8 Best Scanners for 2026

At a Glance

Category	Product	Why We Picked It
Best overall	Brother ADS-1350W	fast portable scanner with excellent OCR accuracy
Best all-in-one	Canon Maxify GX4020	combines printing and scanning in one device
Best for front desks	Fujitsu fi-800R	handles documents and ID cards efficiently
Best desktop scanner	Ricoh ScanSnap iX2500	high-speed document processing
Best for photos	Epson Perfection V39 II	flatbed scanner for quality image digitization
Also recommended	Epson FastFoto FF-680W	speed through stacks of old photos
Also recommended	Brother DSmobile DS-940DW	portable scanner that works great with your phone
Also recommended	Epson RapidReceipt RR-600W	made for scanning receipts and tracking expenses

How we chose and tested

We evaluated scanners based on real office needs: scanning speed, document handling, OCR accuracy, connectivity options, and software usability. We considered how each model performs with different paper types, from standard documents to receipts and ID cards. The focus was on practical features that matter for daily office work, not just technical specifications.

The best scanners for office use right now

Brother ADS-1350W - Best overall

This portable document scanner delivers excellent OCR results and fast scanning speeds in a compact package. It handles everything from copy paper to plastic IDs, though proper loading technique prevents jams.

Check Price on Amazon

Key highlights

Scans up to 30 pages per minute with duplex capability
100% OCR accuracy with 6-point and larger fonts
Works via USB-C or Wi-Fi connectivity
Includes 20-page automatic document feeder
Brother's software provides ample control without complexity

Pros

Extremely accurate text recognition
Fast scanning speeds for portable size
Flexible connectivity options
Handles various paper types and weights

Cons

Requires proper document loading to avoid jams
No built-in battery (USB-powered)
Mobile app could be more intuitive

Who it is for: Offices that need a reliable, portable scanner for daily document digitization with excellent text recognition.

Skip if

You need a built-in battery for completely cord-free operation or require heavy-duty scanning of thousands of pages daily.

Canon Maxify GX4020 - Best all-in-one

When you need both printing and scanning capabilities in one device, this all-in-one unit delivers solid performance for both functions. It's particularly useful for small offices that want to save desk space.

Check Price on Amazon

Key highlights

Combines printing, scanning, copying, and faxing
Auto-duplex (double-sided) scanning capability
Wireless connectivity for multiple users
Good resolution for document and photo scanning
Compact design suitable for limited spaces

Pros

Saves space by combining multiple functions
Good scanning quality for documents
Wireless connectivity convenient for shared offices
Reliable performance for mixed office tasks

Cons

Not the fastest scanner available
Photo scanning quality adequate but not exceptional
May be overkill if you only need scanning

Who it is for: Small offices or home offices that need both printing and scanning capabilities in one device to save space and simplify setup.

Skip if

You already have a good printer and only need dedicated scanning capabilities, or require extremely high-speed document processing.

Fujitsu fi-800R - Best for front desks

Designed for reception areas and front desks, this scanner efficiently handles documents, ID cards, and various paper types with specialized features for business environments.

Check Price on Amazon

Key highlights

Handles documents up to 5mm thick
Includes smart facial recognition for ID cards
Compact design with upright positioning option
Fast scanning speeds suitable for busy offices
Robust construction for frequent use

Pros

Excellent for ID card and document scanning
Durable construction for high-volume use
Smart features like facial recognition
Space-efficient design

Cons

Primarily USB connection (limited wireless options)
Higher price point than basic models
May be specialized for front-desk use

Who it is for: Reception areas, HR departments, or any office that regularly scans IDs, business cards, and various document types.

Skip if

You only need basic document scanning or require extensive wireless connectivity options.

Ricoh ScanSnap iX2500 - Best desktop scanner

For offices that process large volumes of documents, this desktop scanner offers high-speed performance and advanced features that justify its premium price.

Check Price on Amazon

Key highlights

Scans up to 45 pages per minute
100-page automatic document feeder capacity
Advanced skew detection and correction
Accurate OCR with good text recognition
Versatile connectivity including Wi-Fi

Pros

Very fast scanning speeds
Large paper capacity reduces reloading
Excellent document handling features
Good software integration

Cons

Higher price point
Larger footprint than portable models
May be overkill for light scanning needs

Who it is for: Offices that regularly process large document batches, legal firms, accounting departments, or any business with substantial scanning volume.

Skip if

You have minimal scanning needs or require a portable, space-saving solution.

Epson Perfection V39 II - Best for photos

When you need to digitize photographs alongside documents, this flatbed scanner provides the quality and features for mixed media scanning.

Check Price on Amazon

Key highlights

High-resolution flatbed scanning (up to 4800 dpi)
Good for photos, documents, and mixed media
Compact desktop design
Includes basic photo editing software
Affordable price for photo scanning capability

Pros

Excellent photo scanning quality
Flatbed design handles various media types
Good value for photo/document combination
Easy to use for occasional scanning

Cons

Slower than sheet-fed scanners for documents
Limited to flatbed scanning (no ADF)
Not ideal for high-volume document scanning

Who it is for: Offices that need to scan photographs, artwork, or mixed media alongside documents, or businesses that handle visual content.

Skip if

You primarily scan multi-page documents and need automatic feeding, or require very fast document processing.

Also Good

Epson FastFoto FF-680W - speed through stacks of old photos.
Brother DSmobile DS-940DW - portable scanner that works great with your phone.
Epson RapidReceipt RR-600W - made for scanning receipts and tracking expenses.

How to Choose

Consider these factors when selecting an office scanner:

Scanning volume: How many pages do you scan daily? High-volume offices need faster scanners with larger automatic document feeders.

Document types: Are you scanning standard paper, receipts, ID cards, or photos? Different scanners excel with different media.

Connectivity needs: Do you need Wi-Fi for multiple users or is USB sufficient? Consider where the scanner will be located and who needs access.

OCR requirements: How important is text recognition accuracy? Some scanners excel at OCR while others focus on speed or image quality.

Space constraints: Do you need a portable model or have room for a desktop unit? Consider your office layout and storage needs.

FAQ

What's the difference between flatbed and sheet-fed scanners?

Flatbed scanners have a glass surface where you place items to scan, ideal for photos, books, and irregular documents. Sheet-fed scanners use an automatic document feeder to process multiple pages quickly, better for standard office documents.

Do I need Wi-Fi on my office scanner?

Wi-Fi is useful if multiple people need to access the scanner or if you want to place it away from computers. For single-user setups or dedicated scanning stations, USB connectivity is often sufficient and more reliable.

How important is OCR accuracy for office use?

Very important if you need to search or edit scanned text. Good OCR saves time compared to manual data entry. Most modern office scanners offer decent OCR, but some models perform significantly better with small fonts or complex layouts.

Can office scanners handle different paper sizes?

Most handle standard letter and legal sizes. Check specifications if you regularly scan receipts, business cards, or larger documents. Some models include adjustable guides or special trays for non-standard sizes.

What maintenance do office scanners require?

Regular cleaning of scan glass and rollers prevents streaks and jams. Follow manufacturer guidelines for roller cleaning and replacement. Keeping the scanner in a dust-free environment extends its lifespan.