Top-Rated Multifunction Business Printers (and How to Choose the Right One)

If you’ve ever searched for a “top-rated business printer,” you already know the problem: every device claims to be faster, smarter, and more reliable than the last.

Spec sheets blur together, feature lists sound identical, and somehow the printer that looked perfect on paper becomes a daily source of frustration six months later.

In 2026, choosing a multifunction printer (MFP) isn’t about chasing the newest model announcement or the longest feature list. It’s about fit — how well the device integrates with your workflows, protects your data, and supports your team without becoming another system to babysit.

This guide breaks down what actually matters when evaluating top-rated business printers, especially for small and mid-sized organizations.

What “Top-Rated” Really Means for Business Printers

For consumer products, “top-rated” often means flashier features or faster speeds. For business printers, the definition is very different.

A truly top-rated multifunction printer excels in:

• Reliability and uptime, not just print speed
• Total cost of ownership, not sticker price
• Security and compliance readiness
• Integration with digital document workflows
• Service and lifecycle support

In other words, the best business printer is the one you don’t have to think about.

Core Capabilities Every Modern MFP Should Deliver

Before diving into advanced features and integrations, it’s worth grounding the conversation in the foundational functions every modern MFP is still expected to deliver.

Print, Scan, Copy, and Fax — Still Table Stakes

Every business MFP covers the basics. What separates modern devices is how those functions connect to the rest of your environment.

Scanning, in particular, has shifted from “email a PDF” to:

• Direct scanning into Microsoft 365 (SharePoint, OneDrive, Teams)
• Indexing documents for search and retrieval
• Feeding downstream approval or archiving workflows

When printers integrate cleanly with document management systems, they stop being endpoints and start becoming productivity tools.

Cloud and Workflow Integration

Today’s top-rated printers support:

• Scan-to-cloud workflows
• Secure release printing from mobile devices
• Role-based access to scanning destinations

This matters most for hybrid teams, where documents need to move digitally even when people aren’t in the same office.

The best modern MFPs don’t just scan documents—they know where those documents should go, integrating with cloud platforms and workflow tools like Microsoft Power Automate to move files into the right systems automatically, without someone babysitting the process.

Security: The Real Differentiator in 2026

Printers are no longer “dumb devices.” They are networked endpoints that process sensitive data — which makes them a security consideration, not just an office convenience.

Modern business printers should support:

• User authentication (PIN, badge, or identity-based login)
• Secure print release to prevent unattended documents
• Encrypted storage and transmission
• Firmware integrity and patch management

Many organizations now align printer security with Zero Trust principles from NIST, treating printers like any other managed endpoint rather than a trusted internal device.

Small Business vs. Mid-Sized Business Printer Needs

Not every “top-rated” printer fits every organization. Usage patterns matter more than brand names.

Best Fit for Small Businesses

Small teams typically benefit from MFPs that emphasize:

• Lower monthly print volumes
• Predictable operating costs
• Simple cloud integration
• Minimal IT overhead

For these environments, reliability and service responsiveness often matter more than advanced finishing options.

Best Fit for Growing and Mid-Sized Teams

As organizations grow, printer requirements change:

• Higher duty cycles and faster throughput
• Department-level usage
• Advanced scanning and finishing
• Strong service-level agreements

At this stage, printer strategy becomes part of broader document and workflow management, not just office equipment.

Brand-Agnostic Evaluation: What to Look For (Not Who to Buy)

Rather than chasing a specific model or launch announcement, evaluate printers based on these criteria:

• Monthly duty cycle aligned with real usage
• Cost per page, including supplies and service
• Management and monitoring capabilities
• Integration ecosystem (Microsoft 365, DMS platforms)
• Vendor service model and response times

Major manufacturers — including Toshiba and others — offer strong options across these categories. The differentiator is how the device is deployed, managed, and supported over time.

Managed Print Services: Why Hardware Alone Isn’t Enough

Even the best printer becomes a liability if it’s unmanaged.

Managed Print Services (MPS) shift printers from reactive support to a predictable, proactive model by providing:

• Automated supply replenishment
• Proactive maintenance and monitoring
• Standardized security configurations
• Usage insights and cost controls

For many organizations, MPS is what actually turns a “top-rated printer” into a long-term win.