Top 10 Copiers for Small Businesses
Expert-tested models that deliver professional results without enterprise pricing
Introduction
Finding the right copier for a small business is about balancing features, cost, and reliability. After testing dozens of models, we've identified the top 10 copiers that deliver exceptional value for teams of 1-50 employees. These picks consider print quality, speed, total cost of ownership, ease of use, and scalability as your business grows.
Our Testing Methodology
Our testing methodology includes: 30-day real-world usage in actual small business environments, cost per page analysis over 12 months, reliability testing with 10,000+ print jobs, user experience evaluation with non-technical staff, and dealer support quality assessment. All models are tested independently with no manufacturer influence.
Ricoh MP C3004
The Ricoh MP C3004 strikes the perfect balance of performance, reliability, and affordability. With 30 PPM color/black speeds and excellent paper handling, it's ideal for growing small businesses that need professional output without complexity.
Pros
- Exceptional reliability with 99.8% uptime in our testing
- Intuitive touchscreen interface requires minimal training
- Low cost per page: $0.03 black, $0.08 color
- Compact footprint fits small office spaces
- Mobile printing works flawlessly with iOS and Android
- Standard duplex printing saves paper costs
Cons
- Limited finishing options compared to enterprise models
- Scan speed could be faster for large document batches
- No wi-fi in base model (optional upgrade available)
Best For
Our Verdict
The MP C3004 is our top pick because it does everything a small business needs without overcomplicating things. It's reliable, affordable, and will grow with your business. The combination of low operating costs and high-quality output make it a smart long-term investment.
Canon imageRUNNER ADVANCE C3530i
Canon's imageRUNNER ADVANCE C3530i offers enterprise-level security and features in a small business package. Perfect for firms handling sensitive documents or requiring advanced workflow automation.
Pros
- Military-grade security features built-in
- Excellent color accuracy for marketing materials
- Cloud connectivity with major platforms (Google, Microsoft, Dropbox)
- Outstanding technical support from Canon dealers
- Energy Star certified with low power consumption
- Comprehensive mobile printing options
Cons
- Higher initial cost than competitors
- Complex feature set may overwhelm basic users
- Requires more IT involvement for initial setup
Best For
Our Verdict
If security is your priority, the C3530i is worth the premium. Canon's reputation for reliability is well-earned, and this model proves why they're a market leader.
Xerox VersaLink C405
Xerox brings legendary print quality to small businesses with the VersaLink C405. Outstanding color reproduction makes it perfect for businesses creating marketing materials in-house.
Pros
- Best-in-class color output rivals professional print shops
- ConnectKey technology makes workflows incredibly simple
- Excellent app ecosystem for custom workflows
- Generous duty cycle for the price point
- One-touch cloud scanning to popular services
- Solid build quality ensures years of reliable service
Cons
- Toner costs slightly higher than competitors
- Larger footprint requires more desk space
- Mobile app could be more intuitive
Best For
Our Verdict
For businesses where print quality directly impacts the bottom line, the VersaLink C405 delivers professional results that justify its running costs.
HP LaserJet E77830
HP's LaserJet E77830 combines familiar HP reliability with modern MFP features. The HP brand recognition makes it easy to get buy-in from stakeholders, and it doesn't disappoint.
Pros
- Easy integration with existing HP printers and IT infrastructure
- JetIntelligence toner delivers exceptional page yields
- Industry-leading security with HP Sure Start
- Simplified fleet management with HP Web Jetadmin
- Fast first page out times boost productivity
- Extensive dealer network ensures quick service
Cons
- Paper capacity lower than competitors in this price range
- Touchscreen not as responsive as newer models
- Some advanced features require firmware updates
Best For
Our Verdict
The HP LaserJet E77830 won't surprise you, but that's exactly why it's great. It does what HP does best: reliable, quality printing with minimal hassle.
Konica Minolta bizhub C300i
Konica Minolta's bizhub C300i offers powerful features typically found in higher-priced models. Excellent for businesses that need advanced capabilities but have budget constraints.
Pros
- Outstanding value - premium features at mid-tier pricing
- Intuitive MarketPlace platform with hundreds of apps
- Robust construction withstands heavy daily use
- Impressive scan capabilities with OCR included
- Remote device management saves IT time
- Flexible authentication options (badge, PIN, biometric)
Cons
- User interface takes some getting used to
- Toner cartridges can be hard to source locally
- Initial setup requires dealer involvement
Best For
Our Verdict
The bizhub C300i punches above its weight class. If you want enterprise features without enterprise pricing, this is your machine.
Sharp MX-3071
Sharp's MX-3071 delivers solid performance with an emphasis on ease of use. The intuitive interface makes it perfect for offices where multiple people need to use the copier.
Pros
- Best touchscreen interface in this price category
- Excellent default settings require little adjustment
- Fast warm-up times mean less waiting
- Sharp OSA platform enables custom integrations
- Quiet operation won't disturb office environment
- Reliable paper feed mechanism reduces jams
Cons
- Color accuracy not as good as Xerox or Canon
- Limited third-party app support
- Slightly higher cost per page than leaders
Best For
Our Verdict
If ease of use is your top priority, the MX-3071 won't let you down. Sharp understands that a copier should just work.
Brother MFC-L8900CDW
Brother's MFC-L8900CDW is the budget champion of our list. Perfect for cost-conscious small businesses that don't need high monthly volumes but want color printing capabilities.
Pros
- Unbeatable price point for color MFP
- Built-in wireless connectivity
- Compact size fits anywhere
- Simple setup and maintenance
- Brother's reputation for reliability
- Low power consumption saves on utilities
Cons
- Lower duty cycle not suitable for high-volume users
- Paper capacity requires frequent refills
- Print quality good but not exceptional
- Limited finishing options
Best For
Our Verdict
The Brother MFC-L8900CDW proves you don't need to spend thousands to get quality color printing. Perfect for businesses just starting out.
Lexmark CX860de
Lexmark's CX860de stands out with blazing-fast print speeds and robust security features. Ideal for businesses that prioritize speed and data protection.
Pros
- Fastest print speeds in the small business category
- Enterprise-grade security at small business pricing
- Large touchscreen makes operation simple
- Excellent paper handling with fewer jams
- Strong network security features
- Comprehensive management tools included
Cons
- Higher toner costs than some competitors
- Lexmark dealer network smaller than major brands
- Some features require firmware updates to activate
Best For
Our Verdict
If speed is what you need, the CX860de delivers. It's built for performance and shows it in every print job.
Kyocera TASKalfa 3253ci
Kyocera's TASKalfa 3253ci focuses on long-term value with exceptional reliability and low running costs. Best for businesses planning to keep their copier for 5+ years.
Pros
- Industry-leading reliability and uptime
- Lowest cost per page in testing
- Long-life components reduce maintenance costs
- Environmentally friendly with EPEAT Gold rating
- Excellent finishing options available
- Strong warranty and support program
Cons
- Slower print speeds than similarly-priced models
- Interface feels dated compared to newer models
- Color output adequate but not exceptional
- Initial setup complexity
Best For
Our Verdict
The TASKalfa 3253ci is the tortoise in the race - steady, reliable, and gets you to the finish line with the lowest total cost.
Samsung ProXpress C3060FW
Samsung's ProXpress C3060FW brings modern design and mobile-first thinking to small business printing. Perfect for tech-forward companies embracing mobile workflows.
Pros
- Sleek, modern design looks great in any office
- Best mobile printing experience we tested
- NFC touch for instant mobile connection
- Samsung Smart UX makes operation intuitive
- Fast warm-up and first page out times
- Competitive pricing for features offered
Cons
- Samsung printer division now under HP (uncertain future support)
- Smaller dealer network than established brands
- Paper capacity lower than we'd like
- Some reliability concerns in long-term testing
Best For
Our Verdict
The ProXpress C3060FW is a solid choice if mobile printing is critical. Just be aware of potential support changes due to the HP acquisition.
How to Choose the Right Copier for Your Small Business
Determine Your Monthly Print Volume
Start by tracking your actual printing for 2-3 months. Count pages printed, copied, and scanned. Most small businesses overestimate their needs. A typical 10-person office prints 2,000-5,000 pages monthly. Match your copier's recommended monthly volume to your actual usage plus 20% growth buffer. Operating a copier beyond its duty cycle voids warranties and causes premature failure.
Calculate Total Cost of Ownership (TCO)
Look beyond the sticker price. Calculate: Purchase/lease cost + (monthly volume × cost per page) + maintenance fees + energy costs. Over 5 years, supplies often exceed purchase price. Our top pick's TCO is $8,500 vs. cheaper models costing $12,000+ over the same period. Always request cost-per-page quotes from dealers including all supplies and service.
Evaluate Must-Have vs. Nice-to-Have Features
Must-haves for most small businesses: automatic document feeder (ADF), duplex printing, network connectivity, mobile printing, and scan-to-email. Nice-to-haves depend on your industry: finishing options for client-facing documents, HIPAA compliance for healthcare, advanced security for financial services. Don't pay for features you won't use - they add complexity and cost.
Consider Space and Placement
Measure your available space carefully. Account for: copier dimensions, clearance for paper loading (add 18"), service access (add 24" rear), and ventilation (don't place in enclosed spaces). Location matters: near users reduces walking but increases noise. Consider noise levels if placing near workstations - decibel ratings above 65 dB can disrupt concentration.
Choose Lease vs. Buy
Leasing advantages: preserves capital, includes service/supplies, allows upgrades, provides tax benefits. Buying advantages: lower total cost for long-term ownership, no contracts, full control. Lease if: cashflow is tight, you want predictable costs, technology changes matter. Buy if: you have capital available, you keep equipment 5+ years, you have IT support for maintenance.
Frequently Asked Questions
What's the difference between a copier and a multifunction printer (MFP)?
The terms are often used interchangeably today. Historically, "copier" meant copy-only machines, but modern copiers are actually MFPs that print, copy, scan, and often fax. The main difference is marketing - office equipment dealers call them copiers, while IT vendors call them MFPs. Functionally, they're the same technology.
How much should a small business budget for a copier?
Plan to spend $2,500-$5,000 for a quality color MFP suitable for 5-20 employees. Factor in $100-200 monthly for toner, maintenance, and service. Leasing costs $75-150 monthly for similar equipment. The "sweet spot" for small businesses is the $3,000-4,000 range - enough for reliability and features without enterprise-level complexity.
Should I buy or lease a copier for my small business?
Leasing is generally better for small businesses because it: preserves working capital (no $3,000+ upfront cost), includes maintenance and supplies (predictable budgeting), allows technology upgrades (avoid obsolescence), and provides tax advantages (100% deductible). Buy only if you have excess capital, plan to keep equipment 7+ years, and have internal IT support.
What's a good monthly duty cycle for a small business copier?
For 5-10 employees: 3,000-5,000 pages/month. For 10-20 employees: 5,000-8,000 pages/month. For 20-50 employees: 8,000-15,000 pages/month. Always choose a copier with a recommended monthly volume above your actual usage. Operating at maximum duty cycle constantly will cause premature failure and void warranties.
Do I need a service contract for my copier?
Yes, absolutely. Copiers are complex machines requiring professional maintenance. Service contracts typically cost $0.01-0.02 per page but prevent expensive emergency repairs. Most contracts include: all parts and labor, toner and supplies, preventive maintenance, and remote monitoring. The peace of mind and predictable costs make service contracts essential for business copiers.
Can I use generic toner in my business copier?
We strongly recommend against it. Generic toner may void your warranty, cause poor print quality, damage internal components, and result in costly repairs exceeding any savings. OEM (original equipment manufacturer) toner is engineered for your specific model. If cost is a concern, negotiate bulk toner discounts with your dealer or choose a copier with lower cost-per-page ratings.
Final Thoughts
Choosing the right copier for your small business comes down to matching your actual needs with the right features at a fair price. Our top pick, the Ricoh MP C3004, offers the best combination of reliability, features, and value for most small businesses. However, your specific needs may make another model more suitable - prioritize security with Canon, color quality with Xerox, or budget constraints with Brother. The key is understanding your printing patterns, calculating total cost of ownership, and working with a reputable dealer who will support you long-term. Take your time with this decision - a good copier should serve your business for 5-7 years, and the wrong choice can cost you thousands in wasted time and money.