Laser Versus Inkjet Printers: What's Best for Your Business

If you're deciding between laser vs. inkjet printers for your business, you're not alone. Many organizations start by grabbing an inexpensive inkjet printer from a big box retailer because the upfront price feels safe. But when you dig a little deeper, that low-cost device often becomes the most expensive piece of office equipment you own. This guide breaks down the numbers, the real print costs, maintenance expectations, device lifespan and long-term value so you can make the right choice for your office.

By the end, you'll have a clear, confident path forward and a downloadable Print Like a Boss Checklist to help you find the right devices for your business success.

Why Choosing the Right Print Technology Matters

At first glance, choosing between laser vs. inkjet printers seems simple. Inkjet printers cost less up front. Laser printers cost more. Case closed...right?

Not exactly.

What matters most is the total cost of ownership, which includes everything you pay over the life of the device. That includes supplies, service, downtime, speed and how well your printer supports your real-world workflows. Many businesses discover the hard way that the $79.99 inkjet printer they bought online becomes a long-term budget drain.

This blog breaks down the true costs and use cases so you can make an informed decision that protects your budget and helps your team stay productive. We'll compare:

• Actual cost-per-page averages
• Monthly and annual print costs
• Maintenance and service expectations
• Device lifespan and reliability
• Speed, print quality and workflow convenience
• The value of consolidating desktop inkjets into a stronger laser MFP

Let's take an objective look at both options and see which device is truly the best investment for your business.

The Real-World Scenario Most Offices Face

Let's start with the common path many businesses take.

Someone needs to print, scan or copy at their desk. It feels inconvenient to walk down the hallway. You go online and order a low-cost inkjet all-in-one. It arrives the next day, and everyone's happy.

But let's run the math.

Your Print Environment Example

Let's use some easy numbers:

• 2,000 prints per month
• 30% of those prints are color
• One device sitting on someone's desk for convenience

Now compare that to the alternative: a business-grade laser multifunction printer (MFP) that replaces multiple desktop inkjets.

Cost-Per-Print Reality Check

Industry averages show:

• Average inkjet cost-per-print: $0.165
• Average laser cost-per print: $0.022

That difference is shocking when you multiply it out.

Laser vs. Inkjet Printers: Cost Comparison Over 60 Months

To understand the real cost difference, here is a side-by-side breakdown using industry averages.

The Inkjet All-In-One (Retail)

• Initial cost: $79.99
• Cost-per-print: $0.165
• Monthly print cost (2,000 prints): $330.00
• One-year cost: $3,973.99
• Total cost over 60 months: $19,869.99

The Laser MFP (Business Class)

• Initial cost: $6,000
• Cost-per-print: $0.022
• Monthly print cost (2,000 prints): $44.00
• One-year cost: $1,728.00
• Total cost over 60 months: $8,640.00

Total Cost Difference Over 5 Years:

You spend $11,229.99 MORE using the "cheap" inkjet option.

And that's only comparing one inkjet device against one laser MFP.

Most offices have dozens of desktop inkjet printers scattered around, quietly draining budgets every month. When Fraser analyzes print environments, we often find companies overspending by 20% to 40% simply because no one has reviewed their print fleet.

Why Inkjet Printers Look Affordable, But Aren't

Inkjet printers are attractive because:

• They're cheap to buy
• They're compact
• They feel convenient
• They appear to solve an immediate need

But here's the truth: inkjet devices are designed for home use, not business use.

They're built for low volume, occasional color printing. For businesses producing thousands of pages a month, those ink costs add up quickly.

Hidden inkjet costs include:

• High cost of color ink
• Frequent cartridge replacements
• Disposable printheads
• Lack of service support
• Poor durability under heavy use
• Downtime when the device breaks (no, there's no tech to repair it)

The inkjet printer might cost $79.99 today, but over five years, it becomes a nearly $20,000 liability for the average office that prints 2,000 pages per month.

Why Laser Printers Deliver Better Long-Term Value

Laser printers use toner instead of liquid ink. That difference alone dramatically reduces operating costs and improves reliability.

Laser Printers Benefit Businesses Because They Offer:

• Lower cost-per-print
• Faster print speeds
• Stronger duty cycles
• Longer device lifespan
• Reliable performance under heavy volume
• Sharper text and better professional-quality output
• Higher monthly print capacity
• Optional finishing features (stapling, hole-punching, booklet making)
• Seamless scan-to-email and scan-to-cloud features
• The ability to consolidate multiple desktop printers

Laser printers also integrate better with business software, like:

• Google Workspace
• Microsoft 365
• Document management systems
• Print management platforms like PaperCut

Inkjet devices generally cannot support these environments at a business scale.

Speed and Productivity Differences

Speed matters more than most teams realize. When printers slow down or jam, bottlenecks show up in workflows.

Typical Print Speeds

• Inkjet all-in-one: 5-10 pages per minute
• Laser MFP: 30-80 pages per minute

That's a dramatic difference.

Scanning Matters Too

A laser MFP can often scan:

• Up to 100+ images per minute
• With dual-head scanners
• While auto-correcting skew, orientation and color

Inkjet devices usually scan at around five pages per minute and often require lifting a lid and scanning one sheet at a time.

For HR packets, invoices, contracts, compliance documents and customer-facing materials, a fast scanner isn't optional. It's essential.

Reliability and Device Lifespan

Businesses with several inkjet printers often experience frustration from:

• Constant jams
• Ink smearing
• Printhead cleaning cycles
• Firmware updates
• Error codes
• Dry cartridges
• Unpredictable hardware failures

Because inkjet devices aren't designed for sustained business use, they typically last just 1-3 years.

Laser printers and MFPs are engineered for durability. A business-class laser device is designed to last 5-8 years under heavy use, especially with a maintenance agreement.

Maintenance, Service and Support: The Hidden Difference That Matters Most

Here's where the most significant gap exists between laser and inkjet printers.

When you buy an inkjet all-in-one from a retailer, you lose the following:

• Technician support
• Preventive maintenance
• Proactive monitoring
• Guaranteed toner delivery
• Loaner devices
• Service Level Agreements

When the device stops working, your options are:

1. Try to troubleshoot it yourself
2. Call the manufacturer (and wait)
3. Replace it
4. Live with downtime

Now compare that to a business-class MFP purchased or leased through Fraser.

You get:

• Our Triple A Platinum-rated service team
• Proactive remote monitoring
• Automatic toner replenishment
• Fast technician response times
• Complete parts and labor included
• Preventive maintenance
• Professional installation and training
• Firmware and security updates
• A dedicated local support team

These service advantages impact downtime, productivity and cost control - three things that matter to every business.

Consolidating Multiple Inkjet Printers Saves Even More Money

The cost math becomes even clearer when you replace several desktop inkjets with one centrally located laser MFP.

Benefits of Consolidation Include:

• Lower supply costs
• Better security control
• Consistent print quality
• Less time spent troubleshooting
• Centralized scanning workflows
• Fewer service calls
• Lower IT workload
• Fewer surprise purchases on company credit cards
• Better tracking of printer usage
• Improved document management

Most companies underestimate the number of inkjet devices they have. When Fraser performs a Managed Print Assessment, we often find:

• Desktop printers in cubicles
• Old devices in storage
• Backup printers under desks
• Ink purchases hidden in multiple budget lines
• Multiple brands and models creating chaos for IT

Replacing 5-10 of these devices with one laser MFP leads to significant savings of 20% to 40%

Laser vs. Inkjet Comparison: The Key Differences That Matter to Businesses

Below is a summary table comparing laser and inkjet devices based on the criteria most important to office managers and IT decision makers.

For 99% of businesses printing 500+ pages per month, a laser device is the smarter, long-term investment.

When Inkjet Printers Still Make Sense for Businesses

Inkjet devices do still have a place in specific scenarios.

Inkjet May Be Appropriate If:

• You print fewer than 200 pages per month
• You need photo-quality color for specific jobs
• You are ok with replacing cartridges frequently
• You don't need advanced business features
• The device is used occasionally and is not mission-critical

High-end professional inkjet devices designed for photo studios or graphics departments are also different from low-cost retail inkjets. Those devices serve niche needs, but they're not ideal for general office printing.

When Laser Printers Are Clearly the Better Choice

Laser printers shine when your business needs:

• Affordable color printing
• High-volume output
• Long-term cost control
• Fast printing and scanning
• Secure workflows
• Integration with cloud platforms
• Consistent uptime
• A long lifespan
• Predictable budgeting with service agreements

If your organization prints thousands of pages each month or needs reliable hardware that supports daily operations, a laser MFP is the right choice.

Fraser's Consultative Approach to Choosing the Right Printer

Many companies don't know how much they actually spend on printing, especially when costs are spread across credit cards, supply purchases and IT support time.

Fraser Advanced Information Systems takes a service-first approach to help you choose the right device based on:

• Your real print volumes
• Your color vs. black and white mix
• Your team's workflows
• Office layout and convenience needs
• Security and compliance requirements
• Your long-term budget
• Opportunities to consolidate devices
• Integration with your existing platforms
• Ongoing support expectations

We don't simply recommend a device. We help you understand:

• The total cost of ownership
• How to eliminate hidden printing costs
• Where your printing bottlenecks occur
• How to simplify your fleet
• Which devices will support you for years to come

Our goal is always to match the right technology to the right environment, and not just sell equipment.

The Cheapest Printer is Rarely the Least Expensive Over Time

Inkjet printers appear budget-friendly at first, but for most businesses, they become the most expensive option in the long term. Laser printers deliver the best combination of speed, reliability, print quality and low cost-per-print. When paired with a Fraser service plan, they keep your business running smoothly.

If you're preparing to purchase or lease a new device, take a few minutes to check out our Print Like a Boss Checklist. It empowers you to find your ideal device and dealer by just answering a few questions. Making the best decision that drives your business forward is the ultimate goal. We can help you do just that.