Choosing Printers for Invoices, Packing Slips, Delivery Notes & Shipping Labels

The blog post is an in-depth guide on choosing the best printer for invoice printing, packing slips, delivery notes, and shipping labels in WooCommerce. It covers the different types of printers available, their advantages and disadvantages, and how to choose the right printer for each document type.

Running an online store requires juggling various tasks, and one of the most crucial is making sure your paperwork, such as invoices, packing slips, delivery notes, and shipping labels, are printed clearly and efficiently. Our WooCommerce PDF Invoices & Packing Slips Plugin for WooCommerce plugin helps you customize and print invoices, packing slips, and credit notes. The plugin supports most printers available on the market. The next step is to decide which printer is right for you.

The choice of printer is vital, as it not only helps you stay organized but also elevates your store’s professionalism. A reliable printer can save you precious time by quickly producing sharp, accurate documents, which minimizes the risk of costly mistakes. For example, thermal printers are perfect for printing shipping labels swiftly and accurately, while inkjet or laser printers are more suitable for detailed invoices and packing slips.

In this guide, we’ll explore the best printer options to help you make the right decision for your business needs.

When choosing a printer for your store, there are several important factors to think about to ensure it suits your needs and improves your business workflow.

• Printing Technology – Consider whether you need an inkjet or laser printer when considering printing technology. Inkjet printers produce high-quality color prints, making them a great choice for invoices or packing slips requiring additional detail. Laser printers are ideal for high-volume black-and-white printing, providing quicker speeds and more economical costs per page, making them perfect for shipping labels and everyday documents.

• Functionality – When choosing a printer for your store, consider using multifunction printers that can handle printing, scanning, copying, and faxing. This not only saves space but also adds a lot of convenience. If you have specific requirements, like printing labels, receipts, or photos, you might want to look into specialized printers like label printers, receipt printers, or photo printers since they are built for those jobs.

• Compatibility – It’s important to think about how well the printer works with various operating systems (Windows, macOS, and Linux) and e-commerce platforms like WooCommerce or Shopify. Many printers can connect with WooCommerce through plugins. For example, our WooCommerce PDF Invoices & Packing Slips Plugin lets you customize and print invoices directly.

• Print Volume & Speed – Determine how many documents you regularly need to print. Stores with high print volumes often require faster printers that can produce large quantities without sacrificing quality. Meanwhile, smaller stores with less frequent printing may only need a standard printer.

• Connectivity Options – Ensure the printer offers multiple connectivity options, such as USB, Wi-Fi, or Ethernet. This flexibility will enable easy integration with your current systems, whether you’re printing from a laptop, desktop, or directly from your eCommerce platform. If your store has multiple locations or you need to print on the go, consider a printer with cloud printing support.

• Paper Handling – Select a printer that accommodates various paper sizes and types, particularly if you wish to print labels or packing slips. Make sure it can manage the specific paper or label sizes you will use for shipping or invoicing.

• Running Costs – Keep in mind the recurring costs of ink or toner cartridges, and assess whether the printer is energy-efficient. Select a printer that remains affordable to maintain over time.

• Brand Reputation & Warranty – It’s always a good idea to opt for a reputable brand recognized for making reliable, high-quality printers. Brands such as HP, Epson, Brother, and Canon have established a solid reputation and typically provide better customer support. Also, consider the warranty length and make sure that repair services are readily available.

• Ease of Setup – A printer should provide a plug-and-play experience, allowing you to connect it to your device and begin printing with little hassle. It’s good to choose printers that include straightforward, step-by-step instructions or guided setup wizards to help you through the installation process.

Let’s take a closer look at the three main types of printers: inkjet, laser, and thermal. By understanding the benefits and applications of each type, you can make an informed decision about which printer is best for producing invoices, shipping labels, and other crucial documents for your business workflow.

Here’s a summary of these printer types and some of the leading models you can find in the market:

Inkjet Printer

Inkjet printers are among the most widely used types of printers. They work by spraying tiny droplets of ink onto paper in carefully controlled patterns. As their name suggests, inkjet printers utilize ink cartridges, which can be black, color, or a mix, depending on the specific model.

Pros

• High resolution: They can produce prints with exceptional detail and vibrant colors.
• Affordable: Typically, they are less expensive than other types of printers, with many options available for under $100.
• Compact & portable: Their lightweight and space-saving design makes accommodating them easy in small offices or homes.

Cons

• Blurry prints: Low-quality papers soak up too much ink before it dries, and the prints can look smudged.
• Expensive cartridges: Ink cartridges, designed for specific printer models, can be pricey and yield fewer pages than other types.
• Slow printing speed: Compared to other printers, inkjets tend to be slower, making them less ideal for tasks requiring high-volume printing.

Inkjet printers are a great choice for those who value quality over speed and seek an economical solution for low to medium-printing workloads.

Laser Printer

The difference between an inkjet printer and a laser printer is that while an inkjet printer uses ink, laser printers use toner. Here’s how they compare:

Pros

• High Volume Efficiency: Laser printers can print significantly more pages with a single cartridge than an inkjet printer, thus avoiding changing the cartridge often.
• Print Quality: In laser printers, the toner does not need to dry as in the ink in inkjet printers and thus does not create blurry prints.

• Cost: Although toners are expensive, they are more economical in the long run than ink cartridges, especially for high-volume printing.
• Fast Printing: Laser printers are faster and have higher pages per minute (PPM), making them perfect for businesses with high shipping volumes or frequent large-batch printing.

Cons

• High initial cost for color printing: The upfront cost of color laser printers is quite high.
• Costly toner for color: Printing in color tends to be more expensive than black-and-white printing.

Laser printers are a great option for businesses with high printing demands and often need to ship materials. They provide fast printing and can save money in the long run. However, the initial investment for color printing can be quite high, which may not make them the best fit for companies that mainly require detailed color prints.

Thermal Printer

The most attractive part of thermal printers is that they need no ink. This means you don’t have to keep an eye on the cartridge and worry about changing them occasionally. You will save with a thermal printer if the shipping volume is greater.

Pros

• No ink or toner needed: This feature removes the hassle of checking and changing cartridges, saving time and money.
• Budget-friendly: The reduced cartridge costs make these printers a smart choice for those who print frequently.
• Long-lasting prints: Labels produced by thermal printers are durable and can withstand wear and tear better than others.
• Ideal for labeling: These printers are excellent for creating shipping labels and packing slips with sharp, precise results.

Cons

• High initial cost: Thermal printers come with a high initial cost, making them pricier than inkjet and laser printers.
• Limited functionality: Unsuited for general-purpose document printing, like invoices or detailed reports.

Thermal printers are a fantastic choice for companies focusing on shipping and labeling, as they offer both durability and cost efficiency for high-volume demands. However, they might not be the best option for jobs requiring various printing features.

Next, we’ve handpicked some of the most trusted and well-known printer brands in every category. These are the top choices to fulfill your printing requirements for invoices, packing slips, delivery notes, and shipping labels. Let’s take a closer look!

Best Inkjet Printer Brands	Best Laser Printers Brands	Best Thermal Printer Brands
HP Recognized for its high-quality color printing and dependable performance, it is a great choice for small to medium-sized businesses.	Brother Delivers quick, high-capacity, and cost-effective laser printers that ensure dependable monochrome and color printing.	Zebra Zebra printers are used by big online businesses. They can be used when printing WooCommerce Shipping Labels is frequent.
Epson Offers budget-friendly models that excel in color reproduction and are ideal for invoices and documents featuring graphics.	HP Recognized for its rapid printing capabilities, energy-efficient designs, and top-notch quality for business documents.	DYMO DYMO printers are the best option for occasional printing. They are cheaper than the Zebra printers, but their rolls cost more than those of them.
Canon Known for its high-resolution printing, delivering vibrant colors and crisp text for invoices and packing slips.	Xerox Offers durable, high-performance laser printers ideal for quick and reliable printing of invoices and delivery notes.	Brother Brother thermal printers are the cheapest among all three printers. They are ideal for fast printing and low-volume needs.

Even if you run an online store, there are times when you will need to physically print these documents to attach to shipments, keep records, use internally, etc. Thus, it is important to ensure you have the right printer to meet these requirements.

By selecting the right printer, you can streamline your operations, reduce shipping errors, and leave a positive impression on your customers, ultimately enhancing their satisfaction and loyalty.

This article will provide you with the right guidance in this regard.