How to Change Toner on a Brother Workhorse Color Printer: Step-by-Step Guide (2026)
Watch Our Quick Video Tutorial & Follow Along to Replace Toner Cartridges on Brother HL-L8360CDW, HL-L9310CDW, and MFC-L8900CDW Series Printers
To change toner on a Brother Workhorse color printer, open the front cover, grip the toner cartridge handle for the color you need to replace, pull it straight out, unbox the new cartridge, gently rock it side to side 5-6 times to distribute the toner evenly, slide it into the correct slot until it clicks, and close the front cover. The entire process takes under two minutes. Watch our video above for a visual walkthrough.
Before You Replace Your Brother Printer Toner
Replacing toner on a Brother Workhorse color printer is one of those tasks most office staff dread the first time. But once you have done it once, you will realize it takes less than two minutes. No tools required. No IT department needed. Just a fresh cartridge and a couple of simple steps.
Brother’s Workhorse series (including the HL-L8360CDW, HL-L8360CDWT, HL-L9310CDW, MFC-L8900CDW, and MFC-L8905CDW) is designed for high-volume office environments. These machines print thousands of pages per month, so toner changes are a regular part of keeping your office running smoothly.
Here is what you need before starting:
- A replacement toner cartridge matching your printer model (TN-431, TN-433, or TN-436 series)
- A flat, clean surface nearby for the used cartridge
- About 90 seconds of your time
One quick tip: do not open the new toner cartridge packaging until you are ready to install it. Toner cartridges are sensitive to light, and extended exposure can affect print quality.
How to Replace Toner on Your Brother Workhorse Printer
Follow these steps carefully, or watch the video at the top of this page for a visual demonstration from our Barlop Business Systems service team.
1 Open the Front Cover
Press the release button or pull the front cover of your Brother printer toward you. The cover swings open, revealing the four toner cartridge slots arranged in a row: black, cyan, magenta, and yellow.
2 Identify the Cartridge to Replace
Your printer’s display panel tells you which color is running low. Look for the cartridge in the corresponding position. On most Brother Workhorse models, the order from left to right is: Black (BK), Cyan (C), Magenta (M), Yellow (Y). Match the color label on each cartridge to confirm you are pulling the correct one.
3 Remove the Used Cartridge
Grip the cartridge handle firmly and pull it straight toward you. It slides out smoothly on a track. Set the used cartridge aside on a flat surface. Avoid touching the drum unit beneath the cartridge slot.
4 Prepare the New Cartridge
Unbox the new toner cartridge. Before inserting it, hold the cartridge level and gently rock it from side to side five or six times. This distributes the toner powder evenly inside, which ensures consistent print quality from the very first page.
5 Remove the Protective Cover
Pull off the orange protective cover and peel away any protective seals or tape. Do not touch the green drum surface or the electrical contacts on the cartridge.
6 Insert the New Cartridge
Align the new cartridge with the guide rails inside the printer. Slide it firmly into the slot until you hear a click. The cartridge should sit flush with the others.
7 Close the Front Cover
Push the front cover closed until it latches securely. Your printer will automatically recognize the new cartridge and recalibrate. Wait for the display to return to “Ready” before sending any print jobs.
Average time to replace a toner cartridge on a Brother Workhorse color printer
Which Toner Cartridge Does Your Brother Printer Need?
Brother’s Workhorse color printers use the TN-431, TN-433, and TN-436 toner cartridge families. The difference between them comes down to page yield, meaning how many pages you can print before needing a replacement. Choosing the right yield for your print volume can save your office hundreds of dollars per year.
| Cartridge Series | Yield (Black) | Yield (Color) | Best For |
|---|---|---|---|
| TN-431 (Standard) | ~3,000 pages | ~1,800 pages | Low-volume offices (under 500 pages/month) |
| TN-433 (High Yield) | ~4,500 pages | ~4,000 pages | Mid-volume offices (500-2,000 pages/month) |
| TN-436 (Super High Yield) | ~6,500 pages | ~6,500 pages | High-volume offices (2,000+ pages/month) |
One important detail: not every cartridge fits every printer. The TN-436 super high yield is compatible with the HL-L8360CDW, HL-L9310CDW, MFC-L8900CDW, and MFC-L8905CDW. But it does not work with the HL-L8260CDW, which only accepts the TN-431 and TN-433. Always check your printer model before ordering.
And if you are not sure which cartridge is right for your office, Barlop Business Systems can help you figure it out. We carry genuine Brother supplies and can recommend the most cost-effective option based on your actual monthly print volume.
Common Issues After Replacing Toner (and How to Fix Them)
Sometimes a toner swap does not go as smoothly as planned. Here are the issues our service technicians see most often, along with quick fixes.
“Replace Toner” Message Still Showing
If your printer still displays “Replace Toner” after you have installed a new cartridge, try removing the cartridge and reinserting it. Make sure it clicks into place. If the message persists, open the front cover and close it again to force the printer to re-detect the cartridge.
Streaks, Lines, or Faded Print
Did you rock the cartridge side to side before installing it? If not, the toner may be unevenly distributed. Remove the cartridge, give it five to six gentle shakes, and reinstall. If streaks continue, the drum unit (separate from the toner) may need replacing.
Printer Does Not Recognize the Cartridge
This can happen with third-party or remanufactured cartridges. Clean the electrical contacts on the cartridge with a dry, lint-free cloth. If you are using a genuine Brother cartridge and still having issues, try the reset procedure: with the front cover open, press and hold the Back and Cancel buttons simultaneously, then press Back once more.
“Toner Low” Warning Appearing Too Soon
Brother printers estimate toner levels based on page coverage calculations, not actual toner weight. If you print a lot of text-heavy documents, the estimate can be off. You can often continue printing for several hundred more pages after the “Toner Low” warning appears. Just keep a replacement cartridge on hand so you are not caught off guard.
How to Reduce Your Toner Costs Without Sacrificing Quality
Toner is one of the biggest ongoing expenses for any office running color printers. But there are practical ways to keep costs down.
- Buy high-yield cartridges: The TN-436 costs more upfront but delivers roughly 3.6x the pages of a TN-431. The per-page cost drops significantly with higher yield cartridges.
- Use draft mode for internal documents: Most Brother printers have an economy or toner-save mode reducing toner usage by up to 40% on non-critical prints.
- Set color printing rules: Configure your printer to default to black and white. Employees can still select color when needed, but you eliminate accidental color prints.
- Consider a managed print service: A managed print program bundles toner, maintenance, and support into a predictable monthly cost, eliminating surprise expenses entirely.
Potential toner savings when using economy mode for internal documents
For offices in the Miami and Doral area, Barlop Business Systems offers managed print services with toner included. You never have to think about ordering supplies, tracking inventory, or dealing with unexpected costs. The toner just shows up when you need it.
Maintaining Your Brother Workhorse Printer Beyond Toner Changes
Replacing toner is just one part of keeping your Brother printer in top shape. A few other maintenance habits will extend the life of your machine and keep print quality high.
- Replace the drum unit on schedule: The drum unit (DR-431CL) is separate from the toner and typically lasts about 30,000 pages. When print quality degrades despite fresh toner, the drum is usually the culprit.
- Clean the corona wire: Inside the drum unit, there is a small green tab you can slide back and forth to clean the corona wire. Do this every time you replace a toner cartridge for the best results.
- Keep the paper path clean: Dust and paper debris accumulate over time. Wipe down the paper feed rollers with a damp, lint-free cloth every few months.
- Update firmware: Brother releases firmware updates periodically. These can fix bugs, improve compatibility, and even extend cartridge recognition. Check for updates every quarter.
- Store spare toner correctly: Keep unopened cartridges in a cool, dry place away from direct sunlight. They have a shelf life of about two years when stored properly.
How Barlop Business Systems Supports Your Office Printers
For over 40 years, Barlop Business Systems has been Miami’s go-to partner for office equipment and managed print services. As a family-owned, woman- and minority-owned business in Doral, we know the South Florida office landscape inside and out.
Brother Printer Sales
Authorized dealer for the full Brother Workhorse lineup, from desktop units to enterprise MFPs
On-Site Service & Repair
Local technicians who can be at your Miami or Doral office quickly when something goes wrong
Toner & Supplies
Genuine Brother toner cartridges delivered to your door before you run out
Managed Print Services
All-inclusive plans covering toner, maintenance, and support for one flat monthly rate
Managed IT Services
Network integration, security, and printer fleet management under one roof
Frequently Asked Questions About Brother Printer Toner
How do I know which toner cartridge fits my Brother printer?
Can I keep printing after the “Toner Low” warning appears?
Should I use genuine Brother toner or third-party cartridges?
How many pages does a Brother toner cartridge last?
Why is my printer showing streaks after I replaced the toner?
How do I reset the toner counter on a Brother printer?
Can I replace just one color cartridge at a time?
What should I do with the used toner cartridge?
How should I store extra toner cartridges?
Does Barlop offer toner and supplies as part of a service plan?
Need Help With Your Office Printers?
Whether you need toner, service, or a complete managed print solution, Barlop Business Systems has been Miami’s trusted office equipment & managed IT partner for over 40 years. Let us take the hassle out of printer management.
