Choosing the best multifunction printer (MFP) for a New Zealand business involves more than comparing print speeds, paper capacity and hardware prices.

For mid-sized and enterprise organisations, an MFP is a connected business endpoint that can handle printing, scanning, copying, document workflows and, depending on the configuration, cloud services and user authentication. The right choice can therefore affect IT security, employee productivity, document workflows, compliance, operating costs and business continuity.

For New Zealand businesses, the selection process should also consider the Privacy Act 2020, hybrid working, Microsoft 365 integration, print management software, local service capability and the total cost of operating the fleet.

This checklist provides an objective framework for comparing enterprise MFPs and identifying the capabilities that matter most before buying or leasing a print solution.

In Short: What Should You Look for in an Enterprise MFP?

The best MFP for a mid-sized NZ business should provide:

• Strong endpoint security, including encryption, authentication, secure print release and protection against unauthorised access.
• Integration with identity platforms, such as Microsoft Entra ID and LDAP.
• Compatibility with print management software, including PaperCut and supported document workflow platforms.
• Cloud connectivity for Microsoft 365, SharePoint, OneDrive and hybrid workplaces.
• Transparent total cost of ownership (TCO) covering hardware, toner, servicing, maintenance and IT administration.
• Centralised fleet management with remote monitoring and usage reporting.
• Scalability across A4, A3 and higher-volume devices.
• Sustainability controls, including duplex printing, power management and reduced paper waste.
• Local service and support with clearly defined service-level agreements.
• A structured optimisation strategy rather than simply replacing individual printers as they fail.
  
  

Enterprise MFP Numbers & Benchmarks

Important: Pricing, savings and implementation timeframes vary according to fleet size, device configuration, print volumes, software and service requirements. Ask your provider for a solution-specific business case rather than relying on generic industry benchmarks.

A4 vs A3 MFPs: Which Is Best for Your Business?

One of the first decisions when standardising a print fleet is whether different departments need A4 or A3 multifunction printers.

There is no universally "best" format. The appropriate choice depends on print volume, available space, document sizes, finishing requirements and workflow.

A well-designed enterprise fleet will often use a combination of A4 and A3 devices, rather than standardising every department on exactly the same model.

The objective is to right-size the fleet to the workload.

Checklist 1: Total Cost of Ownership and Financial Transparency

Look beyond the purchase price

The purchase price or monthly lease payment is only one part of the cost of an MFP.

A proper total cost of ownership (TCO) assessment should consider:

• Hardware acquisition or leasing
• Toner and consumables
• Service and maintenance
• Parts
• Energy consumption
• Downtime
• IT administration
• Device monitoring
• Software licensing
• External print costs
• Employee time spent managing print-related issues
• Device replacement and lifecycle costs

Avoid unmanaged printer sprawl

A fleet containing numerous low-cost desktop printers can create hidden costs through fragmented toner supplies, duplicated devices, maintenance requirements and increased IT administration.

Consolidating devices onto appropriately sized MFPs can provide greater visibility and control over the print environment.

Ask about cost-per-page

If you are considering a managed print agreement, ask for clear pricing for:

• Black-and-white impressions
• Colour impressions
• Included service
• Toner
• Parts
• Labour
• Call-outs
• Software
• Additional charges

The goal is to establish a predictable cost model rather than selecting a printer based solely on its purchase price.

Sharp's Managed Print Services approach uses usage data, reporting and fleet optimisation to help New Zealand organisations understand where their print costs are coming from and where efficiencies may be available.

Explore Sharp Managed Print Services

Checklist 2: Endpoint Security and the NZ Privacy Act 2020

Treat the MFP as an IT endpoint

Modern multifunction printers are network-connected devices that can process, store and transmit sensitive information.

A printer security strategy should therefore form part of an organisation's broader cybersecurity and information-management framework.

Security features to evaluate

Look for:

• Data encryption
• Secure print release
• User authentication
• Access controls
• Firmware integrity protection
• Secure network communication
• Audit logging
• Automatic data overwrite
• Secure deletion of temporary data
• Device-level antimalware protection where appropriate

Sharp A3 MFPs can be configured with 256-bit AES encryption and optional Bitdefender antimalware protection, providing additional layers of protection at the device endpoint.

Secure print release

Secure print release, sometimes called Follow-Me or pull-printing, holds a document in a secure queue until the authorised user authenticates at the MFP.

Authentication may use methods such as:

• PIN
• ID card
• Swipe card
• User credentials

This reduces the risk of confidential documents being left unattended in an output tray.

The Privacy Act 2020

New Zealand organisations handling personal information should consider how their print environment supports their wider privacy and information-security controls.

An MFP cannot make an organisation compliant with the Privacy Act 2020 by itself. However, controls such as authentication, access management, encryption, audit trails, secure document release and data deletion can help organisations protect information processed through their print environment.

Read more about meeting NZ Privacy Act obligations with secure workplace technology

Checklist 3: PaperCut, Cloud Printing and Software Compatibility

Don't assess the hardware in isolation

The best enterprise MFP is one that works with your existing technology environment.

Before choosing a device, establish which print management, identity and document-management platforms your organisation already uses.

PaperCut compatibility

PaperCut can provide print tracking, secure print release, user authentication, quotas, reporting and other print-management capabilities.

When evaluating an MFP, confirm:

• Whether the device supports the required PaperCut embedded functionality
• Authentication options
• Secure release capabilities
• Mobile printing
• Print tracking
• Departmental reporting
• Quotas and print policies
• Cloud or serverless deployment requirements

Sharp MFPs support PaperCut solutions, allowing organisations to combine Sharp hardware with print-management capabilities suited to their environment.

Learn about Sharp and PaperCut

Cloud and hybrid workplace connectivity

Modern MFPs should also fit into cloud-based workplace environments.

Depending on the model and software configuration, look for integration with:

• Microsoft 365
• Microsoft Entra ID
• SharePoint
• OneDrive
• LDAP
• Mobile printing
• Cloud-based print management

This can allow employees to authenticate using existing corporate identities and connect scanning and printing with established digital workflows.

Checklist 4: Document Workflow and Automation

The MFP can be more than a printer

Printing and scanning are often part of larger business processes.

For example:

Invoice → Scan → OCR → Data extraction → Classification → Document management system

Or:

Contract → Scan → Index → Approval workflow → Digital archive

When selecting an enterprise MFP, ask whether scanning can be integrated into these workflows rather than simply producing an email attachment or network file.

Look for

• OCR
• Automated classification
• Metadata capture
• Scan-to-email
• Scan-to-folder
• Scan-to-SharePoint
• Document routing
• Workflow integration
• AI-assisted data extraction
• Document management integration

Sharp solutions such as Umango can support automated scanning and document routing into platforms including SharePoint and M-Files.

Explore Sharp Umango document workflow solutions

For organisations looking to reduce manual document handling, workflow capability can be just as important as print speed.

Checklist 5: Serviceability, SLAs and Local Support

What happens when a printer stops working?

For a business-critical print environment, service capability should be assessed before purchasing the hardware.

Ask your potential provider:

• Where are your service engineers located?
• What response times are included?
• Are technicians directly employed or third-party contractors?
• Are spare parts locally available?
• Is remote diagnostics available?
• How are preventative maintenance requirements identified?
• How are firmware updates managed?
• What happens when an issue cannot be resolved on the first visit?

A supplier's service footprint is particularly important for organisations operating across multiple New Zealand locations.

Sharp provides New Zealand service capability across major centres including Auckland, Hamilton, Tauranga, Hastings, Wellington and Christchurch, supported by remote monitoring and service processes designed to maintain device availability.

The exact SLA and response time should always be confirmed in the proposed service agreement.

Checklist 6: Fleet Management and Proactive Monitoring

Move from reactive to proactive print management

An enterprise fleet should not rely on employees reporting every problem.

Centralised monitoring can provide visibility into:

• Device health
• Print volumes
• Toner levels
• Errors
• Device utilisation
• Firmware status
• Service requirements
• Departmental usage

Automated alerts can help identify consumable or service requirements before they become a significant disruption.

According to Quocirca's Print Security Landscape 2025, 56% of organisations surveyed reported experiencing print-related data loss during the previous year. This reinforces the importance of treating the print environment as part of the broader security and IT management landscape.

Checklist 7: Sustainability and Fleet Optimisation

Sustainability should be considered at both the device level and fleet level.

Evaluate device efficiency

Consider:

• Energy consumption
• Power-saving modes
• Duplex printing
• Paper capacity
• Consumable efficiency
• Device lifecycle
• Recyclability
• Environmental certifications

Reduce paper waste through print policies

Print management software can help organisations establish policies such as:

• Duplex printing by default
• Black-and-white printing where appropriate
• Colour restrictions
• Departmental quotas
• Secure release
• Automatic deletion of unreleased print jobs

The result can be a print environment where sustainability is supported through both technology and user policy, rather than relying solely on individual employee behaviour.

Ask vendors about their environmental management systems and relevant certifications, including ISO 14001 where applicable.

Checklist 8: Scalability Across Users and Locations

Your MFP strategy should work today without creating limitations tomorrow.

A growing organisation may add:

• Employees
• Departments
• Offices
• Remote workers
• New workflows
• Higher print volumes
• Additional security requirements

A scalable print strategy should therefore support different device classes while maintaining consistent management and security policies.

Sharp's portfolio includes A4, A3 and production-class multifunction devices, allowing organisations to match hardware to the workload of individual departments and locations.

The question to ask is:

Can the vendor scale our print environment without requiring us to completely redesign it as our organisation grows?

Checklist 9: Finishing and Media Handling

Enterprise printing can involve considerably more than standard A4 documents.

Depending on the organisation, requirements may include:

• A3 output
• High-capacity paper trays
• Stapling
• Hole punching
• Folding
• Booklet making
• Saddle stitching
• Multiple paper sizes
• Different media weights

These capabilities can allow organisations to produce reports, presentations, training materials, booklets and other professional documents internally.

When evaluating finishing, compare the actual documents your organisation produces rather than selecting accessories simply because they are available.

Checklist 10: Future-Proofing the Print Environment

A good MFP decision should remain relevant beyond the initial contract or hardware lifecycle.

Before committing, consider whether the platform can accommodate:

• Future cloud adoption
• New authentication requirements
• Additional Microsoft 365 services
• Changes to print-management software
• Security updates
• Firmware updates
• New office locations
• Changes in workforce size
• Increasing document automation

This is particularly important for mid-sized businesses where technology requirements can change significantly over a three-to-five-year equipment lifecycle.

Objective Enterprise MFP Evaluation Matrix

Use the following framework when comparing MFP suppliers:

How to Choose the Best MFP for Your NZ Business

There is no single MFP that is best for every organisation.

The right choice depends on your print volumes, document types, security requirements, existing IT infrastructure, number of locations, workflow requirements and budget.

A practical selection process is:

1. Audit your existing fleet

Establish:

• Number of devices
• Device age
• Monthly print volumes
• Colour versus monochrome usage
• Device utilisation
• Service costs
• Toner costs
• IT administration requirements

2. Identify security requirements

Determine which devices process sensitive or personal information and establish your requirements for authentication, encryption, secure release and data deletion.

3. Map document workflows

Identify where employees are still printing, scanning, manually entering or physically moving information that could potentially be digitised or automated.

4. Right-size the fleet

Determine where A4, A3, colour, monochrome or higher-volume devices are actually required.

5. Calculate TCO

Compare the complete cost of ownership rather than hardware prices alone.

6. Evaluate the supplier

Assess the supplier's:

• Technology
• Software compatibility
• Security capabilities
• Managed Print Services
• Local service network
• SLAs
• Reporting
• Fleet optimisation process
• Environmental credentials

7. Establish measurable outcomes

Before signing an agreement, define what success looks like.

For example:

• Reduced print costs
• Fewer devices
• Improved device utilisation
• Reduced helpdesk calls
• Improved document security
• Increased secure-print adoption
• Reduced paper consumption
• Faster document workflows
  
  

Why Managed Print Services Can Be Part of the MFP Strategy

For mid-sized and enterprise organisations, purchasing MFPs without considering the wider print environment can leave significant inefficiencies in place.

Managed Print Services (MPS) takes a broader approach by assessing the entire print fleet, monitoring device usage, managing service and consumables, and identifying opportunities to optimise the environment.

A mature MPS programme should provide:

Assess → Stabilise → Optimise → Measure → Improve

The objective is not simply to replace printers. It is to create a print environment that is secure, measurable, efficient and aligned with the organisation's wider technology strategy.

Sharp's Managed Print Services approach provides a structured framework for assessing and optimising business print environments in New Zealand.

Find out about Sharp Managed Print Services

Frequently Asked Questions About Enterprise MFPs

What is the best MFP for a mid-sized NZ business?

The best MFP depends on the organisation's print volume, document types, security requirements, software environment and budget. A mid-sized business may require a combination of A4 and A3 devices rather than one standard model across every department.

Should I choose an A4 or A3 multifunction printer?

Choose A4 when space, compactness and standard A4 documents are the primary requirements. A3 MFPs are generally more appropriate for higher-volume departments, centralised print areas, larger documents and organisations requiring more advanced finishing options.

Many businesses benefit from a combination of both.

What security features should an enterprise MFP have?

Key features to evaluate include encryption, user authentication, secure print release, access controls, firmware integrity protection, audit logging and automatic data overwrite. Organisations with higher security requirements may also consider device-level antimalware protection.

Are multifunction printers a cybersecurity risk?

Network-connected MFPs can process, store and transmit business information and should therefore be included in an organisation's cybersecurity risk assessment.

Security should be considered across the device, network, user authentication, document workflow and management software.

Is PaperCut compatible with enterprise MFPs?

PaperCut supports print-management capabilities including secure print release, authentication, print tracking, reporting and policy management. However, supported functions vary by device and configuration, so organisations should confirm compatibility for the specific MFP models being considered.

Can enterprise MFPs integrate with Microsoft 365?

Many modern MFPs can integrate with Microsoft 365 environments and related services such as SharePoint and OneDrive. Capabilities vary by device, software and configuration, so integration requirements should be confirmed during the procurement process.

How does an MFP support the NZ Privacy Act 2020?

An MFP cannot independently make an organisation compliant with the Privacy Act 2020. However, features such as authentication, access control, encryption, audit trails, secure print release and data overwrite can help organisations protect personal information processed through their print environment.

What is the difference between buying and leasing an MFP?

Buying involves a larger upfront capital investment, while leasing can spread hardware costs over an agreed period and may be combined with service, consumables and managed print components.

The better option depends on the organisation's cash-flow, accounting, procurement and operational requirements. Compare the total lifecycle cost, not simply the monthly payment.

What is Managed Print Services?

Managed Print Services is an approach where a specialist provider assesses, monitors and manages an organisation's print environment.

Depending on the agreement, MPS can include hardware, consumables, service, monitoring, reporting, security, software and ongoing fleet optimisation.

How can I reduce business printing costs?

Start by measuring actual print volumes and identifying under-utilised and over-utilised devices. Then consider fleet consolidation, default duplex printing, colour controls, secure print release, print-management software, workflow automation and a TCO-based service model.

How often should an enterprise print fleet be reviewed?

A print environment should be reviewed regularly rather than only when devices reach end of life. Usage, security, costs, device utilisation and workflow requirements can change as the organisation changes.

A structured quarterly review can help identify opportunities for further optimisation.

The Bottom Line

The best MFP for a New Zealand business is not necessarily the fastest, cheapest or most feature-rich device.

It is the solution that best aligns the organisation's:

Security + Software + Workflow + Cost + Fleet + Sustainability + Service

For mid-sized businesses, the most effective approach is to evaluate the entire print environment, rather than choosing individual printers in isolation.

By assessing TCO, endpoint security, PaperCut and cloud compatibility, document workflows, fleet management, sustainability, scalability and local service support, IT and procurement teams can make a more informed MFP investment that supports both today's requirements and future business growth.

Sharp helps New Zealand organisations assess their print environments and develop managed print strategies around real usage, security and business requirements.

Explore Sharp Business Printing Solutions