duplex printing
Designers, Marketing Teams, Creative Workspaces	Colour inkjet or colour laser (A3 capable)	A3 printing, high resolution, flexible media support, wireless printing, efficient colour costs
Home Offices and Freelancers	Compact all-in-one printer	Compact design, wireless printing, print/scan/copy, low maintenance, affordable consumables
Reception Desks and Shared Workspaces	Network multifunction printer	Network printing, simple controls, ADF scanner, larger paper tray, fast first-page print, secure print options

 

For more guidance, read our home office printer setup guide.

Common Mistakes to Avoid When Choosing a Small Office Printer

Choosing the wrong printer can create ongoing problems. Here are the mistakes to avoid.

Buying on Price Alone

A low upfront price can look attractive, but running costs may be higher. Always check cartridge or toner prices before buying.

Ignoring Scanner Needs

If your business scans contracts or documents regularly, do not buy a print-only model. Choose an all-in-one printer with an ADF scanner.

Choosing Inkjet for Heavy Mono Printing

If your office mostly prints black-and-white documents every day, a mono laser printer is usually more efficient than an inkjet.

Overlooking Paper Tray Capacity

A small paper tray may be fine at home, but it can slow down a business. Choose a tray size that suits your daily print volume.

Forgetting About Connectivity

Make sure the printer works with your setup. If several people need access, WiFi or Ethernet support is important.

Ignoring Maintenance

Inkjet printers may need more attention if they are not used regularly. For fewer clogs and smudges, see our guide on inkjet maintenance tips for fewer issues.

Final Verdict: Which Small Office Printer Should You Buy?

For most small businesses, the best choice is a reliable all-in-one printer that can print, scan and copy without taking up too much space. Choose a mono laser model if you mainly print contracts, invoices and reports, or go for a colour inkjet or colour laser printer if your team needs presentations, graphics or marketing materials.

To find the right model for your workspace, browse the office printer range at Box, explore printers built for workspaces, compare multifunction printers for busy teams, or view fast laser printers for office documents at box.co.uk.

FAQs

Which printer is best for a small business?

The best printer for a small business depends on what you print. For regular documents, a mono laser multifunction printer is usually best. For colour reports or marketing materials, a colour inkjet or colour laser printer may be better.

What type of printer is best for office?

For most offices, a laser all-in-one printer is the best choice because it is fast, reliable and efficient for business documents. If your office needs colour or A3 printing, a business inkjet or colour laser model may be more suitable.

What is the best printer for small office use?

The best printer for small office use is usually a compact multifunction printer with print, scan and copy features, wireless or Ethernet connectivity, duplex printing and affordable running costs.

Which is better for office use, inkjet or laser printer?

Laser printers are usually better for high-volume office documents, especially black-and-white printing. Inkjet printers are better for colour output, A3 printing, and flexible media. Choose based on your workload.

Which printer is most economical for ink costs in the UK?

For frequent colour printing, refillable ink tank printers can offer low running costs. For mono business documents, laser printers with high-yield toners are often more economical.

Which all-in-one printer is best for office?

The best all-in-one printer for office use should include printing, scanning, copying, duplex printing, wireless or Ethernet connectivity, and an automatic document feeder. For busier teams, choose a business laser multifunction printer with high-yield toner support.