After extensive research, RingCentral Fax is our pick for the best overall online fax service. Its feature set, security-minded service and flexible user counts make this California-based company stand out as the best option for small businesses looking to tailor their online faxing needs.
To view all our recommendations for online fax services, visit our best picks page.
RingCentral Fax offers four pricing plans. Before you sign up for a plan, it's important to know how much faxing your business conducts, since each service tier offers a different volume of incoming and outgoing faxes, with are additional charges for each page you send or receive over that limit.
Unlike its competitors, RingCentral doesn't offer a free version of its faxing service. It does, however, offer a free trial.
RingCentral's monthly plans are priced as follows:
- Fax 750: This plan costs$12.99 per month with an annual subscription or $14.99 for a monthly subscription. It supports up to 750 pages and charges 5.9 cents per additional page.
- Fax 1,500: This plan costs$17.99 per month with an annual subscription or $22.99 for a monthly subscription. It supports up to 1,500 pages and charges 4.9 cents per additional page.
- Fax 2,500: This plan costs $49.99 per month with an annual subscription or $59.99 for a monthly subscription. It supports up to 2,500 pages and charges 3.9 cents per additional page.
- Fax Unlimited: This plan costs$39.99 per month with an annual subscription or $49.99 for a monthly subscription. It supports an unlimited number of pages per month.
Subscription plans come with one shared fax number – except the Fax Unlimited plan, which comes with two. All plans give you the option of adding extra fax numbers for a monthly price of $4.99 each. You can purchase a toll-free or vanity fax number for a one-time fee of $30. There are no setup fees, nor are there any long-term contracts to sign.
It's worth noting that RingCentral considers one page as equal to one minute of service, but your internet connectivity can affect this calculation. Therefore, your total allotment of pages is truly a minute-based plan, meaning that if you have a fast internet connection, your service will stretch further. Slower internet connections, on the other hand, might be limited to fewer faxes than the number your plan specifies. RingCentral is very upfront about this fact, as its customer service representative explained the system to us.
RingCentral Fax Features
The best online fax companies offer more bang for your buck by including multiple features that make sending and receiving faxes easier and more secure, giving you and your fax recipients peace of mind. RingCentral, while predominantly a phone service company, provides a strong slate of features with its online faxing service.
During setup, you can use your existing fax number or choose one from a list of toll-free, local and vanity numbers. Custom caller ID information can also be set up at no additional charge. You can then create email and SMS alerts to let your staff know when faxes show up in their inboxes.
RingCentral users can access both incoming and outgoing faxes almost anywhere.
- Users can log in to their browser-based dashboards from any web-enabled desktop computer or smartphone.
- You can view messages on an email client or through RingCentral's proprietary iOS and Android apps.
- RingCentral's fax service can integrate with major business software, including the Windows Office suite, Dropbox and Google Drive.
Using the RingCentral platform, you can create an electronic signature and add it to documents. This digital signature is legally binding, just as it would be if you printed off the documents, signed them and then scanned them back in before sending. You can also annotate documents and create cover pages in the RingCentral platform. The company supports most common file types, including PDF, DOC and various image files. Each sent and received fax is converted into a PDF for easy reading on most machines.
One service RingCentral offers that most of the other services in our review do not is the ability to schedule faxes for future delivery. This is especially helpful if you need to fax documents to different time zones but don't have time to manually stagger your sending times to match your recipients' schedules. RingCentral offers international faxing, but costs vary by the number of pages you send and the country your recipient is in.
If your business needs to send a fax to multiple recipients, RingCentral allows you to create groups of up to 50 email addresses to send faxes to in one message. Whether a fax has multiple recipients or just one, RingCentral touts the security of any documents sent through its service. All faxes sent through RingCentral are encrypted and transmitted through a secure connection.
Up to 200 faxes can be stored indefinitely in your online account. The 200-fax limit is relatively low for online fax services in our review; however, since you can store faxes in your email inbox as well, this isn't a serious drawback.
Customer service representatives are available over live chat and email, and the company's website has additional support resources such as FAQs, video tutorials, and online forums that may contain answers to your questions or problems.
Posing as a prospective customer, we called RingCentral's customer service hotline with some questions about its online faxing services. The representative we spoke with was very helpful, listened attentively to our questions and offered thorough responses.
While we had a positive interaction with RingCentral's customer service, it's important to note that certain accounts won't have 24/7 access to phone support, as this feature is only available with the Fax 1,500 plan and up. Other plans can still access phone support, but only between 5 a.m. and 6 p.m. PST, Monday through Friday, excluding holidays. Non-English support is available Monday to Friday, between 9 a.m. and 6 p.m. Central European Time.
Without a low-volume option for small businesses, customers with minimal needs could be stuck paying for more service than they need – even if the plans are still relatively affordable.
While RingCentral says its plans are measured in pages, it really calculates usage based on the number of minutes each fax takes to transmit. The company assumes that one page usually takes one minute to send. In truth, faxing speed varies depending on your internet connection and what you're trying to send. This results in an uneven pricing system, but the company's representatives didn't attempt to hide this fact.
Additional reporting by Adam Uzialko.