Category: Business Automation

With the development of technology, many companies have adjusted the way they conduct business. That being said, printers remain an essential piece of equipment. They are convenient, relatively easy to use, and allow excellent document management.

While there’s no doubt printers have many benefits, selecting the right one for your business can be challenging. Choosing the wrong model can be a costly mistake. In this article, we’ll discuss what factors to consider when purchasing a business printer.

Determine Your Needs

The first action you should take before purchasing a business printer is to analyze your printing needs. Ask yourself the following questions:

  • How much printing will be done on a daily and monthly basis?
  • What documents will I print the most?
  • Do I need to print in color or black and white?
  • Do I also need to scan, copy, or fax documents?
  • How much space do I have available?
  • How many people will use the printer?

Once you answer these questions, you can narrow down your options.

Establish Your Budget

After determining your business printer needs, you need to consider one crucial aspect: your budget. Keep in mind that the initial cost isn’t the only factor to focus on. Think about the long-term expenses, as well, such as ink, paper, and maintenance

A printer may be a significant expense initially, but it can prove to be a wise investment in the long run. For example, an inkjet printer may be more affordable, but don’t forget that you’ll need to refill ink cartridges or purchase new ones. Moreover, inkjet printers usually print fewer pages compared to laser printers. If your printing needs are high, the latter option may be more affordable.

Consider Different Specifications

Every business printer has unique specifications. These specifications help establish whether a particular model is a right choice for your business.

Printer Ink Type

The two major printer types are laser and inkjet printers. Laser printers use a laser to roll ink onto the paper, while inkjet printers spray droplets of ink. Both offer high quality and efficiency but have different uses.

Inkjets have a lower initial cost and can print on most types of paper. However, they aren’t the best option for high-volume printing. On the other hand, laser printers are more expensive initially but have a lower cost per page in the long run. Moreover, laser printers can usually print more pages per minute than inkjet printers.

Duty Cycle and Recommended Print Volume

Every printer has a duty cycle, i.e., the maximum number of pages it can handle per month. For example, if a printer’s duty cycle is 10,000, it means it can print 10,000 pages per month. But just because a printer can produce that many pages doesn’t mean you should print at maximum capacity every month. If you do this, the printer can quickly succumb to wear and malfunctions.

This is why every printer also has a recommended print volume. This number is usually around 10% of the duty cycle and represents the maximum number of pages you can print to keep your printer in optimal condition.

When choosing a business printer, compare your printing needs to a printer’s recommended print volume. Ensure that the recommended print volume is higher than your printing needs.

Print Speed

You may need to print faster, depending on the size of your company and the line of business you’re in. Every business printer has a print speed, i.e., the number of pages it can print per minute. If speed is important to you, pay attention to the number following PPM (page per minute) in the specification.

Generally, inkjet printers print slower, with an average rate of around 16 pages per minute. Laser printers can print between 15 and 100 pages per minute and represent a better choice for those with high printing needs.


Business printers can be divided into single-function and multi-function models. Single-function printers are manufactured to do one thing: print, while multi-function printers can also scan, fax, and copy documents. Keep in mind that both single- and multi-function printers can be laser or inkjet.

In terms of function, there’s no right or wrong answer. Which one you’ll choose depends on your business’s unique needs and the available space. Some prefer purchasing a separate copier and printer, while others like having everything in one device. It’s up to you to consider the advantages and drawbacks of both models and opt for the one you like better.


Modern printers offer numerous convenient functions. For example, printers have card readers or Wi-Fi and Bluetooth connectivity. Multi-function printers allow as many as 10 devices to connect via Bluetooth or Wi-Fi, making working in an office much more efficient.

Paper Tray Size

Although it may seem insignificant at first, a printer’s paper tray size is an important factor to consider. Let’s say a printer’s paper tray can hold 200 pages. If you print 1,000 pages daily, you’ll need to fill the paper tray several times, which can be time-consuming and annoying.

Choose a business printer that can hold 1,000 pages or more. Many printers feature extensions or multiple trays that ensure you don’t run out of paper as often.

Paper Handling Type

Another thing you should consider is the paper handling type. Single-sided printers print only on one side of the paper, while dual-sided ones print on both.

Dual-sided printing is convenient, fast, and energy-efficient. Plus, it helps you cut down on the amount of paper you use. Most modern printers, especially multi-purpose models, allow dual-side printing.

Find the Perfect Business Printer

A business printer can enhance your productivity and efficiency. It also offers numerous convenient features that make it a valuable piece of equipment in any office. If you don’t choose the right model for your business needs, you won’t be able to fully take advantage of these features.

Those in need of a high-quality business printer in New York, Totowa, Pennsauken, Edison, or Ft. Washington should contact Docutrend.