The Best Multi-Function Printers For Your Business In 2021

The Best Multi-Function Printers For Your Business In 2021

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Your office has been clogged, you hardly have a movable space, because you have a printer, scanner and copier, as different devices. Why clog your office with these devices, when you can easily have these three devices in one, giving you a more efficient and modern look.

A multifunction printer is just what you need, most of them can be carried by an individual, and they still manage to get the job done, printing, scanning and photostating.

We know how important getting a multifunction printer is to your business; it could be the difference between being picked for a project or being dumped. No one wants to read a faint document, or an improperly scanned document.

Having this in mind, this post is aimed at informing you with the best multifunction printing devices out there. So stick with us, to find out the best multifunction printers for your business.

An MFP (multi-function printer), multi-functional, all-in-one (AIO), or multi-function device (MFD), is an office machine which incorporates the functionality of multiple devices in one, so as to have a smaller footprint in a home or small business setting (the SOHO market segment), or to provide centralized document management/distribution/production in a large-office setting. A typical MFP may act as a combination of some or all of the following devices: email, fax, photocopier, printer, scanner.

MFP manufacturers traditionally divided MFPs into various segments. The segments roughly divided the MFPs according to their speed in pages-per-minute (ppm) and duty-cycle/robustness. However, many manufacturers are beginning to avoid the segment definition for their products, as speed and basic functionality alone do not always differentiate the many features that the devices include.

Two color MFPs of a similar speed may end in the same segment, despite having potentially very different feature-sets, and therefore very different prices. From a marketing perspective, the manufacturer of the more expensive MFP would want to differentiate their product as much as possible to justify the price difference, and therefore avoids the segment definition.

Many MFP types, regardless of the category they fall into, also come in a “printer only” variety, which is the same model without the scanner unit included. This can even occur with devices where the scanner unit physically appears highly integrated into the product.

As of 2013, almost all printer manufacturers offer multifunction printers. They are designed for home, small business, enterprise and commercial use. Naturally, the cost, usability, robustness, throughput, output quality, etc. all vary with the various use cases. However, they all generally do the same functions; Print, Scan, Fax, and Photocopy.

In the commercial/enterprise area, most MFP have used laser-printer technology, while the personal, SOHO environments, utilize inkjet methods. Typically, inkjet printers have struggled with delivering the performance and color-saturation demanded by enterprise/large business use. However, HP has recently launched a business-grade MFP using inkjet technology.

BUYER’S GUIDE

To make an informed decision about what multifunction printer is right for you, you need to ask the right questions. Here are the 10 things you must know before you buy a multifunction printer.

1. Know your requirements.

Understand what you need the multifunction printer to do for you and your end users. Beyond printing and copying, how do you want to use the multifunction printer to help manage documents, reduce paper, simplify workflow, scan to the cloud, work remotely, etc.?

How many copy, print, fax, scan and email jobs will you run each day? How many users will share the device? Will you need it to be color capable? Wireless? Mobile- and cloud-connected? There are a number of requirements to consider.

2. Know the total cost of ownership (TCO) and cost/value benefits.

When evaluating a multifunction printer, beware of looking only at the cost of the initial hardware. There are a number of other factors to consider, including the cost of supplies. Once ink costs are taken into consideration, inkjet multifunction printers, initially perceived as being low-cost, often turn out to have an equivalent or higher TCO than the better-performing laser multifunction printers.

TCO can also increase significantly for devices that are hard to use and maintain, unreliable, or lack the features and capability to efficiently and effectively produce the results you need.

Your multifunction printer can become a useful asset in managing and controlling costs for printing and imaging, and can also add new capabilities to your organization if you choose wisely. Consider how multifunction printers can address total cost of ownership for printing and imaging assets, better consolidate and improve management of resources across the organization, and improve business process efficiency.

3. Know what third parties have to say.

Compare the data on the actual performance and management and support issues promoted on the vendor’s specification sheets with data from independent testing agencies. What are experienced people in the industry saying about the quality and performance of the product you are considering?

4. Know how easy it is to connect to an existing network.

Consider how easily the multifunction printer system will integrate with your existing network. Is it easy to deploy? Does it require minimal start-up training? Does it come with software or wizards to guide you through installation, troubleshooting and upgrading?

If your workgroup needs to print from multiple, distributed devices (smartphones, tablets, laptops, etc.) to one easily accessible location, then consider buying a wireless, or WiFi, multifunction printer. WiFi multifunction printers connect to a network without needing to be hard-wired or cabled into that network. This enables easy mobile printing, without unsightly cords to trip over.

5. Know how easy it is to use.

Prevent bottlenecks and costly employee downtime by finding a multifunction printer that’s easy to operate. Check for intuitive user interfaces, minimal training requirements, and easily accessible online help and documentation. If you do need support, check that the product is backed by manufacturer-provided service and support coverage.

Tablet-like interfaces make the newest-generation multifunction printers especially easy to use. They let you touch, swipe, pinch and scroll just like you would on a smartphone or tablet. And with apps integrated into the interface, you can add, delete or swap tools for your own customized workflows.

Mobile- and cloud-connected multifunction printers make it easy to work from just about anywhere. On these MFPs, apps become your shortcut for downloading, sharing, printing, scanning, distributing — even translating — documents on the go.

6. Know its multitasking abilities.

Look for a multifunction printer that can truly multifunction. Can users access each function they need, even if other functions are already in use? Be aware that some products, such as All-in-Ones (AiOs), offer multiple functions all in one device, but may not multitask simultaneously. If they cannot deliver all the functions of a multifunction printer concurrently, then you may risk downtime due to bottlenecks.

7. Know its bi-directional communication capabilities.

A failure to communicate timely and accurate information to users and IT administrators on the status of jobs, queues, and devices will result in more intervention by you and your staff to solve, prevent or anticipate problems. Solid bi-directional communication, both at the multifunction printer and across the network is essential to keeping a product running consistently.

Look for print job and device status capabilities from the desktop and the ability to view all job queues at the device and across the network.

8. Know the available device management, remote intelligence and support.

Consider the vendor’s commitment to providing robust device and fleet management tools and utilities. This is something you may want now or in the future. Look for device relationship management software that optimizes the multifunction printer’s availability and uptime.

Does the vendor provide superior response time and provide consistent quality of service? You want to trust your multifunction printer will stay up and running to ensure you have an efficient and productive office.

The more sophisticated multifunction printers let you not only manage fleets, but also information. With the right tools built in, such as integration with Managed Print Services, your MFP becomes the hub of your document environment. It can automate business processes, optimize device management remotely, and assist your help desk with built-in tools.

An app-connected interface opens a gateway of future possibilities for device, and document, management as well.

9. Know whether it provides the level of security and confidentiality you need.

Does the device offer the appropriate level of security for your business? Is it scalable to provide more security if your needs change?

Left unchecked, multifunction printers can be vulnerable entry points for data breaches or malicious attacks. The best way to keep your data secure is to choose multifunction printers that exceed industry standards for intrusion prevention, device detection and data encryption.

Also look for multifunction printer manufacturers who partner with information technology security experts, such as McAfee and Cisco.

10. Know what software and solutions are available.

Understand what compatible software and solutions are available from the vendor, as well as their solution partners.

Multifunction printers can help you streamline duplicate and cumbersome document processes and electronically organize, edit and archive your paper documents. With a multifunction printer and a simple software application, you can turn paper documents into electronic formats and send them to multiple destinations — email, cloud-based document repositories, network folders, remote printers, back-office automation systems, etc. — with a single scan.

App-enabled multifunction printers take these processes a step further. They put functions and workflows into an easy, app interface like what you see on your mobile phone or tablet. They let you print from or scan to the cloud, and connect smartphones to WiFi MFPs so you can work from anywhere, anytime.

Once you’re armed with the knowledge you’ve gathered by asking these questions, you’ll be prepared to make the right decision for your business.

Multifunction printers can help you streamline duplicate and cumbersome document processes and electronically organize, edit and archive your paper documents. With an multifunction printer and a simple software application you can turn paper documents into electronic format and send to multiple destinations – email, document repositories, network folders, even remote printers – with a single scan.

Once you’re armed with the knowledge you’ve gathered by asking these questions, you’ll be prepared to make the right decision for your business.

Best all-in-one printers at a glance

  1. Canon Pixma TR8550 printer

  2. Epson WorkForce Pro WF-4630 printer

  3. Brother MFC-J5330DW printer

  4. HP LaserJet Pro MFP M227fdw printer

  5. HP Envy 5055 (5010 in the UK) printer

  6. Lexmark MB2236adw printer

  7. Brother MFC-J5945DW printer

  8. Canon i-Sensys MF735Cx printer

  9. Xerox VersaLink C405 printer

  10. Canon Maxify MB2750 printer

NAME FEATURES WHERE TO BUY

Canon Pixma TR8550 printer

B074VFW3VX

  • Type: Multifunction colour inkjet printer.
  • Functions: Print, copy, scan, fax.
  • Ink: Five cartridges (C, M, Y, BK, PGBK)
  • Paper size: A4.
  • Connectivity: Ethernet, Wi-Fi, USB, Bluetooth.
  • Data storage slot: SD Card slot.
  • Print speed: 15ppm (mono), 10ppm (colour)
GET IT ON AMAZON

Epson WorkForce Pro WF-4630 printer

B01N6QQIFD

  • ISO-PPM

ISO print speeds of 20 ISO ppm (black) and 20 ISO ppm (color)1

  • Epson Connect – Print and share from anywhere

Print your photos and documents using your smartphone, tablet or mobile computer from your home, the office, or from across the world.

  • Automatic Two-Sided Printing

Save up to 50% on paper with the option of automatic two-sided printing.

  • High-Quality Prints. Smart Value

Save on ink and get professional quality prints at an amazingly affordable price – up to 50% lower printing costs than color laser1

  • Front Loading Paper Tray + Rear Feeder

Front-loading paper tray holds up to 250 letter or legal-size sheets – plus rear feeder

  • 5″ Touchscreen

Intuitive 3.5″ color LCD with gesture navigation

 

GET IT ON AMAZON

Brother MFC-J5330DW printer

B01LZ9DGT0

  • A4 all-in-one | A3 print.
  • Up to 22ipm mono / 20ipm colour print speeds.
  • Automatic 2-sided print.
  • Wired and wireless network ready | Mobile/Cloud compatible.
  • 6.8cm colour touchscreen LCD.
  • 250 sheet paper capacity | Rear manual feed slot | 50 sheet ADF.
GET IT ON AMAZON

HP LaserJet Pro MFP M227fdw printer

B01LZW2L1P

  • Type: Multifunction mono laser printer.
  • Functions: Print, copy, scan, fax.
  • Ink: Black toner cartridge.
  • Connectivity: Ethernet, Wi-Fi, USB, NFC.
  • Data storage slot: USB port.
  • Print speed: 28 ppm.
  • Document tray capacity: 250 sheets.
  • Print quality: 1,200 x 1,200 dpi.
GET IT ON AMAZON

HP Envy 5055 (5010 in the UK) printer

B0799D4T89

Input capacity:      Up to 100 sheets

Standard input capacity (cards):            Up to 40 cards

Standard input capacity (envelopes):    Up to 10 envelopes

Output capacity:                                         Up to 25 sheets

Media sizes supported (metric):             A4; A5; B5; DL; C6; A6

Media sizes supported (U.S. standard):   Letter, legal, 4 x 6 in, 5 x 7 in, 8 x   10 in, No. 10 envelopes

GET IT ON AMAZON

Lexmark MB2236adw printer

B07N27LPPG

  • Type: 4-in-1 mono laser printer.
  • Functions: Print, scan, copy, fax.
  • Toner: Mono laser cartridge.
  • Connectivity: Ethernet, Wi-Fi, USB.
  • Data storage slot: none.
  • Print speed: 36 ppm.
  • Main paper tray capacity: 250 sheets.
  • Max paper size: A4.
GET IT ON AMAZON

Brother MFC-J5945DW printer

B07GDJMJTF

  • A3 print, A4 copy, scan and fax.
  • Print speed of up to 22 images per minute mono / 20 images per minute colour.
  • Automatic 2-sided A4 print, scan and copy.
  • 9.3cm colour touchscreen.
  • Wired and wireless network ready | Mobile/Cloud compatible | NFC.
GET IT ON AMAZON

Canon i-Sensys MF735Cx printer

B07QBR85G6

  • Print/Scan/Copy/Fax
  • Automatic Double Sided Printing
  • Up to 1200 x 1200 dpi Print
  • USB, Network & Wireless
  • As fast as 8.3 Seconds First page
  • Up to 27ppm (A4) 49ppm (A5) Colour Print
  • 250 Sheet Cassette
  • 50 Sheet Multi-Purpose Tray
  • 800MHz x 2 Processor
  • 1 GB RAM
  • Windows & Mac Compatible
  • Up to 600 x 600 dpi Copy

 

GET IT ON AMAZON

Xerox VersaLink C405 printer

B01N7JASW3

  • One-sided Speed1. 8.5 x 11 in. …
  • Two-sided Speed. 8.5 x 11 in. …
  • Recommended Average. Monthly Print Volume3. …
  • Processor. 1.05 GHz Dual-Core. …
  • Connectivity. Ethernet 10/100/1000 Base-T, High-speed USB 3.0, Wi-Fi 802.11n and Wi-Fi Direct with optional Wi-Fi Kit. …
  • Controller Features. …
  • User Interface Languages.
GET IT ON AMAZON

Canon Maxify MB2750 printer

B01IIOMMRS

  • Type: Multifunction colour inkjet printer.
  • Functions: Print, copy, scan, fax.
  • Ink: 4 inkjet cartridges (C, M, Y, BK)
  • Connectivity: Ethernet, Wi-Fi, Wi-Fi Direct, USB.
  • Data storage slot: USB port.
  • Print speed: 23 ppm (mono), 15 ppm (colour)
GET IT ON AMAZON

 

Canon Pixma TR8550 printer

B074VFW3VX

Printers for the home office have been getting progressively smaller and the Canon Pixma TR8550 is a prime example. With all of the flaps and extending trays folded away, it’s little bigger than Canon’s family oriented photo printers and yet it incorporates a 100-sheet main paper tray, a 20-sheet rear paper tray for photo paper and envelopes and a 20-sheet automatic document feeder (ADF) on top.

 

PROS CONS
  • Cleverly compact design
  • Helpful 4.3-inch touchscreen
  • Vivid five-ink printing
  • Wi-Fi and Bluetooth connectivity
  • Slow duplex printing
  • Five costly cartridges to replace
  • Small main paper tray
  • No front USB port

Epson WorkForce Pro WF-4630 printer

B01N6QQIFD

The WorkForce Pro WF-4630 isn’t the first multifunction printer (MFP) we’ve tested that’s built around Epson’s new, highly touted PrecisionCore technology. It is the first we’ve seen, though, that actually delivers on the promise of PrecisionCore, with impressively fast speed. Add in the low running cost and the long list of multifunction printer features, and the WF-4630 is a top choice for a workhorse MFP in a micro or small office.

The building block of PrecisionCore technology is a print chip that can be combined with other print chips in a single printhead. Each chip adds more ink nozzles, which lets the printer put more ink on paper at once to print pages faster. Printers with only two chips, like the Epson WorkForce WF-3640 don’t do much to distinguish themselves from traditional inkjets. On the other hand, printers with four chips, like the WF-4630, stand out from the pack with notably fast speed.

PROS CONS
  • Low running cost.
  • Prints, faxes, scans, and copies.
  • Supports Ethernet, Wi-Fi, and Wi-Fi Direct.
  • Prints through the cloud.
  • Although graphics quality is good enough for most internal business needs, it’s also a bit below par.

 

 

Brother MFC-J5330DW printer

B01LZ9DGT0

You might well think that this looks like a typical, if rather ungainly, A4-capable multifunction printer – but you’d be wrong. Surprisingly, this MFP can also handle A3 paper, albeit for printing only.

Due to its deep 250-page capacity paper tray, rapid duplex (two-sided) print speeds, the inclusion of a fax facility and a 50-page ADF (automatic document feeder), we can see that the Brother MFC-J5330DW is aimed at the busy small to medium business user. That means you won’t find consumer-friendly features like an SD vard slot or NFC for hooking up a mobile device, but this machine does offer Ethernet and Wi-Fi connectivity along with the usual square USB port.

The J5330DW is a well-specified inkjet with a fairly high print resolution of 4,800 x 1,200 dpi – which makes it rather good at printing photos on photo paper – and its scan resolution is only slightly lower at 2,400 x 1,200 dpi.

The ability to load A3 paper, one sheet at a time, is a real bonus that makes it possible to print full-colour A3 posters, or A4 booklets.

PROS CONS
  • Neat internal cable management
  • A4-sized MFP capable of printing A3
  • Reliable and sharp black pigment printing
  • Companion app tells you how much ink is left
  • Some photos take ages to print
  • Couldn’t update firmware via Wi-Fi
  • Longwinded setup procedure
  • A3 capability adds bulk and cost

HP LaserJet Pro MFP M227fdw printer

B01LZW2L1P

On the one hand, HP’s LaserJet Pro M227fdw is a slick, modern multifunction peripheral (MFP) with features such as wired and wireless networking, automatic duplex (double-sided) printing and a fancy colour touchscreen. On the other hand, it’s built around a mono laser printer, something that these days might as well run on coal.

That said, while a mono laser isn’t for everyone, they’re typically more compact and cheaper to run than an equivalent colour laser. And while the best office inkjets are now very good, only a handful get close to a mono laser printer when it comes to delivering page after page of crisp black text.

If that’s what you’re after, the M227fdw makes a pretty good case for itself. In its base, there’s a 250-sheet paper tray, supplemented by a ten-sheet “priority” feed; useful if you often use headed or special papers. Above the 150-sheet output tray, an unusually narrow bezel keeps the scanner small; it looks good, and makes it easy to grab printed pages. On top, there’s a 35-page automatic document feeder (ADF), although this only supports single-sided scans, faxes or copies.

PROS CONS
  • Quiet
  • Fast time-to-first-page
  • High-quality prints
  • Too expensive to buy and run
  • Limited scan software

HP Envy 5055 (5010 in the UK) printer

B0799D4T89

HP’s Envy printers sit in the middle of the firm’s inkjet range. These all-in-one machines might appeal if you want a bit more functionality but without spending a fortune. The HP Envy 5010 can copy and scan, as well as print, This compact and affordable all-in-one can print, scan and photocopy, but its real strength is in printing photos on photo paper. To meet the price point, it’s fairly light on features, so there’s no Ethernet port, or front USB port for example and it prints very slowly, but the results are rather good when it comes to full colour photos. The supplied starter cartridges are rather light on ink, but if you replace them with high-capacity carts, then the running cost is fairly competitive too.

PROS CONS
  • Affordable
  • Simple to use
  • High ink cost
  • Poor connectivity

Lexmark MB2236adw printer

B07N27LPPG

The Lexmark MB2236adw ($292) is an entry-level monochrome all-in-one (print, copy, scan, and fax) printer designed for use in small or home-based offices and small work groups. It prints well, and it’s faster and has higher monthly volume ratings than more expensive competing models. Unlike most of its competitors, though, the MB2236adw doesn’t have an auto-duplexing ADF (automatic document feeder), which can be a significant inconvenience. Despite that, the MB2236adw offers enough great perks to make it a solid option for modest-volume small offices.

 

 

PROS CONS
  • High volume ratings.
  • Good print quality.
  • Strong security features.
  • Comprehensive embedded web controls.
  • Lacks auto-duplexing ADF and NFC.
  • Tedious drill-down menus on the two-line monochrome text display.

 

 

Brother MFC-J5945DW printer

B07GDJMJTF

It’s no secret that inkjets have been slowly replacing laser printers in small and home offices, and Brother’s MFC-J5945DW demonstrates why. One of a new range of single-function and multifunction office inkjets, this MFP can print, scan, copy and fax one or two-sided A4 pages. It can also print single-sided A3 pages, although not A3+. It has two 250-sheet input trays in the base and a 100-sheet multipurpose feed at the back, all of which support A3.

There’s also a 50-sheet automatic document feeder (ADF) on top, although that’s only A4. The MFC-J5945DW supports wired and wireless networks, and is controlled via a colour touchscreen. It’s an easy printer to install and use, but setting up involves a one-off nine-minute wait for ink priming, and a 300MB download of Brother’s iPrint&Scan software on each PC.

 

PROS CONS
  • Affordable
  • Running costs are low
  • Fast printing
  • Cumbersome to use
  • Similar printers are better alternatives
  • Photocopies aren’t the best

Canon i-Sensys MF735Cx printer

B07QBR85G6

lot of people say that it is the 4 in one feature of this printer that makes it a really good investment. Who wouldn’t want to buy a printer that serves to be four different machines in one? This can be your scanner. It can be your copier. Lastly, this serves as a fax machine. With all these functions, no business owner would say no to this printer.

However, what is even more surprising is the fact that there is so much more it can offer. Here are some of the other things to love about it:

  • It is suited for small to medium-sized business. Its compact design is perfect for any business without taking too much space for a 4-in-1 machine, it is perfect for its size. It can be placed atop a desk or on the side, whatever is suitable for your convenience. It is relatively bigger than the other Canon Pixma printers but it is definitely something just like them — small but perfect.
  • This printer definitely defines fast printing. It doesn’t have to take much time to get things done. Did you know that it can do double sided scanning too? Just imagine cutting scanning time in half but still get two pages scanned every time. Indeed, it redefines what fast means and this time it only means efficiency at its best.
  • The sharp-colored touchscreen is just lovely to look at. Apart from it being visibly good, it allows you to clearly see what is currently printing, the reason for the error and how things can be fixed. It should keep the office printing promptly completed.
PROS CONS
  • Scan to USB and email
  • Multiple-page per sheet copies
  • Fax functions
  • No duplex
  • 150-sheet paper tray
  • Banded photo prints

Xerox VersaLink C405 printer

B01N7JASW3

Comparable in price with the Editors’ Choice Dell Color Smart Multifunction Printer S3845cdn, the Xerox VersaLink C405/DN (all-in-one(AIO) prints well and reasonably fast. It comes with a wealth of features, including a single-pass, auto-duplexing automatic document feeder (ADF) for unassisted, two-sided scanning, as well as paper input expandability, high-yield toner cartridges, and near-field communication (NFC) for printing from smartphones and tablets.

With print, scan, copy, and fax functionality, the C405/DN is a capable AIO printer overall, but it’s a little slower than the Dell S3845cdn, and its running costs are higher (especially for color prints). Even so, it’s a good fit for low-to-moderate-volume printing and copying in small- to medium-size offices and workgroups.

 

PROS CONS
  • Excellent print quality.
  • Reasonably fast.
  • High-yield toner cartridges available.
  • Strong set of security features.
  • Single-pass auto-duplexing automatic document feeder (ADF).
  • Lots of mobile connectivity features including NFC.
  • Somewhat expensive.
  • High running costs.
  • Big and heavy.
  • Wi-Fi and Wi-Fi Direct are extra.

Canon Maxify MB2750 printer

B01IIOMMRS

The MAXIFY MB2755 is a big black box with rounded edges. An inset in the front of its lid holds its control panel and a 75mm touchscreen. Around the touchscreen sit physical buttons to start and stop copy and scan jobs, making the machine easy to navigate – but also to use as a walk-up copier.

Set into the machine’s top cover is a flip-over feed tray for the 50-sheet automatic document feeder (ADF). This is only a single-sided scanner so you’ll have to feed double-sided prints twice to get both sides.

There are two paper feed trays, each of 250-sheet capacity, so you can load letterheads and plain sheets, or plain and photo paper, without having to fiddle around. Every time you change paper, or just refill a tray, you’re required to inform the machine of the new stock – which is tiresome, but hardly unique.

PROS CONS
  • Good-quality copies
  • Relatively low running costs
  • Reasonably quiet
  • No borderless photo print
  • No automatic paper type detection
  • No duplex scan

 

Conclusion

For this review, the printer that comes up top is the Canon i-Sensys MF735Cx printer, with this device, your printed copies will be clear, and it has additional features to help simplify your job.