7 Best All-in-One Printers for Small Businesses: Reliable, Network-Ready Office Workhorses

Picking the right all-in-one printer for a small business affects daily productivity, document security, and long-term running costs. You need a device that handles moderate to heavy print, scan, copy, and fax volumes without frequent jams or bottlenecks, while offering strong networking and access controls for multiple users. This guide covers seven shortlisted all-in-one printers that suit small-business needs. We evaluated each option on performance, connectivity, and operating cost so you can quickly find a model that fits your office workflow. Keep reading for practical buying factors and answers to common small-business concerns.

Top Picks at a Glance

Brother MFC-L3720CDW

The Brother MFC-L3720CDW is a small-office focused color laser multifunction that handles everyday business tasks reliably. It prints at up to 19 ppm in color and mono, offers a 50-sheet automatic document feeder for multi-page scanning and copying, and supports automatic duplex printing to save paper. Connectivity covers Wi‑Fi and USB with mobile printing via Brother Mobile Connect and a 3.5" color touchscreen with customizable shortcuts for common jobs and cloud access. Print quality is laser-sharp with a high maximum color resolution of 2400 x 600 dpi, and Brother Genuine TN229 toner options include standard and high-yield varieties for longer runs. On the downside, the printer is relatively heavy and uses modest paper capacity compared with larger business machines, and its 19 ppm speed is fine for light to moderate office use but not for high-volume environments. The optional Brother Refresh subscription can simplify toner reordering but requires enrollment and recurring fees. For teams that need a dependable, feature-rich AIO that balances color quality, scanning, and basic faxing, this model is a practical choice.

Best for: Buyers who want a dependable, full-featured all-in-one for a small office that prioritizes color output, scan/copy flexibility, and simple mobile management over top-tier page-per-minute throughput.

Less Ideal for: Businesses with very high monthly page volumes or those needing a compact, lightweight desktop printer should consider higher-speed or smaller footprint alternatives.

Verdict: A well-rounded color laser all-in-one that delivers solid print quality, useful scanning features, and easy mobile management for small offices that need balanced performance.

Canon imageCLASS MF665Cdw

The Canon imageCLASS MF665Cdw is a compact color laser all-in-one built for busy small offices that need reliable, fast color output and multi-function capability. It prints up to 26 ppm in both color and black and white, wakes to its first page in about 10 seconds, and handles everyday workflows with a 250-sheet cassette, 1-sheet multipurpose slot, and a 50-sheet single-pass duplex automatic document feeder for two-sided scanning. The 5-inch color touchscreen and wireless/mobile printing support make setup and job submission straightforward, while Canon Genuine Toner 075 and higher-capacity options reduce how often you change cartridges. Practical benefits include automatic two-sided printing to save paper, a touch control panel with application shortcuts, and Energy Star efficiency. Limitations to consider are modest print resolution at 600 x 600 dpi compared with photo-focused machines and a single USB port for direct wired connections, so very complex network environments may require additional configuration. For small businesses that prioritize speed, dependable multi-page scanning, and low-maintenance toner yields, this model delivers a balanced, office-ready feature set.

Best for: Small business users who need fast, reliable color and duplex multi-function performance with straightforward mobile and touchscreen controls and a focus on keeping maintenance low.

Less Ideal for: Design shops or users who need high-resolution photo or image printing and those requiring extensive wired network port options or advanced network integration out of the box.

Verdict: A fast, low-maintenance color laser all-in-one that suits small businesses needing dependable duplex printing, scanning, and mobile workflow support.

HP Smart Tank 5101

The HP Smart Tank 5101 is a cartridge-free all-in-one inkjet that prints, scans, and copies while using refillable ink tanks to lower ongoing costs. It is primarily used for everyday document printing in a home or small office setting and connects wirelessly through the HP Smart app, AirPrint, Mopria, Wi-Fi Direct, or USB. Notable features include a high-capacity ink kit that ships with up to two years of ink, borderless printing, an LCD control, and AI-driven formatting to reduce wasted pages. Print quality is strong for text and casual color documents thanks to 1200 x 1200 dpi black and up to 4800 x 1200 optimized color resolution, and the included bottles make refills relatively mess-free. Limitations for business use are manual duplexing only, no automatic document feeder for multi-page scans, and moderate color print speed compared with higher-end models, so it is best where low cost per page and reliable basic multifunction capability matter more than fast duplex workflows.

Best for: Small business operators who prioritize low running costs and reliable single-sided printing for invoices, forms, and occasional color materials rather than high-speed duplex workflows.

Less Ideal for: Businesses that need fast two-sided printing, heavy multi-page scanning, or high-volume production speeds should choose a model with auto-duplex and an ADF instead.

Verdict: Choose the Smart Tank 5101 if you want a low-cost, refillable all-in-one that keeps per-page expenses down for a small office with primarily single-sided printing needs.

Canon PIXMA TS6520

The Canon PIXMA TS6520 is a small, budget-friendly all‑in‑one aimed at home or small-office use where space and cost matter more than heavy duty throughput. It prints color documents and photos with a two‑cartridge hybrid ink system, scans on a flatbed, and copies straightforward pages from the control panel or mobile apps. Setup and mobile printing are simple thanks to dual‑band Wi‑Fi, the Canon PRINT app, AirPrint, and a clear 1.42-inch OLED status display. Automatic duplexing and borderless printing help reduce paper use and improve photo output, and its compact footprint fits neatly on a shelf or small desk. Limitations include a single paper tray with very small sheet capacity and modest speeds compared with business‑class MFPs, so it is not suited to high monthly volumes or multi‑user heavy workloads. For low-to-moderate print needs this printer delivers reliable wireless convenience and good-looking prints without a high upfront cost.

Best for: Small business owners seeking a low‑cost, space‑saving all‑in‑one for occasional to moderate printing, scanning, and copying who prioritize affordability and compactness over heavy throughput.

Less Ideal for: Busy offices that need high monthly page counts, large input trays, or automatic document feeders should choose a workgroup MFP instead.

Verdict: A budget-minded, compact all‑in‑one that delivers reliable wireless printing and good document and photo quality for small businesses with light to moderate printing needs.

Xerox C245 Color Multifunction Printer

The Xerox C245 is a compact color laser multifunction designed for small business and home-office use, combining printing, scanning, and copying in a small footprint. It delivers up to 26 pages per minute in color and black and white, produces high-resolution output (2400×600 dpi), and handles common media like envelopes, labels, and cardstock. Built-in Wi‑Fi, Ethernet, USB, and mobile printing via AirPrint and Mopria make it easy to print from laptops and phones, and the Xerox Easy Assist app simplifies setup. A 50-sheet automatic document feeder and automatic duplex reduce manual handling for multi-page jobs, and Energy Star/EPEAT certifications plus high-yield toner options help lower ongoing costs. Practical limitations are its modest 50-sheet input capacity and heavier power draw compared with smaller inkjets, and its size and weight mean it is less portable than compact desktop models. For teams needing steady, business-quality color output with straightforward networked setup, the C245 covers core needs without enterprise complexity.

Best for: Buyers who prioritize dependable, business‑grade color printing and a straightforward network setup for a small office or remote team will appreciate this printer.

Less Ideal for: Users who need large daily paper capacity, a very small lightweight desktop printer, or the lowest possible energy use should consider different models.

Verdict: The Xerox C245 is a reliable, network-ready color laser all‑in‑one that delivers consistent business-quality output and simple setup for small offices.

Epson EcoTank ET-2800

The Epson EcoTank ET-2800 is a compact all-in-one inkjet that replaces cartridges with refillable ink tanks to cut running costs and reduce waste, while offering print, copy and scan functionality. It is typically used for everyday documents and occasional photos, with wireless and app-based control plus voice-activated printing for hands-free jobs. Notable features include high-capacity EcoFit ink bottles that Epson says equal about 90 cartridges per set, PrecisionCore-based heat-free print technology for sharp text and color, and a high maximum print resolution for detailed photos. Practical benefits for a small office include low ongoing ink costs, fewer interruptions to change supplies, and straightforward mobile printing. Limitations are modest speed and paper handling compared with larger office machines — it prints up to 10 ISO B&W ppm and 5 ppm color and uses a single tray with simplex only — so it is better suited to light to moderate workloads rather than heavy daily production. Setup and genuine ink use are recommended to maintain reliability.

Best for: Small business users who prioritize low running costs, minimal supply changes, and reliable everyday document and occasional photo printing with easy mobile integration.

Less Ideal for: Offices that need high-volume, fast duplex printing or large paper capacity should choose a higher-end business printer instead.

Verdict: Choose the ET-2800 if you want an affordable cartridge-free all-in-one that cuts ink costs and simplifies mobile printing for light to moderate small-business workloads.

Brother DCP-L2640DW

The Brother DCP-L2640DW is a compact monochrome laser multifunction printer designed for small business use, combining printing, copying, and scanning in a space-saving footprint. It prints up to 36 ppm and supports a 250-sheet tray plus automatic duplex to cut paper use, while a 50-page auto document feeder speeds multi-page scanning and copying. Connectivity covers dual-band Wi-Fi, Ethernet, and USB, and the Brother Mobile Connect app lets you print and manage jobs from mobile devices. The printer ships with a starter toner and is compatible with Brother TN830/TN830XL cartridges and the Refresh subscription for automated supply delivery. Notable practical benefits include fast black-and-white output for high-volume documents, straightforward network setup for multiple users, and energy-saving features like Toner Save Mode. Limitations to consider are that it is monochrome only, so no color printing, and the display is a basic LCD rather than a larger color touchscreen, which can make some menu tasks less intuitive than on higher-end models.

Best for: Small business operators or office managers who prioritize reliable, fast black-and-white printing and straightforward networked setup for multiple users and steady daily workloads.

Less Ideal for: Users who need color printing or those who expect an advanced touchscreen interface and multimedia print features.

Verdict: A dependable, fast monochrome all-in-one built for small business teams that need high-volume black-and-white printing and simple network management.

Choosing the Right All-in-One Printer for Small Businesses: Key Factors to Consider

Setting Up a Shared Office Printer

Deploying an all-in-one printer as a shared office resource requires planning for placement, network access, and user permissions. Position the device where it is accessible to most users while keeping it in a ventilated area and on a stable surface. A central location reduces walk time and helps the device serve multiple teams efficiently.

• Prefer a wired Ethernet connection for high-reliability shared use.
• Segment printer access using user accounts or PINs for security.
• Keep a small stock of common consumables near the device to minimize downtime.

Managing Consumables and Reducing Cost

Track monthly page counts and set reorder points for toner or ink so replacements arrive before stocks run out. Use high-capacity cartridges when available, and enable toner-saving modes for drafts and internal documents. Regularly review usage reports to identify heavy users and printing habits that could be shifted to digital workflows.

• Enable duplex printing by default to halve paper consumption.
• Use grayscale or draft modes for internal documents to extend color cartridge life.
• Schedule a routine consumables audit to avoid emergency orders.

Network Security Best Practices for Printers

Printers are often overlooked network endpoints, yet they handle sensitive documents and can be attack vectors if not secured. Apply network segmentation to put printers on a separate VLAN when possible. Enable encryption for data in transit and require authentication for administrative access to the device.

• Change default admin passwords during setup.
• Apply firmware updates through the vendor or management console promptly.
• Disable unused protocols and ports to reduce the system attack surface.

Maintenance and Troubleshooting Basics

Establish a simple maintenance routine that includes cleaning paper paths, clearing dust from the scanner glass, and updating firmware. Keep the paper trays aligned and use the correct paper weight to reduce jams. Provide a one-page troubleshooting guide near the device for common issues like paper jams, misfeeds, or print queue problems.

• Retain a spare set of common consumables for critical devices.
• Document steps to reset network connections and to restart print services.
• Log recurring issues to identify when a service call or replacement is warranted.

Integrating with Cloud and Mobile Workflows

Many small businesses rely on mobile devices and cloud storage. Ensure the printer supports common mobile printing standards and can scan directly to email or cloud folders. Look for features that allow secure cloud authentication and convenient scan-to workflows to reduce manual file handling.

• Confirm compatibility with your primary cloud storage provider.
• Use secure authentication for mobile print jobs if available.
• Standardize scan naming conventions to keep shared folders organized.

How We Chose the Best All-in-One Printer for Small Businesses

We focused on small-business needs and selected models that balance office reliability, network management, and predictable operating costs. Our evaluation emphasized objective, buyer-relevant dimensions a small office manager would check before purchasing. Primary filters included device duty cycle and recommended monthly volume to ensure each pick can handle typical small-business workloads. We prioritized network and security features such as wired Ethernet, robust Wi-Fi, user authentication, and secure printing options because multi-user access and data protection are critical in small-business environments. Paper handling and finishing options were assessed to confirm the printers support the common formats and volumes small teams require. Operating cost and consumable yield were included to estimate the total cost of ownership over time. We also considered ease of remote management and compatibility with common office platforms to reduce IT overhead. Devices with repeatedly poor reliability reports, nonstandard consumables, or severely limited connectivity were excluded. Final selections balance print speed, duty cycle, network/security capabilities, paper handling, and predictable running costs.

Our full evaluation process is outlined in our review methodology.

FAQ

Final Verdict

Prioritize print reliability, secure network features, and predictable consumable costs when selecting an all-in-one printer for a small business. Match the device duty cycle and paper handling to your typical monthly workload, and choose connectivity options that fit your office infrastructure. Balancing throughput, security, and operating cost will help you select a unit that lowers interruptions and supports daily workflows reliably.