In today’s fast-paced business environment, the tools you choose directly influence the cost, efficiency, and output quality of your workflow. This is particularly evident when it comes to the printers and copiers that you rely on every day. For many businesses and organizations, a single-function printer may be sufficient, but for others, a multifunction printer (MFP) delivers the more advanced features needed to stay competitive.
At Rothwell Document Solutions, in this guide, we aim to help businesses cut through all the noise by comparing MFP vs single-function printers to identify which option best aligns with their goals. We will break down all potential upfront and recurring operating costs, while also comparing efficiency, workflow, and long-term considerations. Our comprehensive guide is here to help you make a well-informed decision based on your specific needs.
Defining the Players: Multifunction Printers (MFP) vs. Single-Function Printers
As the name implies, a single-function printer performs a single task: printing. These devices are compact, affordable, and simple to use, making them perfect for any office with minimal printing needs. The main drawback here is that these printers have very limited capabilities. They cannot scan, fax, or copy, which means that offices that choose these printers will either need to outsource these tasks elsewhere or buy and maintain separate devices.
A multifunction printer (MFP), also known as a multifunction copier, is an all-in-one device that combines printing, scanning, copying, and faxing all into a single platform. Modern MFPs also feature advanced capabilities, including cloud service integration, mobile device support, and compatibility with document management systems, which can significantly enhance workflow efficiency. While these devices require a much higher upfront investment, these advanced features can more than offset those costs in the long run.
The Decision Criteria: What Really Matters
When evaluating multifunction printer vs single-function printer options, there are six key factors that you should consider before making your final decision. These are:
Costs (initial, operational, and service costs)
Printer Efficiency (speed, reliability, uptime)
How Printers Affect Workflow Productivity
Integration and Business Document Management Capabilities
Scalability and Maintenance Needs
Future-Proofing as technology continues to evolve
Let's examine all of these key factors individually and see how they might affect your decision.
Cost of Ownership
When it comes to the initial investment, single-function printers are by far the more affordable option. A basic single-function printer will almost certainly come in at a fraction of the cost of an entry-level MFP. This makes single-function printers an attractive option for small businesses with limited printing needs. However, only considering the initial cost of purchasing the printer overlooks the many other factors that go into the broader costs of business printers over time. These include:
Consumables: Owning multiple single-function devices requires maintaining multiple sets of inks and toners.
Energy Usage: Operating several single-function devices will consume more electricity than operating one MFP.
Service and Parts: Having more devices means more maintenance calls, downtime, and replacement parts.
Space Utilization: Multiple devices will take up more space and potentially clutter your office.
An MFP combines all printing, scanning, copying, and faxing functions into one machine. While the upfront costs will be higher, if your business or organization prints, copies, and scans daily, an MFP will become the more cost-effective option over time.
Printer Efficiency, Productivity, and Workflow Comparison
Measuring how printers affect workflow productivity is more than just printed pages per minute. It’s how a printer can help tasks move more smoothly and efficiently through an office.
For example, with a single-function setup, an employee may have to print a report, then walk across the office to a separate scanner, and then walk to a third device to fax it. Each of these steps adds further delays. However, with an MFP, that same employee will be able to do all of those tasks at once with a single device.
MFPs also often come with workflow automation features that allow scans to be sent directly to your email inbox, shared to folders, converted to searchable PDFs, or uploaded to cloud systems automatically, reducing opportunities for human errors and accelerating workflow processes.
Integration, Document Management, and Security
Modern offices often require printers to be more than just stand-alone devices. MFPs have a number of unique advantages that address this, like compatibility with enterprise content management (ECM) systems, cloud storage, and collaboration tools. They may also feature advanced security measures like secure print release, as well as support for PINs, badges, and biometric logins to ensure sensitive documents never fall into the wrong hands.
Single-function printers typically lack all of these essential features, giving MFPs the clear advantage for businesses and organizations that value integration, document management, and security.
Scalability, Maintenance, and Support Considerations
As a business grows, its printing needs grow with it. While single-function printers can be added incrementally, this can create a patchwork of devices that becomes difficult to manage efficiently over time.
By contrast, MFPs are much more scalable. New features can always be added through firmware updates and integration with other digital tools. However, there is one trade-off to consider. If your single MFP breaks down, it could set your business capabilities back until the printer can come back online. This is why it is critically important to work with a reliable local service provider who will be able to respond quickly at any and all service and support needs.
Trends and Future Outlook
The most effective office printing solutions need to be able to shift and adapt as businesses continue to adopt new technologies. Cloud integration, AI, automation, and security measures all continue to grow in importance, making compatibility with all your office devices essential. Because of this, multifunction printers offer a much more future-proof platform that can continue to evolve with your business’s needs.
MFP vs Single-Function Printers: Conclusion
The debate between MFP vs. single-function printers isn’t simply about which device is better overall. It’s about finding the right office printing solutions to meet your specific needs. If your office has minimal printing needs and is on a tight budget, a single-function printer is most likely the better option. However, if you’re aiming to streamline workflows, reduce hidden costs, and position your office for growth, the benefits of multifunction printers almost certainly outweigh the higher initial investment.
Contact Rothwell Document Solutions Today
Are you struggling to find the right office printing solutions for your business? Contact Rothwell Document Solutions. We specialize in helping organizations navigate these tough decisions, ensuring that they make the right choice for their business. Whether you only need one single-function device or have more complicated printing needs, our team is always here to help. Contact us today and find the right document solutions for your workplace.