The Best Printers for 2026: A Smart Buy Guide for Small to Medium Businesses

For many of us this year has flown by. The holidays are not approaching anymore, they are already here. The good news is that this season brings great deals, making it the ideal time to finally upgrade older printers that are no longer keeping up with the needs of our businesses.

Choosing the right printer is not just about picking something that gets the job done. It is about finding the right balance of cost, reliability, features, connectivity, security, and most importantly for our team, ease of use. Whether you are printing proposals, invoices, marketing materials, or internal documents, the right machine can make a real difference in your daily operations.

In this guide we will explain what matters most when selecting a printer for 2026 and then share several recommended models for small and medium sized businesses.

What to consider when choosing a business printer in 2026

Here are the key factors your business should evaluate:

1. Total cost of ownership - Many consumers often look at the price tag as their deciding factor but in reality you must think about the overall cost of ownership. Consider the cost per page(ink/toner), maintenance, service, and power consumption.

2. Print volume & duty cycle - Realistically, how many pages per month does your company print? If you over estimate, you may end up spending more than you need to. If you underestimate, you may face an upgrade sooner than necessary if you would have taken the time to properly asses your printing needs.

3. Print speed and quality - Nothing slows down your day like waiting in line for documents to finish printing, especially when a client is standing right in front of you. That moment of anxiety is very real. A printer should support your workflow, not interrupt it. Choosing a model with a low pages per minute rating can reduce productivity and may even affect office morale if it becomes a recurring issue. Make sure the printer you select can keep up with the pace of your business.

4. Connectivity and workflow integration - Wireless, Ethernet, mobile print, cloud integration, scanning to email/cloud, automatic document feeder, etc. Small businesses often need flexibility so ensure that you choose something that will fit your business needs.

5. Multifunction capability - Printer have come a long way from just printing. Is your business in need of scanning, copying, faxing, stapling, or even preparing your documents so they can be binder ready?

6. Security and manageability - Security is one of the most overlooked factors when businesses choose a new printer. Just as you secure your computers and servers, your printer also needs strong protection. Modern printers store data, connect to your network, and can easily become an entry point for cyberattacks if they are not configured correctly. Weak printer security can lead to a serious breach, so it is important to select a device with strong security features and to set it up properly from day one.

7. Space and physical footprint - Small and medium businesses often have limited space. If this concerns your business, a compact but powerful printer will be a plus.

8. Consumables and support - Conduct a little research before choosing your next printer. Check out reviews and see what others are saying about the support options when something goes wrong. A reliable printer will often come with top notch customer support so choose a technology partner that is worthy of your business.

9. Scalability and brand reputation - Think about your future business needs and the overall business trend. If you buy something that is just good enough now, it may not serve you as well in the future when business scales up.

Top Recommended printers for Small & Medium Businesses in 2026

HP Color LaserJet Pro MFP 3301sdw Wireless All-in-One Color Laser Printer

The HP Color LaserJet Pro 3301 is a strong all in one option for small and medium sized businesses that want reliable color printing without overspending. It offers fast printing, solid scan and copy performance, and modern connectivity including WiFi and Ethernet, making it easy to integrate into any office. HP also includes important security features such as encrypted connections, authentication controls, and automatic firmware protection, which help safeguard your network. With a reasonable price point and a good balance of speed, quality, and security, the 3301 delivers excellent value for everyday business use.

https://amzn.to/3K5d5YW

Epson EcoTank ET-4950

The Epson EcoTank 4950 is an excellent choice for businesses that want long term value without sacrificing print quality. Instead of traditional cartridges, it uses large refillable ink tanks that come loaded with enough ink to last up to three years, giving you thousands of pages before you ever need a refill. When it is time to top off the ink, the EcoFit bottles make the process simple and mess free while also costing up to ninety percent less than standard cartridges. The 4950 offers fast print speeds, automatic duplex printing, a high capacity paper tray, an automatic document feeder, and sharp 4800 by 1200 print resolution for both documents and images. With wireless printing, mobile support, and Epson’s reliable PrecisionCore Heat Free technology, this model delivers outstanding performance and very low operating costs, making it a smart investment for growing small and medium sized businesses.

https://amzn.to/4oP4fOe

Brother MFCl-3780CDW

The Brother MFC L3780CDW is a strong all in one color printer designed for small workspaces that need fast and reliable performance. It produces crisp, professional documents with print speeds up to thirty one pages per minute and impressive scan speeds for both black and color jobs. With its three point five inch touchscreen, cloud connection options, and versatile paper handling, it helps simplify daily tasks and keeps your office running smoothly. The built in dual band wireless connection, Ethernet support, and mobile printing options make it easy to place anywhere in the office. Brother also includes important security features such as an NFC badge reader for secure authentication, which is a major benefit for businesses that handle sensitive information. With dependable performance, strong security, and an affordable operating cost, the MFC L3780CDW is a practical and efficient choice for small and medium sized businesses.

https://www.brother-usa.com/products/mfcl3780cdw

Xerox C625

The Xerox VersaLink C625 is a compact and powerful color printer that fits perfectly in smaller offices and hybrid workspaces. It offers fast performance, an easy to use touchscreen, and simple mobile printing from phones and tablets. With advanced workflow tools and access to cloud based apps through Xerox ConnectKey, it can translate, digitize, and route documents with ease. Strong security features protect against unauthorized access and threats, while its high resolution color output keeps your documents looking sharp. It is a reliable and efficient option for businesses that need strong performance without taking up valuable space.

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Brother MFC-L5915DW

The Brother MFC L5915DW is an excellent choice for businesses that print only in black and white and want speed, reliability, and low operating costs. It delivers fast printing up to fifty pages per minute, strong scanning performance, and a large auto document feeder for heavy workloads. With advanced security features, expandable paper capacity, and a five inch touchscreen for easy shortcuts, it is built to handle the demands of a busy office. Since it uses high yield toner for very low cost per page, it is especially valuable for companies that do not need color printing but still want professional quality documents and efficient daily workflow.

https://www.brother-usa.com/products/mfcl5915dw

Unsure Which Printer Is the Best Choice for Your Business?

Finding the right printer does not need to be overwhelming. What matters most is choosing a machine that matches how your team actually works. Whether you need fast monochrome printing, affordable color output, or advanced workflow features, there is a model that can support your goals for the year ahead. If you are unsure where to start or want expert guidance, Innosoft Engineering is here to help your business make a smart and informed decision.