10 Best Document Scanners for Small Businesses with Heavy Paperwork in 2025

10 Best Document Scanners for Small Businesses with Heavy Paperwork in 2025

A document scanner is instrumental in going paperless.

It’s because you need the best documenting scanning software and hardware to jumpstart document digitization.  

Otherwise, your workflow becomes very paper-intensive, resulting in huge productivity and efficiency issues that ultimately impact your bottom line. 

A survey by Xerox revealed 82% of businesses rated paperwork digitization as crucial to their survival. This proves the vital yet often underappreciated role scanners play. 

In order to help you find the right solution for your business among the many options available online, I’ve rounded up the best document scanners for small businesses. They include tools with excellent scanning speed to help you boost productivity. 

You’ll also discover scanners with excellent imaging quality and various automation features for creating high-quality business documents for your workflow. 

If you’d like to improve your document processes even more, check out this article I wrote on the best eFileCabinet alternatives you should try out. 

In this article, we’ll discuss the best document scanners for small businesses with heavy paperwork in 2024 to help you find the right scanner and become paperless. 

Quick summary: 

1. Canon DR-M260 – Best for high-speed, high-capacity scanning.

2. Epson DS-30000 – Best shareable office document scanner. 

3. Canon P-215II – Best mobile document scanner for small businesses.

4. Visioneer Patriot H80 – Best document scanner for office automation. 

5. Fujitsu SnapScan iX1600 – Best document scanner for oversized documents. 

Let’s get started. 

Tips for choosing the best document scanner

a)  Assess speed and quality 

If you have a huge stream of paperwork that needs to be digitized constantly, then your scanner should be able to keep up. So you’ll want to assess the scanner’s daily volume capacity and the needs of your document management workflow closely. 

That said, the best document scanner for small business operations should also offer high quality scans, which you can determine by the printer’s dots-per-inch rating. When this is high, the result is usually professional and legible documents. 

b) Consider supported documents 

It’s also important to keep in mind the types of documents that your small business frequently works with. This criterion will help you find the right office scanner that’s compatible with the specific nature of files you deal with.

For instance, if you handle essential legal documents like legal pads which can be very large and unsupported by conventional scanning solutions, you want a scanner that has oversized document handling capabilities so you can digitize these types of records. 

c) Examine available space 

If space is an issue for your small business, you’ll want to consider a scanner that offers a more compact design. However, it’s key to note that you may have to give up performance significantly in terms of scanning speeds with such designs.

Conversely, consider a larger design with multifunction capabilities if space isn’t a limiting factor, because it can help you improve document management holistically, by merging important needs like scanning, printing and faxing in one solution. 

1. Canon DR-M260

Looking for a lightweight and fast document scanner? 

If you’re ready to begin scanning documents quickly, the Canon DRM-M260 is easily the best document scanner for small businesses. It has a built-in image processing CPU to reduce hardware resource constraints.  

What’s more, it offers a huge daily volume of 7,500 scans, making it an excellent solution to help you digitize heavy paperwork for your small business efficiently.

When paired with software like our own FileCenter,  it can elevate your productivity through file routing automation. Click here to start your free FileCenter trial to improve your document management workflow and achieve huge paper savings.  

Best features: 

  • The Canon DR-M260 offers an impressive document scanning speed of 60 pages per minute in all color modes. As a result, you get the perfect blend between speed and quality, enabling you to turbocharge productivity. 
  • It offers a resolution of 100 – 600 dots per inch (DPI), which results in the creation of very high quality scans. As a result, you can digitize documents accurately at very high resolution, enabling you to create extremely professional digital files. 
  • The Canon DR-M260 also supports duplex scanning, meaning that the scanner can simultaneously scan both sides of a document’s page. With this feature, you can digitize large volumes of paperwork quickly to save time & boost efficiency. 

Pricing: 

  • Retail price – $1,195.

Verdict

Given its extremely high scanning speed of 60 pages per minute, I particularly recommend the Canon DR-M260 if you’re looking for a high capacity, high-speed scanner. It also offers duplex scanning and offers a daily scan volume of 7,500, which is significant above the market average, enabling you to fasttrack digitization. 

Buy the Canon DR-M260 now

2. Epson DS-30000

Do you work with oversized documents often? 

If that’s the case, I suggest the Epson DS 3000 which is arguably the best document scanner for small businesses for scanning large documents efficiently. 

It also boasts a 2.7” touchscreen display, which enables you to schedule and access scanning jobs and even perform routine maintenance easily. 

That said, a good scanner is one half of the puzzle.

You also need great software to bring the best out of both worlds, which is why you should begin your free File Center trial to improve scanning & your document workflow.

Best features: 

  • The Epson DS 30000 has 1,200 Dpi optical resolution and can support documents with dimensions of up to 12″ x 17.” In other words, you can produce very high quality scans of oversized documents with this office scanner. 
  • It offers seamless compatibility with document management systems because it comes with ISIS and TWAIN drivers. So you can hit the ground running with your new scanner because of its seamless integration with your DMS software. 
  • With a capacity to handle up to 30,000 documents a day and a document feeder that can hold 120 sheets at a go, the Epson DS 30000 is a high-capacity workhorse that can help you process large volumes of paperwork quickly. 

Price 

  • Retail price – $ 1,999 

Verdict 

If you’re looking for a great office scanner particularly for digitizing oversized documents like legal pads, for example, it’s a great equipment to consider for your small business. That being said, it can be a very expensive solution compared to other generic scanners on this list because it’s a specialized scanner that comes with unique technology. 

Buy the Epson DS-30000 now 

3. Canon P-215II

Do you often need to scan files on the go? 

If you’re tired of scanning documents on your Android, you should consider the Canon P-21511, since it’s arguably the best document scanner for small businesses for portable scanning. 

With its compact size and high-quality imaging, your sales reps can digitize customer forms and documents on the go to boost productivity.

Despite its small size, it accommodates a daily volume of 3,500 scans, which is a very decent capacity that enables you to go paperless at work or in the field. 

Best features: 

  • The Canon P-21511 offers a USB 2.0 interface, which ensures the loss free transmission of digital images. In other words, it can help you create high quality document scans of customer forms and other files when you’re out in the field. 
  • It also comes with an innovative sheet feeder that enables you to make document scanning even more efficient. This feeder can accommodate up to 20 sheets of paper, so you can perform high-volume scanning from anywhere. 
  • The  Canon P-21511 supports 24-bit color, 256-level grayscale and black and white color modes as well. So it can capture scans with high color depth, enabling you to turn physical documents into high-quality and rich files. 

Price: 

  • Retail price – $299.00

Verdict 

Thanks to its compact design and other important portability features, the Canon P-21511 is a great option to consider for scanning heavy paperwork in the field more efficiently. The other great thing about this printer is that it retails at just under $300, making it a very cost-efficient office scanning solution for your small business. 

Buy the Canon P-21511 now

4. Visioneer Patriot H80

Looking for an OCR-powered scanner? 

Just like the best PDF to OCR software, the Visioneer Patriot H80 enables you to create searchable documents from scanned images, which is why I rate it as the best document scanner for small businesses for shattering data silos.  

It also comes with a dedicated ID card scanner that can help you to digitize plastic ID cards and even business cards, among other documents efficiently.

In addition, it has a loading tray that supports up to 120 mixed-size documents, enabling you to digitize various essential small business documents simultaneously. 

Best features: 

  • The visioneer Patriot H80 enables you to convert paper documents into searchable PDF files for your small businesses. So it can help you create digital files that you can easily retrieve using keywords or document metadata. 
  • It comes with image enhancement technology, which removes noise and other issues from documents after scanning. With this feature, you can improve the clarity of scanned images to create very high-quality business documents. 
  • With a duty cycle of 11,000 pages per day and a scanning speed of 88 pages per minute, the Visioneer Patriot H80 is also a high-capity scanner. So I also recommend it if you have a heavy paper-based workflow you’d like to digitize.

Price: 

  • Retail price – $1,399

Verdict 

With the Visioneer Patriot H80, you can make scanned document images searchable, thus reducing the risk of alienating documents and the valuable data that they hold. Nonetheless, I’ve noticed that it frequently jams when you’re working with very thick paper, so it may not be very ideal for these types of small business documents. 

Buy the Visioneer Patriot H80 now 

5. Fujitsu SnapScan iX1600

Scanning becomes very simple with this tool. 

This is because it supports one-tap scanning that facilitates rapid digitization, enabling you to create a paperless office for your small business very efficiently. 

You also get a USB 3.0 connection which offers an improvement over the traditional USB 2.0 connection in terms of power efficiency and speed. 

Need to scan documents to the cloud? 

No problem. This scanner also offers strong cloud support and wireless connections, allowing you to effortlessly store documents in the cloud for remote access. 

Best features: 

  • The Fujitsu SnapScan iX1600 offers elaborate instructions right from the get go via its 4.3 inch color touchscreen. Aside from delivering a stellar user experience, this enables you to get up and running with your new scanner quickly. 
  • It also comes with an auto-scan profile, which automatically detects the type of document you’re scanning and changes file format and settings accordingly. As a result, you don’t need to rework configurations for every different document type. 
  • You get an impressive scanning speed of 67 pages per minute and a daily load volume of 6,000 documents. Coupled with its 50-page document feeder, this scanner can also help you digitize heavy paperwork quickly and efficiently. 

Pricing: 

  • Retail price – $397.89

Verdict 

If you’re looking for scan to cloud scanners to support your remote work environment, the Fujitsu SnapScan iX1600 is the best document scanner for small businesses. However, I’ve noticed that high resolution images can be slow to produce, so creating very high-quality scans of documents can be an extremely time-intensive process. 

Buy the Fujitsu SnapScan iX1600

6. Canon DR-S150

Resource sharing is commonplace in small workflows.

Just like how the best Logical DOC software alternatives streamline team collaboration, the Canon DR-S150 offers various wireless connectivity options, which enables multiple users to use the scanner simultaneously to improve team productivity.

Additionally, the scanner comes with right and left feeding rollers which revolve independently, therefore reducing the risk of skewed document feeding.  

With a feeder capacity of 80 sheets and a daily volume of 7,500 scans, it’s also a very powerful tool for improving file management and productivity through fast digitization. 

Best features: 

  • The  Canon DR-S150 features a large and intuitive user interface that you can quickly master. It even comes with various customizable shortcuts, which can help you improve efficiency when you’re scanning large volumes of files.
  • It’s also a very versatile office document scanner that can handle ID cards, plastic business cards, passports and receipts. So it’s easily the best document scanner for small business operations on account of its versatility. 
  • This scanner enables you to scan directly to shared network folders, bypassing the need to use a computer to perform this task. It’s a feature that further underscores just why it’s a great choice for streamlining collaboration. 

Pricing: 

  • Retail price – $895.00

Verdict 

The  Canon DR-S150’s WiFi connection options combined with its ethernet capabilities, make it an excellent solution if you’re looking for a shearable office document scanner. It’s also an extremely versatile equipment in terms of the media types it supports, which is why I recommend it if your small business also handles a huge range of formats. 

Buy the Canon DR-S150 now

7. Canon DR-C230

The Canon DR-C230 is a very versatile tool. 

It can turn different document types into various file formats, making it an excellent choice if your small business works with a wide range of documents. 

Furthermore, the scanner also has a sensor for detecting double feeding, which can easily fly under the radar when you’re scanning large paper batches. 

You also get automatic resizing features, which save you from manually having to resize documents during scanning. So it contributes to efficient office automation by enabling you to eliminate this iterative document scanning task. 

Best features: 

  • The Canon DR-C230 offers a resolution of 100 – 600 dots per inch, enabling you to recreate sharp and clear digital images of physical documents with better detail. So it can help you create very high quality scans with excellent legibility.
  • It also has a feeder capacity of 60 sheets and supports a daily volume of 3,500 scans. Coupled with its speed of 30 pages per minute for all color modes, this makes it an excellent medium-speed and cost-efficient solution to consider. 
  • You also get a high speed USB 2.0 interface and an automatic document feeder, which automatically guides paper in the tray. So it can help you digitize essential files for your small business quickly and on auto pilot to increase efficiency. 

Pricing:

  • Retail price – $495  

Verdict 

If you’re looking to implement business process document automation, the Canon DR-C230 offers several important features to help you reduce manual tasks during scanning. However, I realized that it connects to just one computer via a single USB connection, which means you can’t simultaneously share it across multiple devices. 

Buy the Canon DR-C230 now

8. HP OfficeJet Pro 9135e 

The HP OfficeJet Pro 9135e bolsters data security. 

It can help you protect private information at the workplace, thanks to its built-in HP Wolf Pro security features that protects your scanner against cyber security threats.

This scanner also supports direct cloud upload of scanned documents, enabling you to easily back up and share important files for your small business. 

Need to fax and print documents as well? 

Then the HP OfficeJet Pro 9135e may be the best document scanner for small business operations if you’re looking for a multipurpose solution that can help you implement a holistic document digitization strategy with excellent efficiency. 

Best features: 

  • The HP OfficeJet Pro 9135e comes with two 250 sheet input trays, enabling you to scan and digitize large volumes of paperwork with ease. You also get two-sided scanning and printing to take your efficiency to the next level.
  • You get a dedicated HP application that helps you to manage scanning, printing and even fax operations right from your smartphone. This removes the need for a dedicated desktop computer, thereby enabling efficient document scanning. 
  • The HP OfficeJet Pro 9135e also offers a phone-link 4.3-inch touchscreen that enables you to navigate your scanner and perform basic operations quickly. This interface makes the scanner much easier to use and increases productivity.  

Price: 

  • Retail price – $399.99

Verdict 

Its ability to provide scanning, faxing and printing solutions in one place makes the HP OfficeJet Pro 9135e an excellent solution to consider if you’re keen on a great multifunctional tool. However, it seems that it sacrifices scan quality for versatility, so you may get less professional looking documents compared to the other scanners. 

Buy the HP OfficeJet Pro 9135e now 

9. Canon ImageFORMULA R40

Looking for performance on a budget? 

With a daily load volume of 4,000 pages, you can digitize heavy paperwork and access the many benefits of better document management like improved eco-friendliness and massive office space savings as well .

The Canon ImageFORMULA R40 also offers color duplex scanning, which essentially enables you to halve the time it takes to scan documents. 

However, this scanner offers limited features so I recommend pairing it with a top document management tool. Why not begin your free FileCenter trial today? Sign up to add document naming and routing features to your scanner and increase efficiency. 

Best features:

  • It’s equipped with a contact image sensor, which is a more compact and lightweight technology, ensuring excellent portability. This feature also lowers the power consumption needs of your scanner to further enhance eco-friendliness. 
  • The Canon ImageFORMULA R40 also comes with a document scanning software solution, which you’d typically need to buy separately with many scanners. So it offers you excellent value and return on your investment. 
  • You also get a maximum scanning speed of 40 pages per minute and an impressive resolution of 600 dpi. So the Canon ImageFORMULA R40 also delivers for your small business in terms of scanning speed and quality. 

Price: 

  • Retail price – $239

Verdict

If your small business is working with a tight budget but still wants stellar scanning performances, this is the best document scanner for small business operations to consider. However, its scanning software offers limited features resulting in a lot of manual tasks, so you may still need to buy another document management software. 

Buy the Canon ImageFORMULA R40 now

10. Brother ADS-2200

The Brother ADS-2200 is another high-speed scanner. 

It delivers a very decent scanning speed of 35 pages per minute, and when you pair it with the best document management software for SMBs like our very ownFileCenter Automate, you get automatic file conversion to boost efficiency even more.  

Interestingly, the Brother ADS-2200 scanner also supports multiple scan destinations, enabling you to streamline file storage and sharing. 

You also get multiple driver support for Windows, Mac and Linux, making it the best document scanner for small business workflows if you have a diverse IT infrastructure. 

Best features: 

  • You get a 50-sheet-capacity auto document feeder, making it an excellent choice for large-volume jobs. This feeder also supports page-continous scanning, which enables you to copy multiple documents at once to improve your productivity. 
  • The Brother ADS-2200 offers a wide range of image-optimization features, some of which include blank page removal, background removal & multi-feed detection. This reduces the risk of delays due to various document scanning issues. 
  • It offers versatile paper handling, which also covers plastic ID cards and receipts, enabling you to scan them to searchable PDFs or a USB host drive. So it’s also one of the best document scanners for small businesses for its versatility. 

Price: 

  • Retail price – $ 389.95

Verdict 

The Brother ADS-2200 supports a wide range of drivers and operating systems, which is why I recommend it if you have a very diverse IT infrastructure for your small business. However, I’ve realized that this scanner offers no networking support, so it may not be possible to use one scanner to serve multiple users and devices. 

Buy the Brother ADS-2200 now

Conclusion

A paper-based workflow is bad for business.

It inflates your paper storage needs, increasing operational costs for your business. 

What’s more, paper records offer very poor information searchability, making it challenging to find the documents you need to run your small business. 

A survey by Adobe Acrobat revealed 48% of employees struggle to find specific documents quickly at work. One huge reason is that many documents still exist in physical and practically invisible paper records. 

However, when you choose the best document scanner for small businesses, you can digitize your paper records and create searchable files. This enables you to retrieve records quickly and efficiently. 

You should consider the Canon DR-M260 desktop office scanner if you’re searching for a high-capacity solution. 

Its daily scan volume of up to 7,500 documents enables you to turn a large inflow of paperwork into digital files that you can easily find and secure for your small business. 

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