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Most small businesses need dependable ways to coordinate work, manage money, follow up with customers, accept payments, protect accounts and recover important data. Those needs fit into six technology categories—but they are not a universal shopping list, and they do not require six separate subscriptions. Choose tools around your workflow, staff, budget and risks, then make sure they work together.
How to choose a small-business tech stack
Start with the work that is currently hard to manage: scattered files, late invoices, missed customer follow-ups, payment reconciliation or uncertainty about whether important data can be restored. Add a tool when it solves a real operational problem, not simply because it appears on a checklist. Shopify’s overview similarly notes that the right technology depends on a business’s goals, size and budget (Shopify’s small-business technology overview).
Before choosing a product, consider how many people need access, what permissions they require, whether it connects to existing accounting or payment workflows, what security and recovery controls it offers, whether it supports the jurisdictions where you operate, and how much time it takes to administer. Confirm current pricing and requirements with vendors and relevant professionals; the available guidance does not establish a universally suitable product, price or compliance fit.
1. Productivity and team collaboration
Business email, calendars, shared documents, file storage and team communication help people coordinate without relying on scattered personal accounts. The useful distinction is not simply cloud versus local: the business needs clear ownership of accounts, appropriate permissions and a way to remove access when someone changes roles or leaves.
#1 Best Overall
- BEST FOR SMALL BUSINESSES – Engineered for extraordinary productivity, the Brother DCP-L2640DW Monochrome (Black & White) 3-in-1 combines laser printer, scanner, copier in one compact footprint and delivers high-quality black & white prints
- FAST PRINTER WITH EFFICIENT SCANNING – Produces documents quickly with print speeds up to 36 ppm(2) and scan speeds up to 23.6/7.9 ipm(3) (black/color). A 50-page auto document feeder(4) allows for convenient, time saving multi-page scanning and copying
- FLEXIBLE CONNECTION OPTIONS – Easily navigate the changing demands of your business with secure multi-device connectivity via built-in dual-band wireless (2.4GHz / 5GHz) and Ethernet. Or connect locally to a single computer via USB interface
- BROTHER MOBILE CONNECT APP – Print, scan, and manage your wireless printer anytime, from almost anywhere from your mobile device. Order Brother Genuine Supplies, track toner usage, and complete more work on-the-go(5)
- CHOOSE BROTHER GENUINE TONER – When it’s time to replace your toner, be sure to choose Brother Genuine TN830 or TN830XL replacement toner. And with Refresh EZ Print Subscription Service, you’ll never worry about running out of toner again and you’ll enjoy savings of up to 50%(6) on Brother Genuine Toner. Get started with Refresh today with a Free Trial(1)
The U.S. Small Business Administration recommends monitoring cloud service accounts, assigning administrators for cloud storage and collaboration tools, and reviewing user permissions in its cybersecurity guidance. Keep business files and identities under business-controlled accounts, and avoid giving every user administrative privileges by default.
2. Accounting and payroll
Accounting tools help organize income, expenses and financial records; payroll systems can support the workflow of paying employees and maintaining payroll records. The right setup depends on the business’s size, staffing model and local obligations. Before adopting a system, check whether it supports the jurisdictions in which the business operates and whether its workflow meets the needs of your accountant, payroll professional or other adviser.
Rank #2
- FROM AMERICA'S MOST TRUSTED PRINTER BRAND – The OfficeJet Pro 8125 is perfect for home offices printing professional-quality color documents like business documents, reports, presentations and flyers. Print speeds up to 20 ppm black, 10 ppm color.
- 3 MONTH TRIAL OF INSTANT INK INCLUDED – Subscribe to the Instant Ink delivery service to get ink delivered directly to your door before you run out, and you save up to 50% on ink; after 3 months, a monthly fee applies unless cancelled
- KEY FEATURES – Fast color printing, scan, copy, auto 2-sided printing, auto document feeder, and a 225-sheet input tray
- 2.7-INCH TOUCHSCREEN – Quickly navigate your printer with a large color touchscreen and a phone-like user interface
- WIRELESS PRINTING – Stay connected with our most reliable dual-band Wi-Fi, which automatically detects and resolves connection issues
Do not assume a tool’s availability means it handles every tax, employment or reporting requirement relevant to your business. Confirm those requirements with qualified professionals and the applicable authorities.
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Scan for outdated or missing drivers - takes under a minuteDriver Scan →Clear out junk files and repair common Windows errorsFree Scan →3. Customer relationship management
A customer relationship management (CRM) system organizes customer and prospect records, interactions and follow-up tasks. It becomes useful when names, conversations and next steps are spread across inboxes, spreadsheets or individual employees’ memories, making it difficult to see who needs a reply.
Rank #3
- BEST FOR SMALL OFFICES – Combining space-saving efficiency and premium monochrome (black & white) print quality with affordability, the Brother MFC-L2820DW delivers dynamic laser print, copy, scan, and fax multi-functionality in a compact footprint
- EFFICIENT PRINTING & SCANNING – Produces black & white documents quickly with print speeds up to 36 ppm(2) and scan speeds up to 23.6/7.9 ipm(3) (bk/cl). A 50-page auto document feeder(4) allows for convenient, time saving multi-page copy, scan, and fax
- FLEXIBLE CONNECTION OPTIONS – Securely connect to multiple devices with built-in dual-band wireless (2.4GHz / 5GHz), Ethernet, or connect locally to a single computer via USB interface
- 2.7" TOUCHSCREEN – The intuitive 2.7” touchscreen enables effortless navigation with the added ability to print-from and scan-to popular Cloud-based apps such as Google Drive, Dropbox, Evernote, OneNote, and more(5)
- BROTHER MOBILE CONNECT APP – Print, scan, and manage your wireless printer anytime, from almost anywhere from your mobile device. Order Brother Genuine Supplies, track toner usage, and complete more work on-the-go(6)
For a solo operator with a manageable number of active customers, a simple, consistently maintained record may be enough. A growing sales pipeline or team handoffs can make a dedicated CRM more valuable. Choose based on the information you need to track, the way staff follow up, access controls and connections to your existing tools—not on an assumed increase in sales.
4. Payment processing
Payment processing lets customers pay and can connect transactions to business records. Compare systems against the ways customers actually pay, the records the business needs, fraud controls, user access, integration with accounting and the time required to reconcile transactions. Review the applicable bank or processor agreements: the SBA notes that businesses may have security obligations under those agreements and advises using secure payment processing (SBA cybersecurity guidance).
Rank #4
- Professional Performance: Dominate your business printing with this Brother Genuine color laser printer delivering exceptional print speeds up to 19 ppm and stunning laser-quality output that makes your documents stand out from the competition
- Advanced Connectivity: Take command of your workflow with dual-band wireless networking (2.4GHz/5GHz), Wi-Fi Direct, and USB 2.0 interface, enabling multiple users to connect and print seamlessly from any device in your office
- Productivity Powerhouse: Maximize efficiency with the 50-sheet auto document feeder, 250-sheet adjustable paper tray, and automatic duplex printing, ensuring uninterrupted performance for your demanding business needs
- Smart Integration: Transform your workflow with the intuitive 3.5" color touchscreen featuring 48 customizable shortcuts and direct access to popular cloud services including Google Drive, Dropbox, and OneNote for seamless document management
- Mobile Command Center: Leverage the power of mobile printing with remote access capabilities, toner level monitoring, and complete printer management directly from your mobile device through the exclusive companion app
Do not choose on headline cost alone. Verify the current terms and charges directly with providers, and understand which security responsibilities remain with the business.
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5. Cybersecurity
Cybersecurity is ongoing work, not a product that makes a business secure by itself. NIST’s small-business basics recommend practices including multifactor authentication (MFA), strong passwords, backups, updated antivirus software and software patching (NIST Cybersecurity Basics). The FTC’s small-business guidance also explains the NIST Cybersecurity Framework 2.0, organized around Govern, Identify, Protect, Detect, Respond and Recover (FTC small-business cybersecurity guidance).
Best Value
- Monochrome, Wireless, Duplex 4-in-1: Print, scan, copy, fax.
- Fast Print Speeds: Print up to 37 pages per minute and spend less time waiting with a quick first print time of approximately 5 seconds.
- Easy Wireless Setup: Setup your wireless connection and get up and running in just a few steps2
- 5-inch Color Touchscreen: Get the job done quickly with Application Library - an intuitive and easy to use customizable access to the features you use most.
- Mobile Device Printing: Print from your compatible mobile devices using the free Canon PRINT app, Apple AirPrint and Mopria Print Service.
- Turn on MFA where available, especially for email, financial systems and administrator accounts.
- Use unique, strong passwords and restrict access to what each person needs.
- Install software and security updates, and keep security software current.
- Know who is responsible for administering accounts and responding if access is compromised.
These habits work across the other categories: collaboration accounts, payment systems, customer records and backups all depend on controlled access.
6. Backup and recovery
File syncing and shared storage help people access current documents, but they do not by themselves establish that an older, recoverable copy exists. A backup routine should preserve important data in a form the business can restore, and someone should periodically test that recovery process.
The FTC advises businesses to “Make it a habit to back up important files regularly” and gives cloud storage or an external hard drive as possible destinations (FTC guidance). NIST likewise advises protecting and testing backups (NIST Cybersecurity Basics). An external hard drive for backups may suit some workflows; match capacity and compatibility to the devices and data involved, and do not treat one drive as a complete recovery plan.
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1Fix the driver behind crashes, sound loss and screen glitches2Repair Windows errors before they cause bigger problems3Scan for outdated or missing drivers - takes under a minuteMake the six categories work together
A useful stack reduces duplicate entry and unclear ownership. For example, payment records may need to feed accounting, while customer details and follow-up tasks belong in a CRM. Shared files need managed access, and the business’s recovery plan should cover the records it depends on—not just the documents easiest to copy.
- Solo service business: Start with business email and file organization, accounting, a payment workflow and account security. Add a CRM when manual follow-up becomes unreliable.
- Small retail business: Prioritize checkout and payment security, accounting reconciliation, controlled staff access and recovery of essential transaction records.
- Growing team: Formalize collaboration permissions, account administration, customer handoffs and tested backup procedures as more people depend on shared systems.
These are prioritization examples, not fixed bundles. Reassess when staffing, transaction volume, customer follow-up or recovery needs change.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
