choosing the best multi-function printer for your business

The printers today have evolved a lot from the first, bulky machines that can only do one function — to print out documents. Today's printers are more advanced than ever and even have the functionality of both a printer and a copier, hence the name all in one printers or multifunction printers. On top of the standard functions such as copying and printing, a multifunction printer also has advanced features such as WiFi connectivity and remote printing.

With the wide range of models and brands of multifunction printers that offer a number of capabilities, it can be challenging to determine which printer is best for your business needs. In this blog post, we have put together a guide to outline the features of multifunction printers soo you can get the most out of your purchase.

Multifunction printer - what is it?

A multifunction printer combines the functions of copiers and printers. These devices can also scan documents to email, USB drives, and other cloud-based printing services. You can also send fax messages. These devices are made to meet the printing needs of businesses while saving on printing supply expenses and boosting staff productivity. They can be bought or leased, and accessories are available for most printer models.

What are the different types of multifunction printers?

man and woman using a printer in an office

There are a number of factors you need to think about when deciding which multifunction printer to buy for your business (or home):

Color vs. Monochrome printers

Monochrome printers usually are more affordable than color printers since they only use a single black cartridge. Color printers, on the other hand, need four separate ink cartridges: cyan, magenta, black, and yellow. Supply costs will be lower if you have to purchase only one cartridge at a time rather than four. But you still need to consider the cost of savings with the impact monochrome prints will have for your brand. Color images are more eye-catching than monochrome prints, after all.

Laser or inkjet?

Inkjet printers are the most affordable option for business owners that do not need to do a lot of printing, or prints only a few number of pages every time. It is also the ideal option for businesses that need color prints and high-resolution images. Businesses that have a limited space may also choose inkjet printers as they are smaller and more portable than their laser printer counterparts.

If you need to do big print jobs that use mostly black text with little graphics, however, you would get the most value for your money with laser printers. A laser printer provides the convenience of fast, high volume printing. Even entry level laser printers can produce up to 20 pages every minute — so you do not waste time waiting for your documents to print.

Ink vs. toner

A laser printer uses powdered toner, while an inkjet printer uses liquid ink. When you are trying to decide between these two, think about how much ink or toner or ink will cost you over the lifespan of the multifunction printer that you will buy.

Check out how many pages you can print out of each toner or ink cartridge, and how much replacing them will cost. You can also check out remanufactured or compatible ink, but you need to be sure that the ink IS compatible, as some devices would only work on OEM or branded ink.

The most affordable option for your business will depend a lot on how frequently you will use your printer. Laser printers need higher initial investments, due to the cost of toner, but you do get a higher number of pages printed out, plus a longer shelf life. On the other hand, inkjet printers are more affordable, but ink does clog, and these devices have a much higher cost per page, plus shorter shelf life.

If you are going to print frequently, multi-function printers that use toner are the best option. Other than not drying out, a toner cartridge is bigger than an ink cartridge, which means it holds more product.

What are the key features of multifunction printers?

woman wearing a dark jacket using a printer

Before you choose a multi-function or all-in-one printer, it is a good idea to take a look at the key features of different models to find the best one for your business. Here are some features to check out before buying:

Paper capacity

You will find the paper capacity of a printer, and the sizes of paper it prints on, on the printer’s spec sheet. Our advice for small to medium sized businesses is: choose one with an A4 or A3 copier functionality. But feel free to choose the type of printer that suits the paper size and type that you will use most.

Printer speed

A printer's speed is one of the most important specs to consider when you are choosing an all-in-one printer, and is often referred to as "ppm" in the device's spec sheet. Choose a printer that prints fast enough to keep workflows running smoothly. If you do not print in high volumes, a lower printer speed will be good enough for your business.


Most all-in-one-printers have internal memory that allows the device to keep substantial numbers of scans and documents. A multifunction printer's internal drive is like any other computer hard drive.

Depending on the size of the printer, the RAM (memory) can range from 256MB to 2GB, with the storage space being anywhere from 1GB to 1TB. Opt for a higher memory if your business has a high volume of printing jobs or images. The higher memory it has, the faster the printer can complete jobs.

Wireless capability

Unless you have special business needs, your all-in-one printer must have wireless printing capabilities. Pretty much all printers these days can connect wirelessly, giving you and your staff the ability to copy, scan, or print from any web-connected device.

Save money by choosing refurbished printers

person using a printer in an office

Not all refurbished printers are created the same. To get the most productivity — and value — for your printing budget, look for a reputable, respected seller like InkJets. is committed to making sure that your refurbished printers are in like-new condition. Every unit is rigorously tested and inspected for defective parts, before restoring it to its original condition. The restoration process is extensive, which includes cleaning (and painting) of parts, updating the firmware, resetting page count back to zero, and then packaging them safely in secure boxes marked with the appropriate description plus serial number.

Finally, with more people choosing to work with businesses that have a heart for saving the environment, buying refurbished printers can help you gain competitive advantage over your competitors.

Choosing a refurbished printer helps you — and even your customers — lower your carbon footprint and keep toxic e-waste out of landfills, which contributes to a solid corporate responsibility program that positions you as a business that is serious about sustainability.

Lower your print costs by choosing efficient, high-quality, refurbished printers.Contact for more information.