Best Online Fax Services

by Adam UzialkoLast Modified: January 2, 2018

Intro
Best Picks
Reviews
Pricing
Negotiation
State of the Industry
What We Evaluated, What We Found
Map
Services

The Best Online Fax Services For 2018

Online fax services have largely supplanted the old fax machines and, along with them, maintenance costs and user frustration. For just a small monthly subscription cost, online fax services replace and even enhance the functions performed by the old office fax machine. By digitizing faxing, organizations engage in more secure document transmission, establish a digital archive of sent and received faxes, and make the process simpler and quicker.

This guide will help introduce you to the online fax service industry, as well as some of our best picks, which include vendors like eFax, MetroFax, HelloFax and Sfax. Every organization's faxing needs are different; some need to receive more faxes, while others send more. Some organizations require a higher level of security than others.

Whatever your needs, the comprehensive list of online fax services will help you get acquainted with some of the major players in the industry, and our pricing and negotiations sections can guide you through the selection process.

Best Picks

Budget
Mobile Faxing
Medical
Desktop Faxing
MetroFax

Best Online Fax Service for Budget Users

MetroFax

MetroFax boasts the lowest month-to-month and overage rates in our reviews and doesn't charge a setup fee. It's priced at $7.95 per month and includes 500 total pages of faxes, with an overage rate of 3 cents per page. Despite the low cost, MetroFax offers the most essential aspects of an online fax service in an effective manner.

With an easy-to-use desktop and mobile application, MetroFax is highly accessible to every employee. Faxes also go through quickly, and you have the options of e-signing documents and creating custom cover pages for your faxes. You can also address faxes to send to multiple recipients at one time.

eFax

Best Online Fax Service for Mobile Faxing

eFax

eFax is somewhat more expensive than most of the other online fax services we reviewed, but its simplicity and bevy of features make the costs worthwhile. eFax offers two faxing plans called eFax Plus and eFax Pro. The Plus plan, priced at $16.95 per month, comes with 150 incoming faxes and 150 outgoing faxes per month. eFax Pro, priced at $19.95 per month, includes 200 pages each way per month.

The mobile version of eFax works with both Android and iOS devices and enables users to send images of files as a fax. Users can also attach a file on a mobile device to send it directly. The mobile applications for eFax are free to subscribers and very easy to use, much like the desktop version of the service.

Sfax

Best Online Fax Service for Medical Offices

Sfax

Medical offices that use an online fax service have to be sure the vendor they partner with offers a HIPAA-compliant product. Sfax specializes in HIPAA compliance for every faxing plan it offers, ensuring that sensitive medical records and other information are secure in transit.

Sfax boasts a user-friendly and intuitive interface that makes navigating the software a cinch. You can also keep your current number when you switch to Sfax, meaning you won't have to update your clients with any new contact information. The mobile application, like the desktop version, is easy to learn, and it includes a handy notification system for when new faxes are coming in.

HelloFax

Best Online Fax Service for Desktop Faxing

HelloFax

HelloFax is a complete online fax service with all the features we looked for. In addition, the services overage charges are among the cheapest that we reviewed. The system includes sending and receiving faxes, esigning documents, and creating custom cover pages. International faxing does not incur an additional cost.

Especially striking is the ease of use of HelloFax's desktop feature. The lack of learning curve makes it easy to jump right in and begin sending faxes. There are five pricing plans with HelloFax. The first is free and includes five pages. The second, Home Office, is priced at $9.99 per month and includes 300 pages per month for up to five users. The Professional plan, priced at $19.99 per month, includes 500 pages for a team of 10. The Small Business package, which costs $39.99 per month, includes 1,000 faxes for a team of 20. Finally, the Enterprise package is a custom plan designed for large companies and requires a quote and contacting a representative.

Reviews

Pricing

Pricing fluctuates from vendor to vendor, but for the most part, online fax services follow a similar model: monthly subscription fees for a certain number of faxes, and additional overage fees per fax.

  • Monthly subscriptions or annual plans typically range from $7 to $30 per month for anywhere from 100 to 750 faxes.
  • Overage fees range from 3 to 12 cents per fax after the monthly limit has been reached.

Less common is for an online fax service to charge a setup fee, but it occasionally happens. In our experience, setup fees were rare and did not exceed $10.

Varying plans are also available for different faxing needs. Some online fax services charge separately for sent and received faxes, while others just include a total number of faxes that you can send monthly. Some services allow only sent faxes or received faxes. Some vendors also offer corporate packages for big businesses that send a high volume of faxes.

Negotiation

When preparing to sign up with an online fax service, be sure to note the following to ensure the best deal possible:

  • Ask for recommendations from similar businesses that use online fax services.
  • Contact multiple vendors to compare pricing, customer service and key features.
  • Understand the fee structure, when there are additional costs and if there are any setup fees. 
  • Request free demos when possible to test out the product and ensure quality.
  • Determine the level of security the service offers, especially if you're in a HIPAA-compliant industry. 
  • Ask about any possible discounts or fee waivers the service might be willing to offer to land your business.

For those subscribing to an annual plan, it is important to review any contracts and legal documents carefully before signing. Be sure all of the fee structures and features you've agreed to with the company are included, and that you can easily cancel service if it is not satisfactory. Are there any fees associated with cancellation? Does the company require an advanced notice period?

State of the Industry

Faxing might seem like a thing of the past, but businesses and customers alike still find faxing to be a useful and even essential part of modern business. A 2012 survey conducted by fax software vendor GFI Software demonstrated that 72 percent of small business employees still send paper faxes. That demand has kept 17 million fax machines in use across the U.S.

But there is a better, more efficient way to fax than maintaining bulky and often difficult machines. In 2014, a survey of small businesses conducted by j2 Global, the largest electronic fax service provider, found that 27 percent of respondents wanted to get rid of their machines. The answer is online fax services, which wholly digitize the process, making it cheaper and less cumbersome. A report from Arizton estimates that the global online fax market will eclipse $2.4 billion by 2022. There are multiple reasons for the increase in adoption, the report reads, and the major companies of RingCentral, eFax, HelloFax, SRFax, Nextiva and OpenText are poised to lead the way.

"The advancement in technology and flexibility provided by online fax vendors enable organizations to automate their fax solutions and hence is a major driver for the growth of the market. North America leads the market, constituting the largest share," the report said. "While the healthcare sector is likely to contribute maximum revenue to the market, the manufacturing, transportation and logistics sectors are going to post the highest-growth CAGR during the forecast period."

There are several reasons why adoption of these services is on the rise. Online fax services increase security, speed up the transmission of information, help with archiving and filing, reduce an organization's paper footprint, and decrease maintenance costs. Digitizing your faxing needs could impact your bottom line and streamline a component of office life. Large corporations are driving the bulk of adoption as well, according to the report.

"Large enterprises are the major contributors of online fax services with 48.6% of share to the market," the report reads. "The market for home office users will decline during the forecast period because of the growth of their organizations, and hence adding more revenue to the SME markets."

What We Evaluated, What We Found

In Business.com's evaluation of online fax services, we looked for programs with functions like advanced scheduled delivery, international faxing and integration with Microsoft Outlook. We selected services that allow you to sign documents electronically and send faxes to more than one recipient at a time. We found that the best fax services offer toll-free fax numbers, unlimited fax storage and quality customer support to their subscribers.

Our testers performed hands-on evaluations of each service by signing up for free trials and using the fax services the way we would have as a customer. We developed test faxes that we sent through the online desktop programs and mobile apps, where available. We tracked the amount of time it took for our faxes to send and scored each platform on its intuitiveness and ease of use. The services that allow you to create cover pages in the software, have fax templates and offer fax confirmations received additional points.

Laws About Faxes

The FCC has laws that regulate faxing, just as it has laws for other forms of communication like emails, phone calls and texts. Breaking these laws can result in lawsuits from the people you've contacted and in financial penalties from the FCC. These penalties start at $500 per page that you sent that was not in line with the regulations.

The most important rule is to not send unsolicited – sometimes known as junk – faxes. There are some cases, however, when this is acceptable:

  • You receive the number as part of a contract or application.
  • You find the contact information on an advertisement or directory, assuming it does not state that the contact won't accept unsolicited faxes.
  • You have ensured the person you're faxing agreed to have their information listed on the directory or advertisement.

If the above criteria are met, you can send unsolicited faxes without penalty. When you send these faxes, however, you must include an obvious and cost-free way for the recipients to opt out of your faxes. This notice must include your contact information on the first page of documents you send. If you receive an opt-out request, you must reply within 30 days of receipt.

Fax laws may vary depending on location. Be sure you know and understand the laws in your area before you start sending faxes.

 

Map

SRFax
203 - 5190 Dublin Way
Nanaimo, BC
SRFax
eFax
6922 Hollywood Boulevard
Hollywood, CA
eFax
MyFax
6922 Hollywood Boulevard
Hollywood, CA
MyFax
TrustFax
6922 Hollywood Boulevard
Los Angeles, CA
TrustFax
Sfax
9050 N Capital of Texas Hwy
Austin, TX
Sfax
MetroFax
6922 Hollywood Blvd.
Los Angeles, CA
MetroFax
Nextiva
8800 Echaparral Road
Scottsdale, AZ
Nextiva
RingCentral Fax
20 Davis Drive
Belmont, CA
RingCentral Fax
Fax.com
PO Box 22500
San Diego, CA
Fax.com

Services

List of 10Best Online Fax Services

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