Best Commercial Printers for Small Businesses in 2026: Top Picks, Costs, and Buying Guide
Worldreview1989 - For a small business, a printer is more than an office accessory. It can become a daily productivity tool—or a surprisingly expensive source of toner, maintenance, downtime, and wasted employee hours.
The best commercial printer for a small business therefore isn't necessarily the cheapest model on the shelf. The better question is:
Which printer gives your business the right combination of speed, reliability, print quality, scanning capability, security, and total cost of ownership?
Based on current independent testing and U.S. business-printer specifications, several models stand out in 2026. Independent testing from RTINGS currently ranks the Brother MFC-L8930CDW as its top small-business printer, while the Canon Color imageCLASS MF665Cdw is a strong upper-midrange alternative. For businesses that prioritize lower energy consumption and ink economics, the Epson WorkForce Pro WF-C5890 deserves consideration.
Quick Comparison: Best Commercial Printers for Small Businesses
| Printer | Best For | Technology | Speed | Key Advantage |
|---|---|---|---|---|
| Brother MFC-L8930CDW | Heavy-duty small offices | Color laser | Up to 34 ppm | High productivity and high-yield toner |
| Canon Color imageCLASS MF665Cdw | Best overall value | Color laser | Up to 26 ppm | Excellent document quality and low maintenance |
| Canon Color imageCLASS MF753Cdw | Faster mid-size office printing | Color laser | Up to 35 ppm | Fast output and strong connectivity |
| Brother MFC-L3780CDW | Smaller businesses | Color laser | Moderate | Strong feature-to-price balance |
| Epson WorkForce Pro WF-C5890 | Lower-energy color printing | Business inkjet | 25 ppm | Heat-free technology and replaceable ink packs |
| Brother MFC-L8905CDW | High-volume workgroups | Color laser | Up to 33 ppm | High-yield toner and expandable paper capacity |
Specifications and availability can change. Always verify the current configuration and consumable prices before purchasing.
1. Brother MFC-L8930CDW — Best Overall Commercial Printer
 |
| Brother MFC-L8930CDW |
If your small business prints thousands of pages every month, the Brother MFC-L8930CDW is one of the strongest choices available in 2026.
Independent testing by RTINGS currently places it at the top of its small-business printer recommendations. The publication describes it as particularly suitable for businesses that need fast document printing, sharp output, low maintenance, and high page yields.
The printer is a color laser multifunction device with:
Printing
Copying
Scanning
Fax
Automatic duplex printing
Single-pass duplex scanning
Wi-Fi
Ethernet
USB
Mobile printing
NFC
High-yield toner options
RTINGS measured printing performance of up to approximately 34 pages per minute, while Brother's newer business laser platform is designed for demanding office workloads.
Why businesses may like it
The biggest advantage is productivity.
A business printing 4,000 pages per month doesn't necessarily need a printer capable of 60 or 70 pages per minute. But moving from a 20-ppm machine to a 34-ppm machine can substantially reduce waiting time during large jobs.
The printer also supports high-yield toner. Brother estimates that its TN635XXL cartridges can produce up to 7,500 black pages and 6,500 color pages, depending on cartridge and testing conditions.
Potential weaknesses
The L8930CDW is not designed to replace a professional photo printer.
Independent testing found that laser output is excellent for business documents but considerably less impressive for photographs. The machine is also physically large, so it needs dedicated office space.
Best for: accounting firms, real-estate offices, medical offices, consultants, law firms, logistics companies, and other businesses printing thousands of pages per month.
2. Canon Color imageCLASS MF665Cdw — Best Value for Many Small Offices
 |
| Canon Color imageCLASS MF665Cdw |
For a smaller office that doesn't need the maximum possible speed, the Canon Color imageCLASS MF665Cdw is one of the most compelling options.
RTINGS describes the MF665Cdw as a particularly strong small-office printer, highlighting its sharp documents, fast printing, automatic duplex scanning, high page yields, and broad connectivity.
The printer offers:
Color laser printing
Copying
Scanning
Fax
Automatic duplex printing
Duplex scanning
Wi-Fi
Ethernet
USB
AirPrint
Mopria
RTINGS reports printing speeds of up to 26 pages per minute and strong toner yields.
Financial advantage
The MF665Cdw illustrates an important principle for small businesses:
A cheaper printer isn't automatically cheaper to operate.
A business might save $100–$200 on the initial purchase but lose that savings through expensive replacement cartridges, lower page yields, or more frequent maintenance.
RTINGS specifically highlights the MF665Cdw's high page yield and relatively low cost per print as major advantages.
Who should buy it?
This printer makes sense for:
Small offices
Professional services
Home-based businesses
Real-estate agents
Insurance agencies
Accounting offices
Small retail businesses
It is particularly attractive when document quality matters but the business doesn't need the higher throughput of the Brother L8930CDW.
3. Canon Color imageCLASS MF753Cdw — Best for Faster Mid-Size Office Printing
 |
| Canon Color imageCLASS MF753Cdw |
The Canon Color imageCLASS MF753Cdw remains an interesting choice for businesses that want faster color laser printing without moving into much larger enterprise-class equipment.
Canon rates the MF753Cdw at up to 35 pages per minute for letter-size printing. It also includes a 50-sheet duplex automatic document feeder and supports print, scan, copy, and fax functions.
The printer includes:
250-sheet standard paper cassette
50-sheet multipurpose tray
50-sheet duplex ADF
Gigabit Ethernet
Wi-Fi
Wi-Fi Direct
USB
1 GB shared memory
Up to 1,200 × 1,200 dpi printing
Canon lists a recommended print volume of approximately 750–4,000 pages per month for the model.
The business case
This model is particularly interesting for a small company that frequently prints:
Contracts
Estimates
Invoices
Proposals
Marketing documents
Internal reports
Customer paperwork
Its 35-ppm rating means large print jobs can move quickly.
However, buyers should compare current toner prices and real-world cost per page against newer models before purchasing. A fast printer with expensive consumables can still have a poor long-term financial profile.
4. Brother MFC-L3780CDW — Best for Smaller Workgroups
 |
| Brother MFC-L3780CDW |
Businesses don't always need a $700–$1,000-class machine.
The Brother MFC-L3780CDW is a more compact business-oriented color laser alternative.
Independent testing highlights its sharp document output, high page yield, automatic document feeder, duplex scanning, Wi-Fi, Ethernet, USB, and relatively low ownership costs.
It is particularly appropriate for:
1–10 employee offices
Home offices
Freelancers
Consultants
Small agencies
Small professional practices
The trade-off
The major limitation is throughput.
If your business routinely prints hundreds of pages at once, paying more for a faster commercial printer may make economic sense.
But if your office prints only several hundred to perhaps a couple thousand pages a month, buying a much larger machine may simply tie up capital unnecessarily.
5. Epson WorkForce Pro WF-C5890 — Best Alternative to Color Laser
 |
| Epson WorkForce Pro WF-C5890 |
Not every small business needs a laser printer.
The Epson WorkForce Pro WF-C5890 takes a different approach with PrecisionCore Heat-Free business inkjet technology.
Epson rates the printer at 25 ISO pages per minute in both black and color and recommends it for approximately 5,000 pages per month. It also supports print, copy, scan, and fax functions.
One of its biggest advantages is its replaceable ink-pack system.
Epson says replacement ink packs can produce up to:
10,000 black pages
5,000 color pages
The company also claims the system can save up to 25% on replacement ink compared with color laser toner, although buyers should verify actual cartridge pricing in their market.
Energy advantage
The WF-C5890 uses Epson's heat-free printing technology and is marketed as having low energy consumption in its class.
For businesses that print heavily and care about electricity consumption, this can be meaningful.
ENERGY STAR says certified imaging equipment can use up to 35% less energy than conventional equipment, depending on the equipment and usage profile.
6. Brother MFC-L8905CDW — Excellent High-Volume Alternative
 |
| Brother MFC-L8905CDW |
The Brother MFC-L8905CDW remains relevant for businesses that want a high-volume color laser multifunction printer.
Brother lists a maximum print speed of 33 pages per minute and a recommended monthly print volume of up to 4,000 pages. The machine has a 70-sheet ADF, automatic duplex printing, and optional additional paper trays.
The standard machine includes a 250-sheet tray and 50-sheet multipurpose tray, while optional trays can substantially increase total paper capacity.
Brother also advertises ultra-high-yield replacement toner capable of up to 9,000 black pages and 8,000 color pages under its stated testing conditions.
One important consideration
The MFC-L8905CDW has a relatively high purchase price and a large physical footprint.
For a business printing only a few hundred pages each month, that investment may be difficult to justify.
For a high-volume office, however, its combination of speed, toner capacity, scanning, networking, and expandable paper handling can make much more sense.
What American Small-Business Users Should Look For
There isn't one universally best commercial printer.
The right choice depends heavily on how your company actually works.
1. Monthly print volume
This should be the first question.
Consider these rough categories:
| Monthly Printing | Recommended Printer Class |
|---|---|
| Under 500 pages | Entry business printer |
| 500–1,500 | Mid-range business MFP |
| 1,500–4,000 | High-performance color laser/MFP |
| 4,000–7,000+ | High-volume commercial MFP |
| 10,000+ | Consider departmental/production equipment |
Don't confuse maximum duty cycle with recommended monthly volume.
A printer might technically survive tens of thousands of pages per month while the manufacturer recommends substantially less.
Laser vs. Inkjet: Which Is Better for a Small Business?
 |
| Laser vs. Inkjet |
Laser
Laser printers generally make the most sense when the business primarily prints:
Text documents
Contracts
Invoices
Reports
Forms
Business correspondence
Advantages include:
Fast printing
Sharp text
High page yields
Long periods without printing are generally less problematic
Good productivity for large document jobs
Independent testing of Brother and Canon laser models consistently highlights sharp document quality and high page yields.
Business Inkjet
Business inkjet models can be attractive when you need:
Lower energy consumption
Strong color output
High page yields
Frequent color printing
Lower warm-up requirements
The Epson WF-C5890 is a good example of this category.
Financial Analysis: What Does a Commercial Printer Really Cost?
The biggest mistake when buying an office printer is focusing only on the sticker price.
A better financial model is:
Total Cost of Ownership = Printer + Toner/Ink + Paper + Maintenance + Electricity + Downtime
Consider a hypothetical business printing 4,000 pages per month.
That's:
48,000 pages per year.
Suppose Printer A costs $500 but has an effective consumables cost of $0.05 per page.
Annual consumables:
48,000 × $0.05 = $2,400
Now suppose Printer B costs $800 but reduces consumable cost to $0.035 per page.
Annual consumables:
48,000 × $0.035 = $1,680
The more expensive printer saves:
$720 per year
The additional $300 upfront investment would therefore be recovered in approximately:
$300 ÷ $720 = 0.42 years
That's about 5 months.
This is why high-volume businesses should evaluate cost per page, not just purchase price.
A Five-Year Ownership Example
Consider two hypothetical printers:
Printer A
Purchase price: $500
Consumables: $0.05/page
Annual volume: 48,000 pages
Five-year consumables:
48,000 × 5 × $0.05 = $12,000
Estimated five-year printer + consumables:
$12,500
Printer B
Purchase price: $800
Consumables: $0.035/page
Annual volume: 48,000 pages
Five-year consumables:
48,000 × 5 × $0.035 = $8,400
Estimated five-year printer + consumables:
$9,200
Potential difference:
$3,300
These figures are hypothetical rather than quoted manufacturer costs, but they demonstrate why a business should calculate its own cost per page before buying.
Electricity Costs Matter—But Usually Less Than Toner
Energy consumption is often discussed in printer comparisons, but for most small businesses, toner or ink can have a much larger impact on total ownership cost.
ENERGY STAR notes that imaging equipment can consume significant electricity across the installed U.S. fleet and recommends certified equipment because it can reduce energy use and operating costs.
For example, Brother lists approximately 600 watts during printing for the MFC-L8905CDW, while Canon lists maximum power consumption of approximately 1,610 watts for the MF753Cdw. Those figures are not directly comparable to annual energy consumption because actual usage depends on print volume, standby time, sleep settings, and workload.
Therefore, businesses should compare TEC or actual energy-use data, rather than simply choosing the printer with the lowest maximum wattage.
Security Is Increasingly Important
A commercial printer is now a network-connected computer.
That means printer security should be part of the purchasing decision.
For businesses handling:
Customer records
Financial documents
Employee information
Contracts
Legal documents
Medical information
network security matters.
The Canon MF753Cdw, for example, supports security technologies including IP/MAC filtering, IPsec, TLS 1.3, SNMPv3 and IEEE 802.1X.
Businesses should also consider:
Secure print release
User authentication
Firmware updates
Network segmentation
Encrypted communication
Administrative passwords
Secure document deletion where applicable
Don't Ignore Duplex Printing
Automatic two-sided printing can reduce paper consumption substantially.
If a business prints 48,000 single-sided pages annually, switching suitable documents to duplex printing can potentially reduce the number of sheets consumed.
Epson specifically promotes automatic two-sided printing as a way to reduce paper consumption, while ENERGY STAR's imaging-equipment criteria include automatic duplexing requirements for applicable printer and multifunction-device categories.
For companies printing thousands of pages each month, duplexing isn't just an environmental feature—it can be a cost-control tool.
Commercial Printer Buying Strategy for Different Businesses
Accounting Firm
Best choice: Brother MFC-L8930CDW or Canon MF665Cdw
Priorities:
Sharp text
Duplex scanning
High page yield
Reliability
Security
Real Estate Business
Best choice: Canon MF665Cdw or Epson WF-C5890
Priorities:
Color documents
Marketing materials
Contracts
Scanning
Wireless connectivity
Law Office
Best choice: Brother MFC-L8930CDW
Priorities:
High-volume document printing
Duplex scanning
Secure networking
Large toner capacity
Small Retail Business
Best choice: Brother MFC-L3780CDW or Canon MF665Cdw
Priorities:
Moderate printing volume
Receipts/forms
Invoices
Labels
Low maintenance
Marketing Agency
Best choice: Epson WF-C5890 for general office work, with a dedicated photo/production printer if professional graphics are required.
A business should not expect an office laser printer to deliver professional photographic output. Independent testing of both Canon and Brother color laser models confirms that photo quality is a major weakness compared with specialized inkjet technology.
What About the "Commercial" Label?
One important clarification:
A small-business printer is not necessarily a commercial production printer.
A $700–$1,500 multifunction printer is generally intended for an office environment.
Commercial production printers can cost dramatically more and are designed for substantially higher workloads.
If your business is a:
Print shop
Direct-mail company
Copy center
Publishing company
Packaging company
High-volume marketing operation
you may need a production-class digital press rather than a conventional office MFP.
For a typical 5–20 employee business, however, a high-quality business laser MFP is often the more economically rational solution.
Best Commercial Printers for Small Businesses: Final Ranking
🥇 Best Overall: Brother MFC-L8930CDW
Best combination of:
Speed
Document quality
Scanning
High-yield toner
Productivity
Business features
RTINGS currently ranks it as its top small-business printer.
🥈 Best Value: Canon Color imageCLASS MF665Cdw
Best for businesses wanting:
Excellent documents
High page yields
Low maintenance
Strong scanning
Flexible connectivity
RTINGS considers it an excellent small-office option.
🥉 Best High-Speed Alternative: Canon Color imageCLASS MF753Cdw
Best for offices that prioritize:
Up to 35 ppm
Color printing
Multifunction capability
Network connectivity
Canon's official specifications confirm its 35-ppm rating and 750–4,000-page recommended print-volume range.
Best Business Inkjet: Epson WorkForce Pro WF-C5890
Best for businesses prioritizing:
Lower-energy printing
High ink yields
Color documents
5,000-page monthly workload
Heat-free printing
Best for Smaller Offices: Brother MFC-L3780CDW
Best for businesses that need:
Color laser
Scanning
Duplex printing
High document quality
Reasonable ownership costs
Bottom Line
The best commercial printer for a small business in 2026 isn't necessarily the cheapest printer.
For businesses with heavy document workloads, the Brother MFC-L8930CDW is arguably the strongest all-around choice based on current independent testing.
The Canon Color imageCLASS MF665Cdw is an excellent alternative for companies seeking a balance between acquisition cost, document quality, page yield, and functionality.
Businesses interested in an alternative to laser technology should consider the Epson WorkForce Pro WF-C5890, particularly where energy efficiency and high-yield ink are important.
The most important financial lesson is simple:
Calculate five-year total cost of ownership before you buy.
For a company printing only 500 pages per month, purchase price may dominate the economics. For a company printing 4,000–5,000 pages every month, consumables, maintenance, productivity, and downtime can become far more important than the initial printer price.
A $300 difference in purchase price can be irrelevant if one machine saves thousands of dollars in toner and labor over its useful life.
About the Author
David Mulyana is the founder and editor of WorldReview1989, an independent publication dedicated to finance, investing, insurance, business, technology, and digital marketing.
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