No matter how new your company is, you’ll learn very fast that there’s one product that can make or break your workflow: a decent printer.
Why? Because everything from shipping labels to everyday contracts needs a hard copy. And, if you’ve got multiple people in your office headed for that lone printer located in the corner, there’s one thing it needs to deliver on: speed.
With so many printer brands on the market, it can be hard to figure out 1) what type of printer is best for your functions and 2) how to choose a quality, reliable printer. As someone who’s run her own business in the past — and supported her dad’s multiple businesses — there’s one company my family and I keep going back to — HP.
Below, find everything you need to know about the best HP printers, as well as what you should consider when choosing one for your small business.
Types of HP printers explained
HP offers multiple printer types, and at first glance, this might come across as confusing to a small business owner. Here’s what to look for when shopping:
Inkjet
Inkjet printers are, as the name suggests, liquid ink-based devices that are good for printing mostly documents and the occasional photo. They’re on the cheaper end, but they rack up ink cartridge costs fast, which makes them best for home use.
Laser
Laser printers run on toner instead of ink and are faster and more efficient than inkjets when it comes to printing in black and white. They have a much lower cost per page over time, too, especially for black-and-white printing. This makes them a great option for small businesses.
Smart Tank
These use refillable ink systems that are cartridge-free and best for regular everyday printing, especially regular color printing needs
Photo
It goes without saying, but a photo printer helps print photos. It offers higher-quality color accuracy than regular inkjet printers.
All-in-one
All three of the above can come in all-in-one versions. An all-in-one means that your printer can do more than just print — it can also scan and copy, too. If you’re investing in a small business, you’ll likely want to invest in a type of all-in-one printer so you can handle all your business needs, like faxing and copying multiple documents or flyers.
Best HP printers for small businesses
Designed for up to seven users, this smart and efficient printer offers printing, scanning and copying, as well as automatic two-sided printing. Its maximum monthly printing output is about 50,000 pages per month, which should easily suffice a small office team, no matter how many contracts need printing. This HP printer also links seamlessly to your phone via the HP app for direct printing, which makes it convenient to use, even on the go.
Print speed, black: Up to 35 ppm | First page out, black: 6.6 seconds | Recommended monthly page volume: Up to 2,500 pages
If you want something more heavy-duty, go with the HP LaserJet Pro MFP 4101fdw. It can copy, scan, print and also fax, and has a maximum monthly output volume of 80,000 pages. Print speeds are faster — you can have your first page ready in about six seconds, shaving minutes of waiting time over months. It has two standard paper trays, too, and is built for print-heavy businesses.
Print speed, black: Up to 42 ppm | First page out, black: 6.1 seconds | Recommended monthly page volume: Up to 4,000 pages
Similar to our first option, this pick offers fast printing times and a max monthly output of 50,000 pages. The only main difference is that this printer option comes with fax capabilities, too.
Print speed, black: Up to 35 ppm | First page out, black: 6.6 seconds | Recommended monthly page volume: Up to 3,500 pages
If you need color printing for your small business, you can’t go wrong with the HP Smart Tank. This is HP’s refillable ink tank (inkjet) model. It has slower printing times, but is still manageable if you have a team of less than 10 in the office and don’t require constant printing. It can still pump out up to 5,000 pages per month and can also print, scan, fax and copy. My favorite feature? It has an ADF, or automatic document feeder, which lets you feed this printer multiple stacks of pages for scanning or copying.
Print speed, black: Up to 15 ppm | Print speed, color: Up to 9 ppm | ADF capacity: 35 sheets |Recommended monthly page volume: 400 to 800 pages
With three months of free ink, this printer is a great up-front investment. This option can print, scan, fax and copy, and is the best everyday option you need if you print an equal amount of color and black ink pages. With a maximum monthly duty cycle of up to 30,000 pages, no one on your team will ever miss a beat.
Print speed, black: Up to 25 ppm | Print speed, color: Up to 20 ppm | First page out, black: As fast as 10 seconds | First page out, color: As fast as 11 seconds |Recommended monthly page volume: Up to 2,000 pages
What to look for in an HP printer for your business
PPMs
This is the print speed of your printer. It tells you how fast your printer is working. For most small businesses, a general 20 to 35 ppm range should work. Keep an eye out for the color ppm if you’ll be printing many color documents, as this usually varies printer by printer. Remember, if you’re running through multiple contracts, invoices and shipping documents, a higher ppm is better.
Monthly page volume
This is what the printer’s recommended output is each month — it’s kind of like a printer stress test number. It’s not the same as how many pages the printer is capable of handling each month — just the sweet spot.
ADF
As mentioned before, this is the automatic document feeder. This helps you stack lots of papers into the printer’s top tray so it can copy or fax them automatically. If you don’t have an ADF, you’ll have to scan or copy each page by hand, which will increase the amount of time you need to get the job done.
Duplex printing
A fancy term for two-sided printing. This basically means the printer can automatically print on both sides of the paper, making it more environmentally friendly.
Connectivity
Luckily, HP printers connect directly to Wi-Fi, but they also support mobile printing via the HP app, which means you can print directly from your laptop or smartphone.
Paper capacity
Simple one, but definitely one to keep in mind depending on your business size. Paper capacity tells you how many sheets of paper your printer can hold. For small teams, look for a paper tray that can at least hold 250 sheets.
Color vs. black-and-white printing
We’ve mentioned options for both kinds above. Not every business needs a color printer, so don’t spring for one if you don’t need it — it’ll just cost you extra.
Frequently Asked Questions
Are HP printers good for small businesses?
Short answer: yes. My dad has a small business, and he only uses HP printers, as he’s never experienced lag with them. Since the brand offers so many options — at so many different price points — it makes it easy to choose. The automatic ink cartridge delivery also helps.
How long do HP printers last?
This depends on how well your printer is maintained. How many pages are you printing per month? Are you jamming the paper tray? Are you using Original HP Ink and Toner? Just some things to keep in mind while using your new printer. While HP printers tend to last up to 7 years, your printer’s longevity will also be dependent on how well you take care of it.
Is an inkjet or laser printer better for a small business?
As mentioned before, laser printers are better for small businesses, as they cost less in the long run and have a higher printing output. If you need color or photo printing and want a lower upfront cost, then an inkjet or tank is better.
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