Best Printer for Nonprofits 2026: NGO & Charity Guide
Budget-friendly printers with low running costs for grant applications, fundraising materials, and donor communications.
Quick Answer: Best Printer for Nonprofits 2026
The Epson EcoTank ET-15000 is our top pick for nonprofits - it costs under $0.01 per B&W page, includes 2 years of ink in the box, prints up to 11x17 for grants and posters, and has reliable WiFi connectivity. The higher upfront cost saves thousands in ink over its lifetime.
View on AmazonTechSoup Nonprofit Discounts
Registered 501(c)(3) organizations can get 50-90% off printers through TechSoup. HP, Canon, Brother, and Epson all participate. Check eligibility at techsoup.org before purchasing at retail prices.
Table of Contents
What Nonprofits Need in a Printer
Low Cost Per Page
- Every dollar counts - minimize ink/toner costs
- Ink tank systems under $0.01/page B&W
- Avoid cartridge printers with high per-page costs
- Consider total cost of ownership, not just purchase price
Versatility
- Grant applications (often 50+ pages)
- Donor letters and thank-you cards
- Fundraising flyers and event materials
- Program reports with color charts
Reliability
- Deadline-critical grant submissions
- Event materials needed on time
- Minimal maintenance for small staff
- Long-lasting construction
Multi-Function
- Scanning for digital archives
- Copy function for volunteer handouts
- Fax for grant submissions (still required by some)
- ADF for multi-page document scanning
Our Top 5 Printers for Nonprofits 2026
Epson EcoTank ET-15000
Wide-format ink tank all-in-one
Key Features:
- Up to 11x17 printing (grants, posters)
- 2 years of ink included in box
- Auto-duplex printing saves paper
- 35-page ADF for scanning
- WiFi, Ethernet, USB connectivity
Best For:
- Grant applications
- Fundraising materials
- Program reports
- Event posters (11x17)
Canon MAXIFY GX7021
MegaTank business all-in-one
Key Features:
- 600-sheet dual paper trays
- Fast 24 ppm printing
- Fax capability included
- 50-sheet ADF
- Pigment-based inks (water-resistant)
Best For:
- Busy nonprofit offices
- High-volume donor mailings
- Grant fax submissions
- Multiple staff users
Epson EcoTank ET-2850
Compact ink tank all-in-one
Key Features:
- Lowest upfront cost ink tank
- 2 years of ink included
- Auto-duplex printing
- WiFi and WiFi Direct
- Compact footprint
Best For:
- Small nonprofits
- Limited budgets
- Light-medium volume
- Home offices
Brother MFC-L2750DW
Monochrome laser all-in-one
Key Features:
- Fast 36 ppm printing
- Toner won't dry out
- Fax, scan, copy included
- 50-sheet ADF
- NFC tap-to-print
Best For:
- Text-heavy documents
- Grant applications (B&W)
- Contracts and forms
- Infrequent printing (toner lasts)
Brother MFC-L8900CDW
Color laser workgroup printer
Key Features:
- 33 ppm color and B&W
- 50,000 page monthly duty cycle
- Super high-yield toner available
- Secure print with PIN release
- Enterprise-grade networking
Best For:
- Larger nonprofit offices
- Color fundraising materials
- High-volume printing
- Multi-department use
Comparison Chart
| Printer | Type | Cost/Page | Speed | Price | Best For |
|---|---|---|---|---|---|
| Epson ET-15000 | Ink Tank | $0.004 B&W | 17 ppm | $550 | Overall best |
| Canon GX7021 | Ink Tank | $0.006 B&W | 24 ppm | $549 | Busy offices |
| Epson ET-2850 | Ink Tank | $0.004 B&W | 10 ppm | $280 | Budget |
| Brother L2750DW | Laser | $0.02 B&W | 36 ppm | $320 | Speed |
| Brother L8900CDW | Color Laser | $0.03 color | 33 ppm | $700 | High volume |
Cost Saving Strategies for Nonprofits
Choose Ink Tank or High-Yield Toner
Ink tank printers (EcoTank, MegaTank) cost 10-20x less per page than cartridge printers. The higher upfront cost pays for itself within months of typical nonprofit printing.
Default to Duplex (Two-Sided) Printing
Set duplex as the default in printer settings. This cuts paper use by 50% with no loss of functionality for internal documents.
Use Draft Mode for Internal Documents
Reserve high-quality printing for donor-facing materials. Draft mode uses 50-70% less ink and is perfectly readable for internal use.
Consider Compatible Ink/Toner
Third-party compatible supplies can cost 50-80% less. Quality varies - test before committing to a supplier. Note: this may void warranty on some printers.
Go Digital When Possible
Email donor updates, use e-signatures for forms, share meeting materials digitally. Reserve printing for items that truly need to be physical.
5-Year Cost Comparison (5,000 pages/month)
Cartridge Inkjet
$200 printer + $15,000 ink
= $15,200 total
Ink Tank (EcoTank)
$550 printer + $600 ink
= $1,150 total
Mono Laser
$320 printer + $3,600 toner
= $3,920 total
Nonprofit Discount Programs
TechSoup
The primary resource for nonprofit technology discounts. Offers 50-90% off printers, computers, and software from major manufacturers.
- Eligibility: 501(c)(3) organizations, libraries, public schools
- Brands: HP, Canon, Brother, Epson, Lexmark
- Process: Register at techsoup.org, verify nonprofit status, browse catalog
HP Nonprofit Program
Direct discounts on HP printers and supplies through HP's nonprofit store.
- 5-20% off most products
- Additional savings on supplies
- Volume discounts available
Brother Authorized Nonprofit Resellers
Brother works with authorized resellers who offer nonprofit pricing.
- Contact Brother directly for referrals
- Volume licensing for larger organizations
Amazon Business
While not nonprofit-specific, Amazon Business offers tax exemption and bulk discounts that benefit organizations.
- Tax-exempt purchasing
- Quantity discounts on supplies
- Business Prime for free shipping
Frequently Asked Questions
What printer is best for nonprofit organizations?
Ink tank printers like the Epson EcoTank ET-15000 or Canon MAXIFY GX7021 are ideal for nonprofits. They have extremely low cost per page (under $0.01 for B&W), high-yield ink bottles instead of expensive cartridges, and minimal maintenance. The higher upfront cost is offset by massive ink savings.
Do nonprofits get discounts on printers?
Yes! TechSoup offers significant discounts (50-90% off) on printers and office equipment for registered 501(c)(3) organizations. HP, Canon, Brother, and Epson all participate. You'll need your EIN and proof of nonprofit status. Also check manufacturer education/nonprofit programs directly.
How can nonprofits reduce printing costs?
Key strategies: 1) Use ink tank or high-yield toner printers, 2) Print in draft mode for internal documents, 3) Default to duplex (two-sided) printing, 4) Use compatible/remanufactured ink when possible, 5) Go digital for donor communications when appropriate, 6) Take advantage of TechSoup and manufacturer nonprofit discounts.
Should nonprofits use inkjet or laser printers?
For most nonprofits, ink tank inkjets (EcoTank, MegaTank) offer the lowest cost per page and handle both text and color graphics well. Laser is better if you print primarily black text, print infrequently (toner won't dry out), or need maximum speed. Avoid traditional cartridge inkjets - the ongoing ink cost is too high.
Do we need 11x17 printing capability?
11x17 (tabloid) is useful for: grant applications with attachments, event posters, and program schedules. Many foundations still require printed grant packages. If you regularly apply for grants or create promotional materials, the ET-15000's wide-format capability is worth the extra cost.
Our Final Recommendation
For most nonprofits, the Epson EcoTank ET-15000 offers the best combination of low running costs, versatility (up to 11x17), and reliability. Its sub-penny cost per page means more of your budget goes to your mission instead of office supplies.
Before purchasing at retail, check TechSoup for potential discounts of 50% or more. Every dollar saved on equipment is a dollar that can serve your community.