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We get it, just about everything today has gone digital. QR codes at restaurants, digital invoices, e-signatures, cloud storage... even your grandma has probably learned how to use Google Docs.
So, with all this tech at our fingertips, do businesses really still need a printer?
Spoiler alert: Yes. And not just as a backup option.
We’ve spent over 35 years helping businesses of all shapes and sizes, from local schools to law offices and hospitals, get the right printer setup for their needs. And what we’ve learned is that even the most tech-forward teams still run into scenarios where having a solid, reliable printer saves time, money, and a whole lot of headaches.
Let’s break down four real-world reasons why your business still needs a printer—and why it might be one of the smartest investments you make this year.
1. Technology Fails. Paper Doesn’t.
Technology is amazing, until it isn’t.
Servers crash. Emails go missing. Files get corrupted or accidentally deleted. And yes, cyberattacks happen, even to small businesses. One wrong click and that cloud-based storage system you trusted with all your critical data could go dark.
That’s why hard copies of mission-critical documents are still essential.
Here are a few things you probably don’t want to leave solely in the hands of tech:
- Signed contracts and agreements
- Payroll documents or employee records
- Medical records or legal files
- Financial documents for audits
Think of printing as your business continuity backup plan. You don’t need to print everything, but for the stuff that really matters? Having a physical copy ensures you’re covered, even if the Wi-Fi isn’t.
2. Not Everyone's Gone Paperless (And That’s Okay)
Sure, your team might have completely gone paperless and live on Slack and Google Drive, but not every customer, partner, or vendor does.
We all know that one client who still prefers to fax things. Or that colleague who insists on printing everything out before a meeting “just in case.” You might even work with government agencies, courts, or healthcare providers who require physical documentation due to compliance or security protocols.
And then there’s personal preference. Some people just retain information better from paper.
For example:
- Students printing out study materials
- Legal teams reviewing multi-page case files
- Customers signing documents in-person
If you’re working with people (not just screens), having a reliable printer shows that your business is accessible and adaptable, two things that matter a lot when you’re building trust.
3. Eventually, You’ll Need to Print Something
No matter how “paperless” your workflow is, sooner or later you’ll need to print.
Think about:
- Job applications or onboarding forms
- Contracts that require signatures
- Reports or marketing materials for meetings
- Invoices, mailing labels, or tax documents
If you don’t have a printer, you’re either:
- Wasting time outsourcing it, or
- Driving across town to Staples
Neither option is efficient.
Investing in a multifunction printer (MFP) lets you print, copy, scan, and even fax, all from your office, on your schedule. Bonus: You’ll save a ton compared to retail print shops.
Need help figuring out what kind of printer you actually need?
Check out our Product Configurator to filter by features, print speed, and budget.
4. Going Digital Still Requires Printing Equipment
Let’s say your business is going all-in on digitization. Great! But guess what?
You’ll still need a printer.
Why? Because a big part of going digital involves converting paper to digital. And that means scanning.
The good news is that most MFPs (like the ones we offer) can do both. Even better news? Today’s printers come equipped with powerful document workflow apps that can scan, route, and store your documents directly into cloud platforms like Dropbox, Google Drive, or Microsoft OneDrive. You can even automate repetitive scanning tasks or trigger secure email delivery.
And if you're managing sensitive info (think medical records or legal documents), many printers now also include auto-redaction and user authentication features to protect your data.
Want to see how your printer can do more than just print?
Check out: 6 Xerox Apps That Turn Your Office Printer Into a Productivity Powerhouse
Not familiar with the world of print apps? Don’t worry, here’s an honest look at the Pros and Cons of Printer Apps to help you understand what’s worth using.
Plus, by connecting your physical documents to digital workflows, your team can retrieve, edit, or store files quickly, whether they’re in the office or working remotely.
Enhance Your Digital Document Strategy
Once your documents are digitized, where do they go?
That’s where having a cloud-ready document strategy comes into play. A printer that’s compatible with cloud platforms allows your staff to scan, access, and route documents directly to a secure, centralized location. This helps reduce clutter, boost collaboration, and keep everything organized.
Want to see how to modernize your paper-to-digital workflow?
Read: Is Your Document Strategy Cloud Ready?
What About Sustainability?
We hear this question a lot: “Isn’t printing bad for the environment?”
Fair concern, but today’s printers are smarter and greener than ever. Energy-efficient models, toner recycling programs, and built-in usage tracking tools all help reduce waste and improve sustainability.
In fact, many businesses use printing tools to monitor and reduce their paper usage, not increase it.
Want to go greener? You can even set defaults like duplex printing (double-sided) and black-and-white to reduce costs and cut down on unnecessary prints.
Discover practical tips and strategies on how to make your printing habits more eco-friendly. Read: 5 Steps to Sustainable Printing.
Why Businesses Still Rely on Printers
Here’s the bottom line: printers remain a vital part of doing business, even in a tech-heavy world.
Whether you’re a law office that needs signed documents, a healthcare provider managing paper charts, or a school that prints handouts daily, having a dedicated printer saves time, money, and hassle. You don’t need to print everything, but when you do, you’ll be glad you invested in the right equipment.
And if you’re working in a hybrid workspace, having a physical printer still provides value. Employees may be remote, but they often still need to print contracts, scan IDs, or handle paper-based processes that aren't fully digital.
Many modern printers now support secure remote printing, allowing employees to send a document to the office printer and release it securely when they arrive. Others integrate with mobile apps for easier access.
Curious how printing fits into flexible work environments? Check out: Where Does Printing Fit in a Hybrid Workspace?
Ready to Find the Right Printer for Your Business?
If you’re considering investing in a printer but aren’t sure where to start, we’ve got you.
Use our Product Configurator to compare models with smart apps, cloud connectivity, and secure printing options.
Or, Request a Quote and one of our printer experts will help you find the perfect fit.
Still in research mode? Download our Free Guide to Buying or Leasing a Business Printer, it’s packed with insights on cost, features, and what to look for in your next machine.
Your Business Is Too Important to Leave Without a Printer
In today’s fast-paced world, flexibility is key. Having your own printer gives your business the freedom to meet customer needs, support your team, and stay productive, whether online or off.
You don’t need to print everything. But when it matters, you’ll be glad you’re prepared.
