Introduction
If your office printer is causing more headaches than help, it might be time to upgrade to a smarter solution. Smart printers are revolutionizing how businesses handle documents, automating tasks, reducing human error, and integrating seamlessly with your digital workflows. In this article, we’ll explore six of the top smart printers that actually improve workflow efficiency, save you time, and even reduce environmental impact.
Ready to level up your business printing? Let’s dig into what makes smart printers such game changers.
Why Smart Printers Are a Game Changer
What Is a Smart Printer?
A smart printer goes beyond just printing documents. It connects wirelessly, integrates with cloud platforms, supports remote operations, and often comes equipped with intelligent features like auto-reordering toner or multi-layered security.
Key Benefits of Smart Printers
- Faster document processing
- Better security and user authentication
- Streamlined cloud access and app integrations
- Energy efficiency and eco-conscious design
- Remote monitoring and troubleshooting
For a breakdown of how smart technology is shaping the print industry, check out our post on technology trends.
Feature Checklist for Workflow-Boosting Printers
Connectivity Options
Smart printers support Wi-Fi, Ethernet, Bluetooth, and even NFC tap-to-print. Seamless connectivity reduces delays in document sharing and makes the device accessible from multiple points.
Cloud Integration & App Support
Smart printers sync with cloud storage like Google Drive, Dropbox, and OneDrive. You can scan and send files directly, or print from mobile apps—no PC required.
Print Speed & Volume Capacity
Speed matters. Look for pages-per-minute (PPM) ratings and high-yield toner compatibility. Smart printers optimize these features based on real-time usage patterns.
Security Features
Smart printers offer encrypted transmissions, PIN-based printing, and user authentication to prevent unauthorized access—an essential for businesses handling sensitive data.
Need smart solutions for your business? Explore our business printing services.
The 6 Best Smart Printers for Workflow Efficiency
1. HP Color LaserJet Enterprise Flow MFP M681f
Features
- 45 PPM color printing
- 8″ color touchscreen
- HP Sure Start for security
- Wireless direct and NFC
Pros
- Top-tier speed and print quality
- Advanced security
- High monthly duty cycle
Best For
Large businesses and corporate environments with high security needs.
—
2. Brother MFC-L8905CDW
Features
- 33 PPM color/mono
- Touchscreen with cloud access
- Duplex scanning and printing
- Low energy consumption
Pros
- Affordable and feature-rich
- Excellent for shared workgroups
Best For
Medium-sized businesses wanting efficiency without breaking the bank.
Check out our eco-friendly printing tips here: eco-friendly printing
—
3. Canon imageRUNNER ADVANCE DX C5840i
Features
- Intuitive UI with motion sensor
- Customizable workflows
- Cloud-ready
- Advanced scanning capabilities
Pros
- Great document management features
- Quiet and energy-efficient
Best For
Offices with heavy scanning and documentation workflows.
Also see our marketing materials for print design inspiration.
—
4. Epson WorkForce Pro WF-C5790
Features
- PrecisionCore printing tech
- 24 PPM color/mono
- Voice-activated printing via Alexa
Pros
- Small but powerful
- Lower cost per page
- Easy mobile printing
Best For
Small businesses or home offices looking to streamline operations.
Explore more small office tips at small business
—
5. Xerox VersaLink C405
Features
- Customizable touchscreen UI
- Apple AirPrint and Mopria supported
- Built-in security and user roles
Pros
- Enterprise-ready features
- Compact but powerful
- Secure cloud printing
Best For
Flexible workspaces and teams using mobile devices.
Dive deeper into modern printing.
—
6. Lexmark CX931dse
Features
- Ultra-fast 55 PPM
- Optical character recognition (OCR)
- Adaptive user interface
Pros
- Very fast and reliable
- Great for digitizing documents
Best For
High-volume users in finance, healthcare, and education sectors.
Check out related printer tips
How Smart Printers Improve Workflow Efficiency
Automating Repetitive Tasks
Why waste time manually scanning, filing, or emailing documents? Smart printers let you automate these tasks with just one tap. It’s like having a digital assistant at the print station.
Reducing Downtime and Errors
Smart printers offer predictive maintenance, alerting you before things go south. Many even auto-order toner—no more “surprise out-of-ink” moments.
Enabling Remote Work & Cloud Printing
Need to print from the other side of town? No problem. With cloud integration and remote apps, your office printer is always within reach.
Learn more from our printer software blog.
Eco-Friendly Printing and Smart Tech
Sustainability Meets Efficiency
Smart printers are often ENERGY STAR® certified and offer duplex printing by default. Less waste, lower energy bills.
Integrating Smart Printers with Eco-Friendly Printing Practices
Want to go green? Pair your smart printer with our eco-printer strategies and reduce your environmental impact.
Discover even more on green printing
Choosing the Right Printer for Your Business
Business Size and Needs
Don’t overbuy—or underbuy. Match the printer’s features with your daily document volume, employee count, and preferred integrations.
Cost vs. Value Over Time
Smart printers may cost more upfront, but the long-term savings in productivity, ink, and time are substantial.
Need help? Browse our printing services for custom guidance.
Conclusion
If your current printer is more of a bottleneck than a business tool, it’s time to consider an upgrade. Smart printers are built for the modern workspace: secure, connected, efficient, and even environmentally conscious. Whether you’re a startup or a corporate powerhouse, one of the six smart printers above can take your workflow from sluggish to seamless.
Want expert help setting up your perfect smart printer setup? Reach out through our homepage: Daffodils Printers
FAQs
- What makes a printer “smart”?
A smart printer connects to the cloud, automates tasks, offers security features, and integrates with apps or voice commands. - Are smart printers worth the cost?
Absolutely. They reduce downtime, streamline tasks, and can save money over time through automation and efficient ink use. - Which smart printer is best for small businesses?
The Epson WorkForce Pro WF-C5790 is compact, affordable, and highly efficient—perfect for small teams. - Can I use smart printers remotely?
Yes! Many models support remote printing via apps or cloud services like Google Drive and Dropbox. - How do smart printers reduce environmental impact?
They often include duplex printing, low energy consumption, and use high-yield cartridges to reduce waste. - Can smart printers handle high-volume printing?
Yes, models like the Lexmark CX931dse and HP Enterprise M681f are built for heavy-duty workloads. - Where can I learn more about modern printing tools and tips?
Explore the tools and tips sections of our blog!