Introduction: Why Choosing the Right MFP Matters
Small businesses often rely on multifunction printers, or MFPs, as essential tools. These devices manage printing, scanning, copying and sometimes faxing in one machine. But not every model is suited to a small office. In 2025, the right MFP must combine speed, reliability, security, low running costs and modern connectivity. Choosing the wrong model can lead to downtime, hidden expenses and limited functionality.
This article is written to help small business owners, office managers and IT coordinators understand what to look for in a multifunction printer this year. It also highlights several recommended models that serve a range of business needs and budgets.
What Small Businesses Should Look For in 2025
Several features are worth prioritising when selecting a multifunction printer for small business use.
Print volume and monthly duty cycles must align with your actual workload. A machine that is overused beyond its monthly specification will wear quickly and cause interruptions. The printer should be able to handle your current workload with capacity to spare.
Speed is essential. First page out times and page per minute ratings affect staff productivity. Slower devices can frustrate users, particularly when multiple employees are sharing the same machine.
Businesses should consider whether they primarily need colour or monochrome printing. Monochrome devices tend to have lower running costs, while colour printers add flexibility for marketing and client-facing material.
Paper handling also plays a role. Look for tray size, the ability to support different media types and whether automatic double-sided printing and scanning are available. An automatic document feeder can save time when scanning multi-page documents.
Connectivity features should support your environment. At minimum, the device should support Wi-Fi, Ethernet and mobile printing protocols. Driver compatibility with Windows, macOS and mobile devices is also important.
Security is no longer optional. MFPs should provide options for secure print release, user authentication, and encrypted communication. Firmware integrity checks and administrator lockout features are increasingly common and recommended.
Running costs matter just as much as the purchase price. High-yield toner or ink cartridges, separate drums, and durable consumables reduce the long-term cost per page. Always check consumable costs before committing.
Finally, local service availability and warranty support can make a major difference if the machine requires repair or maintenance.
Recommended Models for 2025
Here are several models that represent a strong match for small business needs in 2025. These devices have been chosen for their performance, reliability, features and value.
The HP Color LaserJet Pro MFP 3302fdw is a solid colour laser printer that supports fast print speeds, a reliable scanner and secure mobile printing. It fits teams of three to ten users with moderate volume requirements.
The Epson WorkForce Pro WF‑4820DWF is a fast inkjet device with a compact design and useful scan-to-cloud features. It suits offices with mixed printing needs and limited space.
The Epson EcoTank ET‑4850 offers refillable ink tanks that reduce running costs significantly over time. It is ideal for businesses that want to reduce cartridge waste and print in high volumes.
The Brother MFC‑J6540DW supports A3 output as well as regular A4, making it useful for businesses that occasionally need to produce larger documents. Its inkjet system is optimised for general office tasks.
The Xerox C325 is a well-rounded colour laser printer suitable for teams that need strong print and scan performance with secure access. It includes duplex capabilities and modern connectivity.
The HP Color LaserJet Pro MFP 283fdw is another good option for businesses needing colour output at lower upfront cost. It is designed for lower volumes but provides reliable quality and security features.
The Xerox B225 is a mono laser printer for businesses that primarily print text documents. It offers sharp output and a low cost of ownership for firms that do not need colour.
The HP OfficeJet Pro 9132e is tailored for remote or hybrid working environments. Its features support cloud workflows and it is compact enough for small team spaces.
Each of these models suits a slightly different type of user. Some are built for volume, others for compact spaces, and a few prioritise the lowest possible running cost. The best choice will depend on the exact needs of your team.
How to Match the Right Printer to Your Office
Before deciding on a model, assess your actual printing and scanning patterns. A business that prints 300 pages a month will not benefit from a high-end enterprise MFP, but one producing 300 pages per day certainly would.
If your documents are mostly text and used internally, a monochrome laser printer will keep costs down and reliability high. If your documents are client-facing or include visuals, colour capability becomes more important.
If scanning is a daily activity, choose a model with a fast, duplex automatic document feeder. It will save time and reduce manual work.
For businesses with remote or flexible teams, look for models that include cloud-based scanning and printing as standard. These features support hybrid workflows and reduce reliance on local network connections.
Those seeking to reduce running costs should look at refillable tank systems or devices with high-yield toner options. Over a year or two, the savings can be significant.
Trends Affecting MFP Design in 2025
Manufacturers are now building printers with smaller footprints while increasing performance. Many new models support app-based control, real-time monitoring and more intuitive touchscreen interfaces.
Cloud integrations are being standardised, allowing users to scan directly to shared folders or cloud storage without using a PC.
Energy efficiency and quieter operation are also becoming more important in shared office spaces, especially in smaller firms where printers sit near desks.
Security features such as firmware verification, user tracking and secure release printing are now common across most mid-range business models. This reflects growing awareness of data protection responsibilities.
Mistakes to Avoid
Choosing a printer based only on the purchase price can be costly over time. A low-cost printer with expensive consumables may cost more over 12 months than a premium model with cheaper long-term running costs.
Failing to account for your actual usage volume can lead to machines wearing out or requiring more frequent maintenance.
Over-specifying features you do not need can result in wasted budget. For example, a high-speed A3 model is not necessary for a team that only prints a few invoices a week.
Neglecting security features may create compliance risks, especially in businesses that handle sensitive customer data.
Finally, not checking service and support options in your area may lead to frustration if repairs are needed.
Conclusion
In 2025, small businesses have access to a wide range of capable multifunction printers. The best choice will depend on how much you print, what types of documents you create, how your team accesses the device, and how important running cost and security are to your operation.
Models from HP, Epson, Brother and Xerox offer a strong mix of performance and reliability. By carefully matching device features to your day-to-day needs, you can ensure smooth operations and avoid unnecessary expense.
If you would like help narrowing the list to models available in your area or that suit a particular type of workflow, I can assist with that as well.