Not sure where to begin? Start here.

This quick guide will help you match the right type of business printer to your company size, print volume, and budget. It’s designed to help you set clear expectations before requesting quotes from suppliers. If you’re moving up from a basic home printer, this section will help you understand what a commercial-grade printer really costs, and why it can save you money and frustration over time.

Starting a new business? Expanding an existing one? Upgrading from a small Brother, HP or Epson A4 device to something more robust, reliable and built for regular business use? You’re in the right place.

We know it can be confusing, especially if you’ve never had to buy a commercial copier or office printer before. A $600 printer might seem like a decent step up, but in a busy business environment, these printers don’t last long and wear out quickly, chew through toner, and cause delays when it breaks down or needs replacing.

This section gives you a clear, no-nonsense overview of what a business-grade printer is, what they typically cost, and what’s suitable for small teams, growing businesses and larger organisations.

🖨️ What is a Business-Grade Printer?

A business printer is designed for regular or heavy use, day in and day out. These devices are more durable, and often include built-in features like scan-to-email, secure print, larger paper capacity, double-sided (duplex) printing and network integration.

Unlike cheaper retail printers, they’re built to support multiple users, can handle larger print volumes if needed and more complex workflows. Over time, they save you money through lower cost per page, better toner efficiency, and reduced downtime.

In many cases, business-grade printers are A3 multifunction devices, even if your team only prints on A4. That’s because most commercial printers capable of handling higher volumes and advanced features (like finishing or secure scanning) are built to support both A4 and A3 paper sizes. So even if you don’t need to print A3, you’ll often be quoted on an A3-capable device.

If your current printer feels slow, runs out of toner too quickly, or struggles to keep up, it’s probably time to consider a business-grade upgrade.

💰 Should I Lease or Buy a Business Printer?

Most small to mid-sized businesses choose to lease their printer. Leasing offers fixed monthly costs and often includes servicing, toner, repairs and delivery.

Typical Costs:

OptionPrice Estimate

Buy outright

$2,500 to $10,000+ for A4/A3 MFDs

Lease monthly

$50 to $225+/month, depending on features

  • Leasing helps preserve cash flow and simplifies ongoing costs.
  • Buying can work if you’re confident in the long-term use and don’t need support bundled in – but many overlook hidden costs like toner, servicing & parts and downtime.

🧩 Example Setups for 1-10 Person Teams

Business SizeRecommended Device TypeTypical Purchase CostLease Estimate (Monthly)Key Features
Solo operator (home office)A4 desktop MFP (business-grade)$1,500 – $2,500~$40-$50Compact, low volume, scan-to-email, ideal for A4 only
Small team (3–5 staff)Desktop or freestanding A3 MFD$2,500 – $4,500$60 – $90Handles up to A3 printing, shared scanning, basic finishing
Team of 6–10 staffFreestanding A3 MFD$4,500 – $6,000$90 – $130Higher volume, larger toner yield, touch panel, secure print
Team of 10–20 staffFreestanding A3 MFD or light enterprise$6,000 – $10,000+$120 – $180+Advanced workflows, faster print speed, large capacity trays

⚠️ Important: These are commercial-grade printers, not home or retail-grade devices. If you’re comparing to a $300 Officeworks printer, these machines are in a completely different category – built for performance, longevity and cost-efficiency in a business setting.

🚫 5 Mistakes to Avoid

  1. Choosing based on price alone
    Retail printers can become costly over time through inefficient toner use and more frequent failures.

  2. Ignoring cost per page
    Ink or toner costs are where the real money is spent – always factor these in.

  3. Skipping a service plan
    Breakdowns without a support contract can lead to serious delays.

  4. Choosing A4 when you need A3
    Many businesses realise too late that A4 is limiting – especially for architects, builders and creatives.

  5. Forgetting about scanning and cloud features
    Scanning to email, cloud storage, and secure print release can be essential in modern work environments.

🧠 Quick Glossary

  • MFD – Multifunction Device (print, copy, scan)
  • A3 vs A4 – Paper size (A3 is twice the size of A4)
  • ppm – Pages per minute (print speed)
  • Duplex – Automatically prints on both sides of the page
  • Cost per page – The total ongoing cost to print a single page
Get 3 quotes now
Read next: "Compare Printer Types & Typical Price Ranges" →