What’s The Best All-in-One Printer for Small Businesses?

What's The Best All-in-One Printer for Small Businesses?

Versatility and convenience are highly sought after, especially when it comes to office equipment. This explains the rising popularity of all-in-one printers, which have evolved into multi-functional powerhouses that can print, scan, copy and sometimes fax with just one compact device. As of August 2025, all-in-one printers have become the foremost choice for home office workers, small businesses, and anyone looking to maximise productivity and workspace.

With countless all-in-one printer models flooding the market, finding the right match for your needs and budget can be dizzying. Printer manufacturers like HP, Canon, Epson and Brother offer a wide range of features across their all-in-one lineup. Key factors to consider are print speed, print quality, paper capacity, scanning options, connectivity choices and cost per print. Do you need a printer for glossy photos or simple text documents? Will you use the scanner daily or sparingly? Determining how you will use your all-in-one will help narrow your selection.

Key Factors to Consider Before You Buy

Right, before you splash any cash, let's get this straight. The first big decision is between an Inkjet and a Laser printer, and it’s simpler than it sounds. Look, if your business needs to print high-quality, full-colour photos or marketing materials, you want an inkjet.

The way they blend inks gives you that rich, detailed finish you need for anything graphic-heavy. They’re the artists. On the flip side, if you're just churning out page after page of black and white text, like invoices or contracts, a laser printer is your workhorse.

They're built for speed and volume, and the cost per page is often far lower for monochrome printing, so you'll save a lot of money in the long run. They’re the accountants, efficient and no-nonsense.

Don't get bogged down in a sea of technical specs, but you need to know these three. Print Speed is measured in Pages Per Minute (PPM), and it’s just that, how many pages it spits out in a minute. Time is money, so faster is often better.

Next is Print Resolution, measured in Dots Per Inch (DPI), which is all about quality and sharpness. A higher DPI means your text is crisp and your images aren't a fuzzy mess.

And finally, the Duty Cycle. Think of it as the recommended mileage for the printer. It’s what the manufacturer reckons it can handle each month without needing a trip to the repair shop, so don't buy a family car to do a lorry's job.

Top 6 Best All-in-one Printers Compared

1 – Brother MFC-J995DW All-in-One Printer

As someone who frequently prints documents and photos at home, I always look for a reliable printer that can handle my printing needs without constant maintenance. The Brother MFC-J995DW tank printer has become my go-to for document and photo printing over the past few months.

One of the best features of this printer is the high-capacity ink tank system. Unlike standard ink cartridges that often need replacing, each included ink tank can print an astounding 3,000 pages before needing a refill. That kind of page yield means I can print without worrying about my ink levels as often. The ink bottles themselves are easy to refill once empty. So far, I've only had to fill the black tank after about eight months of moderate use.

Connecting the printer to my home WiFi network was a breeze using the printer's built-in wireless connectivity. I can now print effortlessly from all my family's laptops, phones and tablets. The free Brother iPrint&Scan app also lets me print directly from my iPhone when I'm on the go.

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The automatic document feeder has been a timesaver when I need to scan or copy multi-page documents. It effortlessly feeds up to 20 pages simultaneously, allowing me to step away while a long job finishes. Scan quality is superb, even when scanning photos or double-sided documents.

Print speed has been impressive, with black print speeds hitting up to 24 pages per minute and colour speeds up to 20 ppm. Photos print surprisingly fast at 6×4″ sizes in under 30 seconds. Print quality is excellent across the board, with sharp text and vibrant graphics. Duplex printing also helps save paper when printing double-sided flyers or booklets.

The 2.7″ touchscreen makes navigating the printer intuitive, and built-in shortcut buttons provide one-touch access to standard functions like copying and scanning. Wireless setup was straightforward, following the steps in the user guide.

At around $600, the MFC-J995DW delivers tremendous value. The high ink yields and low running costs more than makeup for the higher upfront investment over standard inkjet printers. For home users like myself who print frequently, it's an economical choice that eliminates constant cartridge replacements. With its robust print quality, wireless connectivity and timesaving scan/copy features, the Brother MFC-J995DW tackles my home printing, scanning, and copying needs with aplomb.

2 – HP OfficeJet Pro 9025 All-in-One

HP has built a reputation for being a leader in printing and imaging solutions, and the OfficeJet Pro 9025 All-in-One printer lives up to the brand's storied history. As a premium printer aimed at small and medium-sized businesses, the OfficeJet Pro 9025 delivers professional-quality printing, robust security features, simplified workflow automation, and cost-saving ink delivery options.

At the heart of the 9025 is HP's proprietary PageWide printing technology, which produces printouts with sharp text and vibrant colour graphics at speeds up to 24 pages per minute. The four-cartridge ink system lays down pigment-based black ink for laser-like sharpness and dye-based colour inks for photo-realistic image reproduction, making the 9025 ideal for printing marketing collateral, reports, newsletters, and other business documents.

Security is a top concern for any business, so HP built the 9025 with safeguards like instant threat notifications, encryption, and optional PIN/badge release to protect sensitive documents and data. Administrators can easily configure security protocols and access controls through the printer's intuitive touchscreen interface.

Further simplifying workflow management is HP's Smart Tasks technology, which lets you create one-touch shortcuts on the display to automate multi-step processes. Program the 9025 to scan documents directly to email, shared folders, cloud apps like Dropbox and Google Drive, and more to reduce manual tasks and boost efficiency.

Rounding out the value proposition of the OfficeJet Pro 9025 is cost-saving HP Instant Ink delivery. By subscribing to Instant Ink based on your monthly page volume needs, you'll save up to 50% on ink costs while enjoying the convenience of automatic fulfilment. Never run out of ink again or worry about overpaying per cartridge.

With its professional-grade output, robust security, workflow automation, and money-saving ink delivery, the OfficeJet Pro 9025 delivers on HP's reputation for excellence and innovation in printing solutions tailored specifically for businesses.

3 – Epson EcoTank ET-4760

Looking for an eco-friendly printer that can save you money on ink while delivering high-quality prints? The Epson EcoTank ET-4760 is an excellent option worth considering. As a cartridge-free supersized ink tank printer, the ET-4760 comes loaded with enough ink to last up to 2 years without needing replacements. This translates to an ultra-low cost per print that is hard to beat.

At the core of this printer's incredible efficiency is Epson's patented EcoTank system. Instead of relying on small cartridges that frequently run dry, the ET-4760 is filled with bottled ink, equivalent to about 88 individual cartridges. You get a printer and enough ink to last several inkjet printer lifetimes all in one box. No more constantly buying new cartridges or paying exorbitant ink costs.

The ET-4760 puts this abundant ink supply to good use. Leveraging Epson's advanced PrecisionCore printhead technology, it can churn out an impressive 7,500 pages in black and 6,000 pages in colour from a single ink set. Text documents with minimal graphics can stretch the ink even further. And the quality does not suffer one bit – prints come out consistently sharp and vibrant. From everyday documents to photos, the ET-4760 excels.

Making things even more accessible is the ET-4760's compatibility with voice-activated assistants. You can handle hands-free printing needs with Amazon Alexa or Google Assistant integration. The printer offers versatile connectivity options like wireless networking, Ethernet, and USB.

When you consider the extreme ink efficiency, excellent print quality, low long-term cost of ownership, and convenient features, the Epson EcoTank ET-4760 stands out as an intelligent choice. It delivers where it counts – with an eco-friendly system that saves you money while letting your print freely. For home and small office users seeking an affordable workhorse printer, the ET-4760 is highly recommended.

4 – HP Smart Tank 7301 All-in-One

HP is properly getting in on the ink tank game with the Smart Tank 7301, and it's a solid contender against the Epson and Brother models. The main hook is simple: they stick enough ink in the box to last you up to two years straight away. That’s a massive saving from day one, and it means you can forget about getting rinsed on expensive cartridges for a long, long time.

It’s not just a one-trick pony, though. The print quality is there, giving you sharp black text for all your important documents and plenty of pop in its colour for any flyers or graphics you're knocking up.

It has the business-focused features sorted, too. There's a 35-page automatic document feeder, so you're not stuck feeding pages into the scanner one by one like it's 2005. It also prints on both sides of the paper automatically, which saves you a few quid and a bit of hassle.

And the self-healing Wi-Fi is a great touch, designed to keep you connected without you having to faff about with network settings. Less downtime is always a win.

5 – Canon PIXMA TR8620 All-In-One Printer

The Canon PIXMA TR8620 wireless all-in-one printer is an excellent choice for home users looking for a versatile and compact printing solution. Despite its tiny footprint, measuring just 17 inches wide, it packs plenty of valuable features to meet a range of printing needs.

One of the standout features is the five individual ink systems, consisting of pigment black, dye black, cyan, magenta and yellow ink cartridges. This allows you to replace only the colour that runs out, reducing waste and ensuring cost-effectiveness in the long run. With the ability to print up to 1200 dpi, it produces prints with vivid colours and sharp detail.

For creative projects, the TR8620 supports printing on diverse media types beyond plain paper, including photo paper, iron-on transfers, envelopes and cardstock. You can explore your creativity by printing custom cards, invitations, stickers, layouts, etc. It also accommodates square and magnetic photo paper, so you can easily print Instagram-ready square photos or personalised fridge magnets.

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The built-in SD card slot offers direct printing from your camera's memory card without using a computer. Insert the card, view and select photos on the printer's 2.5″ LCD screen and print. This enables quick and easy printing while you're on the go.

The auto-expandable output tray automatically extends outwards when printing or copying to prevent messy paper jams and organise your workspace. This ensures printed pages land neatly in the tray. For quieter operation, activate the convenient Quiet Mode to reduce noise levels.

With built-in wireless connectivity, you can print over WiFi from smartphones, tablets and computers. The printer supports various connection protocols, including AirPrint, Mopria and Canon Print app. Reliable and versatile, the Canon PIXMA TR8620 delivers excellent functionality in a compact form factor ideal for home use.

6 – Lexmark MB3442adw

The Lexmark MB3442adw monochrome laser printer is an excellent choice for offices and workgroups that primarily print black-and-white documents. Its robust print engine, designed for reliability and fast speeds, can keep up with the demands of high-volume printing environments.

A key highlight of the MB3442adw is its rapid print and scan speeds. It can print up to 42 pages per minute, making it easy to quickly churn through multi-page reports, contracts, and other documents. The scanner is equally quick at up to 50 images per minute, allowing you to digitise paper documents for archiving and sharing efficiently.

Long-life components are another standout feature that makes the MB3442adw well-suited for frequent, heavy-duty use. Its drum, fuser, and other internal parts are engineered to provide extended service life. This ensures consistent print quality over the printer's lifetime, reducing the need for replacements and minimising downtime.

Security is critical for business printing, and the MB3442adw delivers password-protected printing that keeps sensitive documents secure. Print jobs will only print once the device's keypad enters the correct PIN. The printer also supports secure HTTPS connectivity for transmitting data safely.

With mobile printing capabilities, users can print from their mobile devices. The free Lexmark Mobile Print app lets you print from iOS and Android smartphones and tablets. The printer is compatible with popular cloud storage platforms like Google Drive, Dropbox, and Microsoft OneDrive.

Eco-conscious offices will appreciate that the MB3442adw is ENERGY STAR certified for meeting strict energy efficiency guidelines that reduce power consumption and environmental impact.

For workgroups that rely on black-and-white printing to keep their office productive, the high-performance, reliable, and secure Lexmark MB3442adw is an excellent monochrome laser printer designed to handle heavy workloads.

How to Choose the Best All-in-one Printer?

In conclusion, all-in-one printers offer various choices to cater to different needs and preferences. The Brother MFC-J995DW, HP OfficeJet Pro 9025, Epson EcoTank ET-4760, Canon PIXMA TR8620, and Lexmark MB3442adw are undoubtedly among the top contenders. The Brother MFC-J995DW shines with its INKvestment Tank system, the HP OfficeJet Pro 9025 impresses with its professional-quality prints, and the Epson EcoTank ET-4760 stands out with its cartridge-free system. The Canon PIXMA TR8620 offers creative printing options for home users, while the Lexmark MB3442adw excels in monochrome printing for office settings.

The thing is, you need to be honest with yourself about what you actually print. If it's mainly colour brochures and marketing bits, you're firmly in the inkjet camp. But if your daily grind is stacks of black-and-white text, a laser model will serve you better and be cheaper to run.

And don't just stare at the price on the box; that's a rookie mistake. You have to think about the Total Cost of Ownership, which is a fancy way of asking, ‘how much will replacement ink or toner cost me?'. Sometimes a cheaper printer ends up costing you a fortune in consumables.

Finally, look for the small features that make your life easier, because they add up. An Automatic Document Feeder (ADF) is a genuine lifesaver if you scan or copy multi-page documents regularly.

And automatic duplexing, which is just two-sided printing, saves paper, reduces clutter and makes your reports look that bit more professional. Focus on what will actually save you time and money day-to-day.

Before deciding, consider your specific printing needs, budget, and desired features. Whether you prioritise cost-efficient ink usage, high-quality colour prints, or speedy monochrome output, an all-in-one printer suits you perfectly. Happy printing!

Last update on 2025-09-15 / Affiliate links / Images from Amazon Product Advertising API