Choosing a Business Printer: A Guide

6 min read

Most of the printers available at office supply stores are not suitable for business use. Even small businesses need sophisticated printers for productivity and efficiency. Instead of having printers for every desk, most companies opt for networked business printers since multiple users can share them. Compared to out-of-the-box varieties, office printers save resources and can last much longer.

Aside from the inclusion of copying, scanning, faxing, and emailing capabilities, business printers offer better handling, faster printing speeds, and advanced finishing options than out-of-the-box models. As a result, this type is the best printer for small business.


A colour laser printer requires regular maintenance, which includes inspections, cleanings, and replacing faulty and worn out parts. By helping to prevent unexpected breakdowns, routine maintenance extends the life of office printers. Manufacturers and sellers of business printers usually provide maintenance services at an additional fee, which typically covers the cost of office visits and replacement parts. Although some of them charge a fixed yearly rate, others will price their services based on your print volume.

Many manufacturers will offer a discount if a buyer pays for several years of maintenance services upfront or purchases the plan when buying the printer instead of waiting until the warranty expires. Since you will have to pay to ensure the printer is in good working condition, the price of maintaining your printer is bound to increase after the warranty expires. Although you do not necessarily have to purchase a service agreement, it is a wise business decision.

Aside from providing access to faster services in case your printer malfunctions, purchasing a service agreement eliminates the headache of having to deal with any of the unexpected repair costs you may face down the road.

Assessing your needs and budget

You need to evaluate your company’s needs, determine the functions you want a printer to perform, and establish the number of people who will be using the machine before you start shopping. Proper assessment allows you to know what is more important between speed and print quality, as well as whether you will be using your office printer for basic documents such as spreadsheets and Word files or documents that incorporate photos and graphics. You can create a list of top priorities and must-have features by identifying how your printer will be used. Additionally, taking the time to evaluate your business needs before purchase makes weeding through the options available a lot easier and helps vendors to recommend the best-suited types and models for your business.

Your budget is another important consideration. In addition to having an ideal range, establishing a ceiling is also important. Business printers and office photocopiers are a necessary investment because they are both critical to daily business operations. Although low priced models rarely offer the best returns on investment, you should not exceed your means. If you are interested in learning more, visit XMA Business Solutions.

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