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Best Online Fax Services

by Adam C. UzialkoLast Modified: August 1, 2018

Best Picks
Intro
Reviews
Community Picks
Pricing
Our Methodology
Laws About Faxes
State of the Industry
Business.com Community Survey Results
Map
Services

Best Picks

Overall
Pay as You Go
Free Outgoing
Free Incoming
Medical Practices
Multiple Users
Nextiva vFax

Best Online Fax Service

Nextiva vFax

Nextiva vFax is our best pick for online fax services because it offers affordable payment options, service levels to accommodate varying needs, and the most useful online faxing features. These include a secured client portal and the abilities to port your existing fax number, add more users to your fax line, and purchase additional numbers. This online fax service is extremely easy to navigate and use, with little learning curve. Nextiva vFax also offers extremely helpful and knowledgeable customer service via phone, email and live chat. The only downside we identified was Nextiva's lack of a mobile application for its online faxing service, but it does maintain a client portal that you can use on a mobile device via web browser, so it's not too much of a limitation.

GotFreeFax

Best Pay-as-You-Go Online Fax Service

GotFreeFax

GotFreeFax's pay-as-you-go online fax service offers companies with limited faxing needs an affordable way to send the occasional fax without committing to a monthly or annual subscription service. It is an incredibly easy-to-use online fax service that doesn't attach advertisements to your free faxes, maintaining a level of professionalism without the added cost. In addition to the base pay-as-you-go model, GotFreeFax allows you to purchase never-expiring page credits, which can be used at any time and saved in perpetuity. This option is great for businesses that know they will intermittently need to fax in the future, but are not prepared to spend the extra money on a regular subscription. GotFreeFax also includes the ability to attach documents, send payment via PayPal, access technical support and use an encrypted connection for secure sending.

GotFreeFax

Best Free Outgoing Online Fax Service

GotFreeFax

GotFreeFax is our best pick for free outgoing fax services because it is extremely easy to use and effective, allowing you to send up to three pages of fax twice a day for no cost. For companies that only need to send faxes on occasion, GotFreeFax is a stellar option to do so without paying for a subscription or maintaining a costly fax machine that requires regular maintenance. The best part of GotFreeFax's free sending service is that, unlike most free services we reviewed, it does not append any advertisements to your communications, allowing you to retain the appearance of professionalism while saving money. It also supports the sending of numerous file types and the inclusion of a free cover page, which are uncommon features in free fax sending services.

FaxBetter

Best Free Incoming Online Fax Service

FaxBetter

FaxBetter is our best pick for free incoming online fax services because it provides the unique ability for you to receive faxes in a digital inbox without paying a monthly or annual subscription. Most other free services only support the sending of faxes, but FaxBetter establishes a free fax number and digital inbox that operates as simply as any leading email provider. The only downside to FaxBetter's free service is that you're required to receive a fax once a week, or else you lose their number. Upgrading to a paid plan prevents this consequence, but thrifty users can simply send themselves an email once a week to avoid this. FaxBetter allows the indefinite storage of up to 1,000 pages of faxes, a strong number for a free service.

SRFax

Best Online Fax Service for Medical Practices

SRFax

We picked SRFax as the best online fax service for medical practices because it offers a healthcare-specific set of plans geared at not just complying with HIPAA regulations, but securing sensitive data above and beyond the legal requirements with optional features like PGP encryption. SRFax offers a strong online fax service at its core, and it leverages more than two decades of experience in the healthcare industry to deliver one of the most competent medical faxing solutions on the market. It's also highly affordable, given the level of service it offers. In addition to securing data in line with HIPAA regulations, SRFax provides the required business associate agreement outlining how it will use, transmit and store protected health information. It's clear that SRFax understands the regulatory framework facing healthcare providers and takes great pains to meet and even exceed the legal standards.

RingCentral Fax

Best Online Fax Service for Multiple Users

RingCentral Fax

RingCentral is our best pick for online fax services that accommodate multiple users because it is easy to grant team members full access to your account and retain administrative control over them. RingCentral also offers additional lines and pricing plans that can accommodate even bigger teams or be used to organize departments around a specific faxing line. With RingCentral's online fax service, you can send and receive faxes in a digital environment that looks and operates much like any leading email provider's platform. The user interface is intuitive, with little to no learning curve. RingCentral is slightly more expensive than some of the other online fax services we reviewed, but its quality features and streamlined user experience make it a good service for the money.

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

Whatever your needs, our 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.

Reviews

Community Picks

We polled Business.com community members to find out which online fax service they use. Of the survey respondents who indicated they use one, here are their top three picks.

Pricing

Pricing fluctuates from vendor to vendor, but most 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 businesses that send a high volume of faxes.

Negotiation

When preparing to sign up with an online fax service, follow these tips 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, review any contracts and legal documents carefully before signing. Be sure all 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. Ask if there are there any fees associated with cancellation, and whether the company requires an advanced notice period.

Our Methodology

We invested substantial time to research various online fax services, plans and features. We started the process by coming up with a comprehensive list of vendors that offer online faxing through our own research as well as other lists and reviews of popular vendors.

From there, we visited the websites of each fax service to compare pricing and features. We watched product demos and tutorials, and we sent sample faxes when that feature was available. We used this criteria to narrow down our pool of candidates.

Next, we contacted all the services we were considering, calling and posing as a customer when possible. We wanted to get a feel for how the companies handle actual customer interactions, so we asked each customer service rep the same questions about features, options and pricing, and we noted our reactions to the experience.

For our overall best pick, the decision came down to which company offered the best balance of affordability, robust features and ease of use. We shied away from vendors that offered low upfront pricing with lots of hidden fees or expensive over-limit fees.

Here are the criteria we used to evaluate each online fax software provider:

  • Ease of use
  • Variety and features of plans
  • Pricing structure
  • Fax limits and overage fees
  • Mobile access
  • International and toll-free faxing
  • Contract requirements

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.

We 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 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.

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. But there is a better, more efficient way to fax than maintaining bulky and often difficult machines. A 2014 survey of small businesses conducted by j2 Global, an 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.

"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," 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."

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 percent 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."

Understanding Online Fax Services Infographic

Understanding Online Fax Services
Credit: Grant Reinero

Map

Fax.PlusGeneva,
Fax.Plus
Fax.com
PO Box 22500
San Diego, CA
Fax.com
MetroFax
6922 Hollywood Blvd.
Los Angeles, CA
MetroFax
Faxage
313 Inverness Way South
Englewood, CO
Faxage
MyFax
6922 Hollywood Boulevard
Hollywood, CA
MyFax
Nextiva vFax
8800 E Chaparral Road
Scottsdale, AZ
Nextiva vFax
RingCentral Fax
20 Davis Drive
Belmont, CA
RingCentral Fax
SRFax
203 - 5190 Dublin Way
Nanaimo, BC
SRFax
Sfax
9050 N Capital of Texas Hwy
Austin, TX
Sfax
TrustFax
6922 Hollywood Boulevard
Los Angeles, CA
TrustFax
aFax
2024 E Ben White Blvd
Austin, TX
aFax
eFax
6922 Hollywood Boulevard
Hollywood, CA
eFax
mFax
3773 Howard Hughes Pkwy
Las Vegas, NV
mFax

Services

List of 18Best Online Fax Services

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