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The 10 Best Small Business Photocopy Machines

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Sead Fadilpasic
1 July, 2020 • Updated 16 hours ago
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The 10 Best Small Business Photocopy Machines

The photocopy machine plays an important part in the everyday office endeavors, and it is practically an essential part of all the offices.

Whether you are running an organization, firm, bank, or small business, you will need a photocopy machine. Photocopy machines are expensive and this can be a problem for small businesses since they have limited earnings and can’t spend too much.

To fulfill their requirements, the renowned brands launched small business photocopy machines that are available at affordable rates.

IN A HURRY? CHECK OUT OUR EDITOR’S CHOICE
Brother HL-L3290CDW

Photocopy machines improved a lot over the years and today we have versatile machines that can scan, print, and fax along with the photocopy. There are many features that you would want to have in your machine like duplexing, speed, but will get into more detail in the following section.

Things to Consider

As with every product, educating yourself on the topic and knowing what to look out for saves money and makes sure that you get something that suits your needs best. It’s the same with photocopy machines, the only difference is that you’ll be choosing what’s best for your office and business.

There are several things to look out for, some are more important than the others, but generally, we’ll mention the five that usually have the highest priority. Since other people will use the machine, it’s also a good idea to check if the photocopy machine is easy and simple to use with controls that everyone can understand easily.

Also, check out the size as well because depending on your office the photocopy machine could be too big. At any rate, here’s what you should look out for.

1. Speed

One of the most important things, copy speed determines how fast the photocopy machine will finish copying a page. It’s “measured” by pages per minute, and generally, mid-range photocopiers for small businesses have a copy speed of around 30 pages per minute.

Naturally, the higher the better, but if you don’t have that many people that will use the machine, you might save some money by picking a slower copying machine.

2. Volume

Copy or print volume is something you should take special attention to, since this is entirely dependent on your office space and workforce. You see, photocopy machines are designed around how many pages can they print per month, before toner changes and the like.

So, it’s important to know how much use the machine will have in a month, and according to that number, you should pick a machine that can process that much.

3. Scanner abilities

Different machines have different scanner features so it’s a good idea to check what abilities the scanner has. For instance, if the photocopier has a network capability, it can scan directly to your desktop. As mentioned, scanner features vary so check out what those are to see if they are relevant to you, as some can really improve your workforce.

4. Features and functions

Modern photocopy machines come with various functions besides the actual photocopying. They can fax, print, copy, scan, and can even have network capability, which speeds up the workforce productivity.

These are actually more basic features and are practically an integral part of majority photocopy machines, but it’s still a good idea to check what they have. 

5. Price

As small businesses can’t afford to spend too much, the cost of a photocopy machine might be the most important part when purchasing. Still, there are decent photocopiers you can buy that are affordable, and it will depend on your business needs, but the truth is, it all comes down to your budget so plan accordingly. 

You should look out for all of these things with special consideration, but checking the reviews and getting more details is always a good idea too. In any case, read on to see our Top 10 Best Small Business Photocopy Machines.

QUICK OVERVIEW

The Best Small Business Photocopy Machines


Products
Features
EDITOR’S PICK
4.2
490+
490+
  • Print Speed: 25 ppm
  • Print Volume: 1500 pages per month
  • PRICE RANGE: Under $300
  • Print Speed: 25 ppm
  • Print Volume: 1500 pages per month
  • PRICE RANGE: Under $300
Check price
at Amazon
MOST REVIEWED
4.6
35+
35+
  • Print Speed: 40 ppm
  • Print Volume: 3000 pages per month
  • PRICE RANGE: Under $250
  • Print Speed: 40 ppm
  • Print Volume: 3000 pages per month
  • PRICE RANGE: Under $250
Check price
at Amazon
TOP PICK
4.3
645+
645+
  • Print Speed: 28 ppm
  • Print Volume: 4000 pages per month
  • PRICE RANGE: Under $600
  • Print Speed: 28 ppm
  • Print Volume: 4000 pages per month
  • PRICE RANGE: Under $600
Check price
at Amazon
BUDGET PICK
4
300+
300+
  • Print Speed: 22 ppm
  • Print Volume: 700 pages per month
  • PRICE RANGE: Under $100
  • Print Speed: 22 ppm
  • Print Volume: 700 pages per month
  • PRICE RANGE: Under $100
Check price
at Amazon
BUDGET PICK
4.4
1,910+
1910+
  • Print Speed: 32 ppm
  • Print Volume: 1200 – 3000 pages per month
  • PRICE RANGE: Under $150
  • Print Speed: 32 ppm
  • Print Volume: 1200 – 3000 pages per month
  • PRICE RANGE: Under $150
Check price
at Amazon
EDITOR’S PICK
Brother HL-L3290CDW
Good value and quality

In addition to printing, this device can scan and copy, offering great convenience and quality.

4.2
490+
490+
  • Print Speed: 25 ppm
  • Print Volume: 1500 pages per month
  • PRICE RANGE: Under $300

Best Small Business Photocopy Machines Under $100

Pantum P2502W

Pantum P2502W

Features

  • Print Speed: 22 ppm
  • Print Volume: 700 pages per month
  • PRICE RANGE: Under $100

A very cheap but quality printer, the Pantum P2502W might be the first choice if budget is the main issue. Costing less than $100, this printer has a sleek and compact design, allowing you to fit it anywhere in the office space.

Its printing speed is 22 ppm (pages per minute) with a recommended printing volume of 700 pages per month. The paper capacity is 150 sheets.

USB 2.0 and Wi-Fi connectivity are available, and wireless is very easy to set up so you can do mobile device printing and what’s more, there is support for Google Cloud Print. The printing quality is fine, but there is no color or duplex printing.

Not surprising considering the price, but if those are an absolute must for you and your small business, you should look at some of our other choices.

Pros
  • Very cheap
  • Sleek and compact design
  • Solid print quality with some interesting additions i.e. Google Cloud Print
Cons
  • The print volume is a bit low

Best Small Business Photocopy Machines Under $150

Brother HLL2390DW Monochrome Laser Printer

Brother HLL2390DW Monochrome Laser Printer

Features

  • Print Speed: 32 ppm
  • Print Volume: 1200 – 3000 pages per month
  • PRICE RANGE: Under $150

A best-seller on Amazon, the HLL2390DW model from Brother is a great choice for small businesses that just started and can’t afford to spend too much. It’s very affordable and it even has scan and copy capabilities.

The downside is that it can’t print in color, so if that is a dealbreaker, take a look at other printers in our review. That being said, this device has some nice features and can print or scan directly from mobile devices, due to it being wireless-capable.

The print speed is 32 ppm and the print volume is 1200 pages per month (standard yield cartridge) or 3000 pages per month (high yield cartridge). Its paper capacity is 250 sheets.

The device can do duplex printing and can also save on toner cost due to “Toner Save Mode”. All in all, a pretty good machine for the money which can satisfy the needs of a lot of small businesses.

Pros
  • Cheap
  • Good print speed
  • Can scan and copy
Cons
  • No color printing

Best Small Business Photocopy Machines Under $200

Canon Color LBP622Cdw

Canon Color LBP622Cdw

Features

  • Print Speed: 22 ppm
  • Print Volume: 2500 pages per month
  • PRICE RANGE: Under $200

Canon LBP622Cdw is a budget-friendly printer that does its task pretty well. It has a print speed of up to 22 ppm and a volume of max 2500 pages per month. With this printer, you can create a Wi-Fi hotspot from the printer so you can establish a direct connection to mobile devices.

This is very convenient and will remove the requirement of needing an external router. There are also some security features, like the ability to mitigate the risk of confidential information loss as documents are only stored in short term memory. 

This printer has a paper capacity of 250 sheets in the standard paper tray, and the device is intended to be used for a small team of 5 people. Another good feature of this device is that it is very compact so it’s a great choice for small office spaces.

Pros
  • Budget-friendly
  • Compact
  • Wireless capable
Cons
  • Can only print

Lexmark B3340dw

Lexmark B3340dw

Features

  • Print Speed: 40 ppm
  • Print Volume: 3000 pages per month
  • PRICE RANGE: Under $250

An awesome budget-choice, Lexmark B3340dw is a speedy monochrome laser printer that can fit almost anywhere due to its very compact build. It has a printing speed of 40 pages per minute with a print volume of 3000 pages per month. The printer is network capable and you can easily print from mobile devices using Wi-Fi.

Ethernet and USB connectivity are also available. Apart from being compact, the device is built to last with its very durable and long-life imaging components.

The printing quality is very good and the printer has two-sided printing, and there is an optional 550-sheet paper tray as well. As for security, Lexmarx’s full-spectrum security helps protect your network and proprietary information.

When you consider the cost, this printer offers some very nice printing capabilities and is ideal for small businesses that only need printing with no color.

Pros
  • Fast
  • Very compact
  • Sturdy and reliable
Cons
  • No color printing

Best Small Business Photocopy Machines Under $250

Xerox Phaser 6510/DN Color Printer

Xerox Phaser 6510/DN Color Printer

Features

  • Print Speed: 30 ppm
  • Print Volume: 3000 pages per month
  • PRICE RANGE: Under $250

Xerox Phaser 6510, should be an affordable choice for most small businesses, and it has some nice features as well. It has a speed of up to 30 ppm and a recommended monthly print volume of 3000 pages.

With this machine, users can print emails, photos, and documents from various mobile devices, due to support for Apple AirPrint, Google Cloud Print, Xerox Print Service Plug-in, and Mopria.

This photocopier is equipped with some nice security features, including IPsec, SNMPv3, IP Filtering, and Secure Print, so you can keep your sensitive documents safe.

The machine has a print resolution of up to 1200 x 2400 dpi, and its paper capacity is a minimum of 300 sheets and a maximum of 850 sheets. A nice bonus feature is an optional second paper tray that lets you load an extra 550 sheets at one time for extended interruption-free printing.

Pros
  • Affordable
  • A good number of features
  • Solid security
Cons
  • No scanning or copying abilities

Best Small Business Photocopy Machines Under $300

Brother HL-L3290CDW

Brother HL-L3290CDW

Features

  • Print Speed: 25 ppm
  • Print Volume: 1500 pages per month
  • PRICE RANGE: Under $300

Brother MFC8510DN Monochrome Printer offers a flexible connectivity. It is great in performance as it has a print resolution of 1200 x 1200 dots per inch, and scan resolution is 1200 x 1200 DPI while the copy resolution is 1200 x 600 DPI. It has a speed of 38ppm for print and 38cpm for copy.

With the high yield toner cartridge, you can reduce the per page cost. It also allows you to send and receives faxes in a user-friendly manner. This Brother printer has a capacity to carry 300 sheets at a time and 35 pages in the automatic document feeder.

Pros
  • Good value
  • Has scan and copy capabilities
  • Wireless printing
Cons
  • Printed photos have poor quality

Best Small Business Photocopy Machines Under $400

Canon Color imageCLASS MF644Cdw

Canon Color imageCLASS MF644Cdw

Features

  • Print Speed: 22 ppm
  • Print Volume: 2500 pages per month
  • PRICE RANGE: Under $400

Canon’s MF644Cdw model is an all-around machine that’s capable of everything. You can print, copy, scan, and fax, ensuring awesome convenience.

There’s also a 5-inch color touchscreen with smartphone-like usability, as well as the ability to create a Wi-Fi Direct hotspot from the printer, which is used to establish a direct connection to mobile devices removing the need for an external router.

The speed is 22 ppm and the print volume is up to 2500 pages per month. This machine has a paper capacity of 250 sheets, is duplex capable, and can print multiple pages onto one sheet. The size is pretty standard so it should fit comfortably in most workspaces, just make sure you measure properly so it can fit in the workspace.

Pros
  • Can print, copy, scan, and fax
  • Good quality
  • Nice additions, i.e. touchscreen
Cons
  • A bit slow print speed compared to others

Brother HL-L8360CDW

Brother HL-L8360CDW

Features

  • Print Speed: 33 ppm
  • Print Volume: 4000 pages per month
  • PRICE RANGE: Under $400

The HLL8360CDW from Brother has some high-quality color printing capabilities, with the resolution of up to 2400 x 600 dpi. It’s got a printing speed of 33 pages per minute and a recommended printing volume of 4000 pages per month.

It’s equipped with a 2.7-inch color touchscreen for ease of use, and you can use either ethernet or Wi-Fi for network capabilities and printing. Speaking of network capabilities, this printer can cloud print, meaning it can print directly from Dropbox, Google Drive, OneDrive, and other similar services.

The printer has some good security features too. For example, an integrated NFC card reader for easy badge authentication, and active directory support for network user authentication. This helps protect against unauthorized device access and can restrict printing on a per-user or group basis if needed. An automatic duplex printing is there as well.

Pros
  • High-quality
  • Cloud printing
  • Solid security
Cons
  • Can only print

Best Small Business Photocopy Machines Under $450

HP M428fdn LaserJet Pro Multifunction Laser Printer

HP M428fdn LaserJet Pro Multifunction Laser Printer

Features

  • Print Speed: 40 ppm
  • Print Volume: 4000 pages per month
  • PRICE RANGE: Under $450

A good quality laser printer, the M428fdw from HP is a great pick for those a bit more demanding small businesses. Apart from printing (no color), you can also copy, scan and fax with this machine, and in pretty good quality too.

The print speed is up to 40 pages per minute and the recommended print volume is 4000 pages per month. The printer also has a 50-sheet auto document feeder, a paper capacity of 250 sheets and an automatic two-sided printing.

One of the highlights of this printer is its security. There is a good number of security-related features, including instant threat notifications and optional PIN/pull printing.

These will help protect your laser printer from being an entry point for attacks and help ensure the safety of your sensitive data. A problem for some might be that the printer doesn’t have wireless capabilities, and its only connectivity is through ethernet.

Pros
  • Can do all functions
  • Quite fast
  • Great security-related features
Cons
  • No wireless

Best Small Business Photocopy Machines Under $600

HP M479fdw Color LaserJet Pro

HP M479fdw Color LaserJet Pro

Features

  • Print Speed: 28 ppm
  • Print Volume: 4000 pages per month
  • PRICE RANGE: Under $600

HP’s M479fdw printer model is a multifunction device that is capable of producing high-quality printing, copying, scanning, and faxing. It has a solid printing speed of 28 ppm and a recommended printing volume of 4000 pages per month. 2-sided printing is also available and there is a  50 sheet auto document feeder.

The printing capacity is 250 sheets. A built-in Wi-Fi Direct is there as well, enabling you to connect the mobile devices to the printer for easy mobile printing, even without a local network connection.

An interesting feature is the ability to automate all the steps in a complicated workflow and apply your saved settings at the touch of a button via the customizable touchscreen control panel.

Pros
  • Capable of high-quality print, copy, scan, and fax
  • Good and Interesting features
  • Nice security
Cons
  • Might be over the budget for some small businesses

Conclusion

There you have it, our ten best photocopy machines for small businesses that should help increase the productivity of your workforce. As you can imagine there are hundreds of photocopy machines on the market but these are some of the best you can find.

We tried to include a bit of everything, from very budget-friendly to high-end machines, but whatever you choose you won’t go wrong. If money is your highest concern, take a look at our budget-choices, or if money isn’t that much of an issue, check out our Editor’s pick or even Top pick.

In any case, we hoped you enjoyed this article and that it helped you in some way. Happy shopping, and if you liked this article please feel free to share it.

*All prices mentioned above are at the time of publishing.

Sead Fadilpasic Avatar
Written by
Sead Fadilpasic
Sead is a seasoned tech journalist, based in Sarajevo, Bosnia and Herzegovina. In his 15+ years of experience, he's done hundreds of product reviews, broke and fixed more gadgets than people usually use in a lifetime. When he's not writing for MuchNeeded, he spends his time raising his daughter, playing guitar and occasionally hitting the gym.