Multifunction Printers vs Print-Only Devices: Which Is Best for Your Business?

Choosing between a multifunction printer (MFP) and a print-only device is a common decision for UK businesses reviewing their office technology. While both options can deliver reliable output, the right choice depends on your workflows, security requirements, and long-term cost strategy.

In this guide, we compare multifunction devices and single-function printers to help you determine which solution best supports your organisation.

What Is a Multifunction Printer (MFP)?

A multifunction printer — often called an MFP or all-in-one — combines several capabilities into one device, typically including:

• Printing

• Scanning

• Copying

• (Optional) faxing

• Document workflow integration

Modern MFPs are designed to act as document hubs rather than simple output devices. When deployed as part of a managed environment, they can significantly improve productivity and document control.

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Modern office printer in use

Modern office printer leased for business use

What Is a Print-Only Device?

A print-only printer performs a single function: producing printed documents. These devices are typically:

• Smaller

• Lower cost upfront

• Easier to deploy in large numbers

• Common in desktop or home office environments

They are often used where scanning and copying are handled elsewhere or not required.

Key Differences at a Glance

Feature	Multifunction Printer (MFP)	Print-Only Device
Functions	Print, scan, copy (and more)	Print only
Best for	Offices and shared environments	Individual users
Upfront cost	Higher	Lower
Workflow automation	Advanced	Limited
Security features	Typically stronger	Basic
Fleet consolidation	Excellent	Limited
Long-term efficiency	High	Variable

Leased printer control panel

Leased printer control panel showing operational status

When Multifunction Printers Are the Better Choice

For most modern organisations, MFPs deliver significantly more operational value.

1. Centralised Document Workflows

Multifunction devices allow teams to:

• Scan directly to email or cloud

• Automate document routing

• Digitise paper records

• Reduce manual handling

This is particularly valuable in sectors such as healthcare, legal, and education.

2. Lower Total Cost of Ownership

Although MFPs cost more initially, they often reduce overall spend by:

• Consolidating multiple devices

• Reducing maintenance overhead

• Cutting consumables usage

• Improving energy efficiency

When implemented through Managed Print Services, many organisations see measurable cost reductions.

3. Enhanced Security and Compliance

Modern MFP platforms support:

• Secure print release

• User authentication

• Audit trails

• Data encryption

For compliance-sensitive environments, this is a major advantage over basic print-only devices.

4. Better for Growing Businesses

If your organisation is expanding, MFPs provide:

• Scalability

• Workflow automation

• Better visibility of print usage

• Easier fleet management

They are typically the strategic choice for medium and large organisations.

When Print-Only Devices Still Make Sense

Despite the advantages of MFPs, single-function printers still have a place.

Desktop or Home Workers

For individual users who only need occasional printing, a small A4 printer can be cost-effective.

Low-Volume Environments

If your monthly print volumes are minimal and scanning is handled elsewhere, a print-only device may be sufficient.

Supplementary Devices

Some organisations use:

• Central MFPs for workflows

• Desktop printers for convenience

However, unmanaged desktop fleets can quickly increase costs and reduce visibility.

The Hidden Risk of Print-Only Fleets

One of the most common issues we see at MPS UK is printer sprawl — where businesses deploy many small print-only devices over time.

This often leads to:

• Higher consumables costs

• Poor visibility of usage

• Increased IT support tickets

• Security gaps

• Inconsistent user experience

This is why many UK organisations move towards a consolidated MFP strategy supported by Printer Leasing and managed services.

Which Option Is Best for Your Business?

As a general rule:

Choose multifunction printers if you:

• Have multiple users

• Scan or copy regularly

• Need secure printing

• Want to reduce fleet complexity

• Are focused on long-term efficiency

Consider print-only devices if you:

• Have very low print volumes

• Need a simple desktop solution

• Operate a home or micro office

• Already have central scanning workflows

• 
  

How MPS UK Helps You Choose

At MPS UK, we take a consultative approach. Rather than recommending one device type for every client, we:

• Audit your current print environment

• Analyse usage patterns

• Identify cost inefficiencies

• Design the optimal device mix

• Provide proactive ongoing support

Because we work with leading manufacturers, you receive unbiased recommendations tailored to your operational needs.

Need Expert Advice on Your Print Fleet?

If you’re reviewing whether multifunction or print-only devices are right for your organisation, our specialists can help you make a data-driven decision.

Browse our Business Print Devices Catalogue

Explore our Managed Print Services

Or contact MPS UK for a free print assessment

FAQ: Multifunction vs Print-Only Printers

Are multifunction printers more expensive to run?

Not usually. While the upfront cost is higher, MFPs often reduce total cost of ownership through device consolidation and better management.

Do small businesses need multifunction printers?

Many do. Even small teams benefit from integrated scanning, copying and secure printing — especially as document workflows become more digital.

Are print-only devices less secure?

Typically yes. Enterprise MFPs generally include more advanced security features such as user authentication and secure release.

Can you mix MFPs and print-only devices in one fleet?

Yes — and this is often the optimal approach when designed through a managed print strategy.